Probation Period Management

Why your team needs this policy

In hospitality, effective probation management is especially important. Roles are hands-on, customer-facing, and often involve unsociable hours. A new kitchen porter, bartender, or hotel receptionist needs to demonstrate not just technical competence but reliability, attitude, and the ability to work as part of a team under pressure. These qualities only become apparent when someone is actively assessed through structured check-ins — not when a manager guesses at the end of the period whether things \u201Cseem to be going okay.\u201D

The cost of getting probation wrong is significant. If you fail to address poor performance during probation and then try to manage it after confirmation, the process is longer, more procedurally demanding, and more likely to result in a dispute. Properly managed probation periods protect your business, support your new employees, and set the standard for how performance is managed throughout the employment relationship.

What to cover in your policy video

Explain how to set the right probation length. Cover the common durations and when each is appropriate: shorter periods for straightforward roles where competence can be assessed quickly, longer periods for mid-level and skilled roles where seasonal variation and the full scope of the role need time to assess, and the longest periods for senior management or highly specialised positions. Explain that the length must be documented in the employment contract and understood from day one.

Set clear objectives from day one. Walk through what success looks like during probation. These should be specific, measurable, and communicated in writing at the start of employment. For a new chef de partie, objectives might include demonstrating competence across all stations and completing food safety training. For a hotel receptionist, they might include handling check-ins independently and becoming proficient with the property management system.

Cover the importance of scheduling regular reviews. Explain that managers must not wait until the end of probation to have a conversation. Schedule check-ins at regular intervals — weekly for the first month, then fortnightly or monthly. Document each one. A typical structure is: Week 1 check-in, Week 4 first formal assessment, a mid-point assessment, and a final review before the probation end date.

Explain that genuine feedback and support are essential. Probation should be a development period, not a test with no study materials. If performance is not meeting expectations, managers must say so early and clearly. Equally, if the employee is performing well, tell them. Assign a buddy or mentor who can answer day-to-day questions, and provide structured shadowing and supervised practice.

Stress that everything must be documented. Record objectives, review discussions, feedback given, support provided, and the employee\u2019s response. If you need to end the employment, this documentation demonstrates that you acted fairly. Use a consistent template for probation reviews so that all managers capture the same information.

Cover making the decision before the deadline. Explain that probation must never expire by default. Managers must actively decide to confirm, extend, or end the employment. Set calendar reminders well in advance — at least two weeks before, ideally a month.

Explain when and how to extend probation. If the employee shows potential but has not fully met expectations, extending probation with clear conditions and a new end date is often better than either confirming or dismissing prematurely. Put the extension in writing, explain the specific areas that need improvement, set revised objectives, and agree on a new review schedule.

Address attendance and conduct as well as performance. Probation is not only about whether the employee can do the job. It is also about reliability, timekeeping, adherence to workplace rules, and how they interact with colleagues and customers. If an employee performs well technically but has persistent attendance issues or attitude problems, these should be raised and documented during probation.

Cover treating the process with fairness and respect. Even though probation offers more flexibility to end employment, the process should never be arbitrary or disrespectful. The employee should always know where they stand, what is expected of them, and what support is available.

How to structure your video

Keep it under five minutes. Probation is a topic that benefits from a clear, concise explanation. Aim for three to five minutes — long enough to cover objectives, reviews, and the decision process, short enough that managers and new starters will actually watch it.

Have the right person present. This should come from whoever manages probation reviews day-to-day — usually the general manager or operations manager. Hearing the policy from the person who runs the process gives it more weight than a generic script.

Use a simple structure. Open with the purpose of probation and how long it lasts. Then walk through the review schedule and what gets assessed. Then cover how the decision is made at the end — confirmation, extension, or exit. Close by pointing people to where they can find review templates and support resources.

Show, don\u2019t just tell. If you use a template for probation reviews, show it on screen. Walk through a sample review form so managers know exactly what to fill in and when. This turns abstract guidance into something actionable.

Separate the manager and employee perspectives. New starters need to know what to expect. Managers need to know what to do. If your audience is mixed, consider recording two short videos — one for each group — rather than one long one that tries to serve both.

Common questions your team will ask

After watching your video, these are the questions that will come up. Anticipate them in your recording or be ready to answer them via messaging:

• \u201CHow long is my probation?\u201D — State the standard length for each role type in your organisation. Make sure this matches the employment contract.
• \u201CWhat happens if I fail my probation?\u201D — Explain the process: the conversation, the notice period, and any support offered. Avoid surprises.
• \u201CCan my probation be extended?\u201D — Cover the circumstances under which an extension might happen, how long it can last, and what the employee needs to do differently.
• \u201CWhat am I being assessed on?\u201D — Point people to the objectives document. If there is no written set of objectives, that is a problem to fix before recording your video.
• \u201CWho conducts my reviews?\u201D — Clarify whether it is the line manager, the general manager, or someone else. Consistency matters.
• \u201CDo I get the same benefits during probation?\u201D — Explain which benefits apply from day one and which begin after confirmation. This varies by employer, so state your own policy clearly.
• \u201CWhat notice period applies during probation?\u201D — State the notice period that applies during probation and how it changes after confirmation. Check the rules for your location before setting this.

Official guidance

The rules on probation periods vary by location. Before recording your video, check the official guidance for your jurisdiction:

How Pilla helps

Pilla turns your probation period policy into a living part of your employee handbook:

• Record your policy video — Film a short video explaining your probation period policy, what employees need to know, and how it works in your organisation. Staff watch on their phone, and you track who has seen it.
• Onboarding integration — Include the probation period policy as part of your onboarding checklist, so every new starter acknowledges it during induction.
• Policy updates — When your policy changes, push the updated video to all staff and track who has watched the new version.
• Audit trail — Every video view, policy acknowledgement, and onboarding completion is recorded with timestamps, ready for any compliance review.
• Messaging — Use in-app messaging to answer questions about probation periods directly, keeping sensitive conversations out of group chats.