Have you ever had to extend an employees probation?

[SofaBed123]

Just that really - has anyone ever had to extend the probation period of someone they line manage? I think I may have to, but feel bad!

There isn’t an internal structure for passing/failing probation so it’s up to me 😬

Yes. It was really to show that we had given them every chance to improve. Some did, some didn't.

Have they done something or things to warrant this? Have you provided enough support and guidance during their probation?

So you alone make decision? Or no feedback from other members of the company or team re this employee?

Yes. At the probation review meeting I told them I needed to see a, b and c from them in the additional 6 weeks. I then had weekly follow-ups. At the end of it they were still more trouble than they were worth so I gave them notice. If they had shown a, b and c then I would have known they could do the job and been pleased to pass them.

How bad is it?

because if no point extending then best to manage expectations at this stage

Yep, multiple times, various reasons. It's just one of those things. If you have good reason for it, do it, don't pass their probation because you feel bad, that's silly.

No but I did hold a meeting before the review and explained that they wouldn't pass the probation if they couldn't do A B and C.
They very quickly managed to display that they could do AB&C and there was no need.

Feedback from other managers is taken into account but it’s on me ultimately! (Which I am not happy with!!!). I’m going to raise it with other managers but it’s a difficult decision.

The employee has done the job for more than 2 years elsewhere but their output is subpar, it’s like that of a brand new intern. At this stage I should be able to give them a task and they run with it but that doesn’t happen. I am spending most of my days helping them.

They are also not doing various necessary internal admin tasks when it’s required and they have been asked several times.

It’s my first time officially line managing so I’m worried it is my fault. However, I have trained new starts before, been a mentor, and unofficially line managed and have only ever had good feedback so I don’t think it is me.

What’s the feedback been like from other managers?

have you had sufficient training re this dimension of management since recently becoming a manager?

Is this your first and only report?

Yes, and every time I've given them more chances I've regretted it.
Best case it was a few extra months of stress and review meetings before they failed probation.
The worst passed probation with an improvement plan then things started slipping. He would then go on a PIP, pass it, then go down hill to the point where he needed another PIP despite regular feedback and catch ups. He would only take it seriously if a PIP was involved. I had him on 5 in 4 years, he would always do enough to pass so HR would be happy. Eventually I'd got to the point where he was on a final written warning, he then found another job.

Not every job is suitable for everyone. As long as you are clear about expectations and potential consequences so it isn't a shock, it is better to end it sooner.

From the feedback you have given as harsh is it sounds I would let them go.

Subpar output and having to be told repeatedly to do necessary admin isn't good enough and if you've mentioned it to them then it's not going to come as a massive surprise.

In my experience, extending probation is just prolonging the pain - rip the plaster off and get someone more capable.

I’m sure you’re not, but what I would say is that it should come as no (or at the very least, little) surprise to the employee. I have seen it where the employee thinks they’re doing ok because they’re not really getting any negative, or indeed any, continual performance feedback from their line management. And then they go into their 6 month review and lots of negative things are pointed out to them for the first time.

It can come across as a bit of an ambush, and it hasn’t given them a fair chance of improving their performance to prevent the situation didn’t reach that point.

And this.

I direct 9 managers and feedback during appraisal etc never comes as a surprise because I give it to them consistently and regularly. Positive and negative.

Some of my less experienced managers have been known to store it all up and unleash it during a performance review. It's not fair on the employee because they haven't been given any opportunity to improve.

So if you've been discussing these issues with your member of staff already and they still haven't got game then it's unlikely to happen over a 3 month extension.

Absolutely this!
Tgw clue is in the name!
A review is a review of things already discussed, whether it is an end of probation or an annual performance review none of it should be a surprise.
I would go as far as to say if the OP hasn't been providing regular constructive feedback then she should extend the probation, set expectations and have weekly meetings to discuss. Because otherwise neither the employee or the manager have been doing their job properly.

Yes, it's not entirely uncommon and can still have a successful outcome depending on how it's handled. If you think they're going to be able to meet the requirements of the job, then manage them closely, but if you know deep down they won't, cut your losses and let them go now. It's shit but it's not a good use of your time or theirs.

Firstly as PPs have said, you need to be absolutely crystal clear with them beyond any doubt about what the expectations of the role are, and how they're falling short of them - give examples where you can. Whatever reasons they might give for not doing the job to the expected standard, you still reiterate what the role requires.

Secondly, you need to set clear parameters for the extension and for what you expect from them in that period. SMART objectives and very clear guidelines, e.g. provide a weekly email summary on a Friday afternoon to confirm that admin tasks have been completed as agreed, etc.
Be absolutely clear that failure to meet all the objectives set for the extended probation will result in failing their probation - they need to know what's at stake and not think that there's another extension available to them at the end of this one. Have regular updates throughout the period to discuss progress and remember you don't have to wait the full 3/6 months etc to make the decision if it's clear they're not going to meet the requirements.

And third - document EVERYTHING. After every meeting send a summary of what was discussed and ask them to respond to confirm or correct any of the details you've provided. Make sure every objective is clearly outlined and agreed to, and you've got a clear understanding of what the consequence of not meeting the required standards will be. It's a lot easier for employees to raise complaints through ACAS now without as much evidence required as previously, and if for any reason they're not happy with the outcome of their probation it is much easier for you to have clear documentation to present back if needed.

On top of these - if this is your first line management role (good luck!) then you should be being closely supported by a more senior manager - don't be afraid to approach them to run them through your plan as they may have insights they can share and will need to support your decision ultimately.

Yes, just last week. But we’d had at least 2 previous monthly reviews where we discussed where things weren’t going as well as ‘expected’.