How to conduct probation review meetings

Probation reviews are an opportunity to understand how a new employee is settling into their role, team, and your organisation. They also help you confirm whether expectations are being met and what support may be needed. When structured well, a probation review builds confidence, strengthens the employment relationship and sets a clear direction for the months ahead.

What is a probation review?

A probation review is a formal meeting where a manager assesses a new employee’s progress, capability, and cultural fit during the probation period. These discussions help both you and the employee understand what is working, what requires adjustment, and whether continued employment is appropriate once the employee's probation period ends.

A probation review is not the same as an annual performance review. It is a short-term, focused evaluation designed to ensure new hires understand expectations, feel supported, and have the chance to talk openly about their experience so far.

Probation periods and employment contracts

Most employment contracts include a probationary period, although they are not legally required in Australia. Employers use this time to assess suitability, introduce company culture, ensure consistent onboarding, and identify any additional training the employee may need.

Key points about probation periods:

They do not override legal requirements, modern awards or enterprise agreements.
A probation period generally spans three or six months, depending on company policy.
A probationary review should occur before the final date listed in the employee's contract.
An extended probation period may be possible if specified in the contract.
A failed probation period must still follow fair and reasonable performance management principles consistent with employment law.

Ensuring expectations are clear early on helps both the employee and the line manager stay on the same page from day one.

How to conduct a probation review

A clear and well-planned probation review process ensures consistency across teams and reduces subjective judgment. With the right preparation, these meetings become more productive and give the employee a supportive, respectful experience.

Step 1: Prepare for the discussion

Review performance conversations, onboarding notes, and any documented goals. Gather specific examples that reflect the employee’s progress, strengths, and areas requiring support.

Preparation checklist:

Review the employee’s contract and the expectations set at onboarding.
Align the review format with company policy.
Identify key takeaways you want the employee to understand.
Assess whether any changes to responsibilities, hours, or support are needed.
Clarify whether the employee’s development is on track to confirm employment.

Step 2: Create the right setting

A probation meeting works best when the environment encourages open communication. Choose a private space where both you and the employee can talk without interruption. Ensure the discussion feels like a two-way conversation rather than an assessment being delivered to the employee.

To support this:

Set a calm tone that invites helpful feedback from both sides.
Ask open-ended questions to encourage honest reflection.
Reassure the employee that the goal is an effective evaluation, not a one-sided judgement.

Step 3: Evaluate performance and behaviour

During probationary reviews, important topics should include:

Role clarity and whether expectations have remained consistent.
Task proficiency, time management and general performance.
Adaptability to company culture and team ways of working.
Communication skills and engagement in the ongoing process of the role.
Any gaps that could be resolved with additional training.
Employee satisfaction and early impressions of the organisation.

Use a format your organisation prefers, but keep the conversation structured to ensure nothing is missed.

Step 4: Provide constructive feedback

Providing feedback during probation requires a balance of clarity and support. Link constructive feedback to expectations and explain the impact on the team or the wider organisation.

Approach this with:

Kindness and honesty.
Short, specific examples that illustrate the point.
A focus on solutions, not blame.
Clear expectations for what happens next.

This step is especially important if performance issues are emerging. If there is a risk of a failed probation period, ensure your approach aligns with employment law and company policy.

Step 5: Set goals and next steps

Goal setting is essential at this stage. Discuss what "success" looks like for the remainder of the employee’s probationary period. Outline the support they can expect and what you need from them in return.

Consider including:

Short-term goals for the next four to six weeks.
Any new tasks or responsibilities to trial.
Dates for follow-up performance conversations.
Clarification of whether employment will continue beyond probation.
Next steps if performance needs improvement.

Example questions to ask in probation reviews

Asking the right probation review questions helps guide the conversation and surfaces insights you may not otherwise uncover. Consider including the following:

Questions for the employee:

How has the role compared with what you expected?
Which tasks have you found most challenging, and why?
What support or training would help you succeed?
How would you describe the team dynamic so far?
Do you feel comfortable raising ideas or concerns?
What is one process or tool that could improve your work?

Questions for you to ask yourself:

Has the new employee demonstrated the capability needed for the role?
Are they aligning with team norms and company culture?
Has the employee adapted to the work environment at a reasonable pace?
Is continued employment the right decision based on the employee’s progress?

Guiding future performance conversations

A well-run probationary review helps build confidence, clarify expectations, and strengthen the employment relationship. Managers who approach these conversations with structure and care create better outcomes for the organisation and staff.

For more guidance on managing people effectively, explore additional guides for employers from Hays.

FAQs

Are probation periods mandatory in Australia?

No, a probation period is not legally required; however, many employers include one in employment contracts to support assessment and onboarding.

Do casual employees have a probation period?

Casual roles usually do not include a formal probation period because hours are irregular, but employers may still assess suitability as part of normal performance management.

Can probation periods be reduced?

Yes, an employer can reduce the probation period if agreed internally and supported by company policy, provided the change does not conflict with legal requirements or the original contract.