New Hire Not Performing? What HR Should Do

Hiring a new employee is only the beginning. Sometimes, a new hire may struggle to meet expectations during the first few weeks or months.

They may miss deadlines, make repeated mistakes, need too much supervision, or have difficulty adjusting to the role.

For HR and managers, poor performance should be addressed early. However, it does not always mean the employee is unsuitable for the company. The employee may need clearer instructions, more training, or additional support.

This guide explains what HR can do when a new hire is not performing as expected.

Identify The Performance Problem

Start by understanding exactly what is going wrong.

Avoid saying that the employee is simply "not performing well." Instead, identify specific issues that can be observed and measured.

Common examples include:

Frequently missing deadlines
Making repeated mistakes
Not completing assigned tasks
Failing to follow work instructions
Poor attendance or punctuality
Taking too long to complete tasks
Not meeting agreed KPIs
Having difficulty working with the team
Needing constant supervision

Use specific examples when discussing the issue with the employee. This makes the conversation clearer and more objective.

Check If The Job Expectations Were Clear

Before deciding that the employee is the problem, HR should check whether the company clearly explained the role.

Ask:

Was the job scope explained clearly?
Were the employee's responsibilities communicated?
Were KPIs or targets explained?
Were deadlines made clear?
Did the employee receive proper instructions?
Were the right tools and resources provided?
Does the actual role match what was explained during recruitment?

Sometimes poor performance happens because expectations were unclear.

A new employee needs to understand what they are responsible for, what success looks like, and how their performance will be measured.

Talk To The Employee Early

Do not wait until the end of the probation period to raise serious concerns.

Arrange a private discussion with the employee and explain the issue using clear examples.

For example:

"We noticed that several tasks were completed after the agreed deadlines. We would like to understand what is causing the delay and discuss how we can support you."

Give the employee an opportunity to explain.

The reason may be related to:

Lack of training
Unclear instructions
Heavy workload
Difficulty using company systems
Lack of experience
Difficulty adjusting to the role
Communication problems
A mismatch between the employee's skills and the job

Understanding the reason helps HR decide what support is needed.

Provide The Right Training And Support

A new hire may need more time to understand the company's processes and expectations.

Depending on the problem, HR and the manager can provide:

Additional Training
Help the employee improve specific skills they are struggling with.

More Guidance
Arrange support from the manager or an experienced team member.

Clearer Instructions
Break complex tasks into smaller steps and explain priorities.

Regular Check-Ins
Have short meetings to discuss progress and answer questions.

Additional Resources
Make sure the employee has access to the systems, information and tools needed to do the job.

The goal is to give the employee a reasonable opportunity to improve.

Set Clear Performance Expectations

After discussing the issue, agree on what needs to improve.

Avoid vague instructions such as:

"You need to improve your performance."

Instead, explain exactly what the employee needs to achieve.

Performance Area	Current Issue	Expected Standard
Deadlines	Tasks are often late	Complete tasks by agreed deadlines
Accuracy	Repeated mistakes	Reduce avoidable errors
Productivity	Tasks take too long	Complete work within the expected timeframe
Communication	Few progress updates	Provide regular updates to the manager

Clear expectations make it easier for both the employee and manager to track progress.

Set A Reasonable Improvement Period

Employees may need time to improve, especially when they are still learning the role.

Set a reasonable review period based on:

The employee's position
The seriousness of the issue
The level of training required
The expected learning curve
The company's performance management process

During this period, make sure the employee understands:

What needs to improve
What support will be provided
What targets need to be achieved
When progress will be reviewed

The review period should be practical and appropriate for the role.

Monitor Progress Regularly

Do not wait until the end of the review period to check whether the employee has improved.

Schedule regular check-ins with the employee.

A simple check-in can cover:

What has improved?
Identify positive progress.

What is still a problem?
Discuss issues that continue.

What support is needed?
Find out whether additional training or guidance is required.

Are the agreed targets being met?
Use measurable results wherever possible.

Regular check-ins help HR and managers identify problems early and avoid surprises during the final review.

Document Important Performance Discussions

HR should keep a clear record of important performance-related discussions.

This may include:

Performance concerns
Examples of missed targets
Feedback given
Training provided
Support offered
Agreed improvement targets
Review dates
Employee responses
Progress made

Proper documentation helps HR maintain a consistent process and provides a clear record of what happened.

It is especially important when the company later needs to make a formal employment decision.

Review The Employee During Probation

If the employee is still on probation, use the probation period to review performance properly.

Areas to review may include:

Job performance
Work quality
Attendance
Communication
Teamwork
Ability to learn
Progress against KPIs
Overall suitability for the role

Do not wait until the final day of probation to tell the employee about serious performance concerns.

Regular feedback gives the employee a better opportunity to improve before the final probation review.

Decide The Next Step

After providing support and reviewing progress, HR and the manager should assess the overall situation.

There may be several possible outcomes.

Continue Employment

If the employee has improved and is meeting expectations, continue employment and provide normal performance feedback.

Provide More Support

If the employee is improving but still needs help, additional coaching or training may be appropriate.

Consider A Different Role

In some cases, an employee may have useful skills but may not be suitable for their current position. A different role may be considered where appropriate and agreed by both sides.

Take Further Employment Action

If performance remains unsatisfactory despite clear expectations, appropriate support and a reasonable opportunity to improve, HR and management may need to consider further employment action.

Any formal action should be handled carefully and based on the employment contract, company policies and applicable Malaysian employment requirements.

Signs That A New Hire May Need Immediate Support

HR should pay closer attention when a new employee:

Repeatedly misses deadlines
Makes the same mistakes after receiving feedback
Does not follow basic instructions
Needs constant supervision
Shows little improvement after training
Frequently arrives late or is absent
Struggles to complete core responsibilities
Does not communicate when problems occur
Consistently misses agreed targets

One mistake does not necessarily mean an employee is a poor performer.

HR should look at the overall pattern, the seriousness of the issue and the employee's progress over time.

How HR Can Support Better New Hire Performance

A strong onboarding process can reduce many performance problems before they become serious.

HR can help new employees by providing:

A Clear Job Description

Make sure the employee understands their responsibilities from the beginning.

Clear KPIs

Set measurable targets that match the employee's role.

Proper Onboarding

Explain the company's processes, systems, policies and team structure.

A Training Plan

Give the employee the training they need to perform their responsibilities.

A Point Of Contact

Make sure the employee knows who to approach when they have questions.

Regular Feedback

Do not wait for formal reviews to tell employees how they are doing.

Regular Check-Ins

Use short meetings during the first few weeks and months to identify problems early.

A Simple Process For HR

HR can use this simple process when dealing with a new hire who is not performing:

Identify → Discuss → Support → Set Expectations → Monitor → Document → Review → Decide

This gives the employee a clear opportunity to improve while helping HR manage the situation in a structured way.

Final Tips For HR

A new hire who is not performing well does not always mean the hiring decision was wrong.

Sometimes the employee needs clearer expectations, more training or additional support. Addressing the issue early gives the employee a better chance to improve and gives the company a clearer picture of their suitability for the role.

For HR, the most important steps are to communicate clearly, set measurable expectations, provide reasonable support, monitor progress and keep proper records.

At the same time, continued poor performance should not be ignored. A structured process helps the company make a fair and informed decision.

FAQs

What Should HR Do When A New Hire Is Not Performing?

Identify the problem, speak with the employee, provide support and set clear performance expectations.

How Long Should A New Hire Be Given To Improve?

The timeframe depends on the role, the seriousness of the issue and the company's performance management process.

What If The Employee Still Does Not Improve?

HR should review the employee's progress and decide on the appropriate next step based on the employment contract, company policy and applicable employment requirements.

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