Carolyn
Written By:

Carolyn Moir-Grant

With over 30 years of experience at Allstaff, Carolyn has been a guiding force in shaping the agency’s reputation as a trusted recruitment partner.

Author Bio

Recruiting new team members is a significant investment of time and resources. Sometimes, despite best efforts, a new hire may not meet expectations. At Allstaff, we know how important it is to address these situations promptly, fairly, and in a way that protects both your organisation and your reputation as an employer of choice. Here’s a strategic guide for Scottish employers and managers on how to respond when a new hire isn’t working out.

Early Identification and Assessment

Recognising Warning Signs

It’s vital to spot early indicators that a new hire may be struggling. Red flags include missed deadlines, repeated errors, poor communication, or difficulty adapting to the company culture. Distinguish between behavioural issues (such as attitude or attendance) and performance shortfalls (such as skill gaps).
Ask yourself: Is this simply part of the onboarding process, or are there deeper signs of misalignment? Most new hires need time to adjust, but persistent challenges beyond the initial adaptation period warrant closer attention.

Conducting a Root Cause Analysis

Before taking action, invest time in understanding the underlying issues:

  • Skill gaps vs. misrepresented qualifications: Was the candidate’s experience accurately presented and assessed?
  • Cultural fit and values: Do their values align with your organisation’s ethos?
  • Communication breakdowns: Did misunderstandings occur during recruitment or induction?
  • Onboarding effectiveness: Did your onboarding process support their success, or leave gaps?

Gathering Feedback from Multiple Sources

Collate insights from a variety of perspectives:

  • Structured feedback from supervisors and team members
  • Objective performance data and clear documentation
  • Balanced assessment—watch for confirmation bias, and seek both positive and negative feedback
  • Maintain thorough records of all concerns and interventions

Intervention Strategies

Clarifying Expectations

Often, new hires need clarity. Revisit their job description and outline clear, achievable standards:

  • Use SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound)
  • Set out timelines and measurable milestones
  • Document all discussions and agreed actions
  • Ensure expectations are transparent and mutually understood

Implementing a Performance Improvement Plan (PIP)

If issues persist, a formal PIP may be necessary:

  • Define clear areas for improvement and support to be provided
  • Balance constructive feedback with encouragement
  • Be aware of legal considerations—ensure the PIP process is fair, reasonable, and documented
  • Schedule regular check-ins and reviews to monitor progress

Providing Enhanced Support

Sometimes, additional support is key:

  • Offer targeted training or skills development
  • Assign a mentor or coach within the team
  • Adjust workload if necessary to facilitate learning
  • Link development opportunities to areas identified for improvement

Conflict Resolution Techniques

Performance challenges can sometimes stem from interpersonal issues:

  • Use mediation where appropriate to resolve team dynamics
  • Apply communication frameworks to support honest discussions
  • Foster psychological safety—let employees know it’s safe to discuss challenges and seek help
  • Address concerns early to prevent escalation

Decision Points and Outcomes

Evaluating Progress

Assess improvement using objective data:

  • Review performance against set metrics and timelines
  • Allow enough time for meaningful progress, but avoid prolonged uncertainty
  • Differentiate genuine effort and growth from temporary compliance
  • Engage in regular, honest dialogue throughout

Making the Retention Decision

When it’s time to decide:

  • Consider the employee’s progress, attitude, and potential
  • Weigh the cost of continued investment versus starting a new recruitment process
  • Assess the impact on the wider team
  • Align decisions with organisational values and priorities

Planning for Termination

If termination becomes necessary:

  • Follow legal requirements and your organisation’s policies precisely
  • Ensure all documentation is in order
  • Plan communications carefully to maintain respect and discretion
  • Manage the team’s transition—reassign tasks and support morale
  • Use exit interviews to identify lessons for future hiring

Prevention and Process Improvement

Refining Recruitment Practices

Reduce the risk of mismatches by strengthening recruitment:

  • Review hiring processes for gaps or oversights
  • Enhance candidate assessment with structured interviews and practical tests
  • Provide realistic job previews and set clear expectations from the outset
  • Thoroughly check references and past employment

Strengthening Onboarding Processes

A strong start builds success:

  • Invest in comprehensive orientation and induction
  • Support cultural integration and inclusion from day one
  • Implement early feedback mechanisms
  • Train managers in new hire development and support

Creating a Culture of Continuous Feedback

Proactive communication supports retention:

  • Normalise regular check-ins and open conversations
  • Encourage constructive criticism and a growth mindset
  • Build trust and psychological safety, so concerns are raised early
  • Equip managers with skills for effective performance management

Leveraging Lessons Learned

Every placement offers an opportunity to learn:

  • Conduct post-mortem reviews of unsuccessful hires
  • Identify patterns and implement process improvements
  • Measure and analyse new hire turnover rates
  • Balance swift action with fairness and opportunity

Final Thoughts

Managing a new hire who isn’t meeting expectations is never easy, but a structured, compassionate approach safeguards your team, protects your business, and preserves your employer reputation. Allstaff is here to support you every step of the way from recruitment and onboarding to ongoing people management. If you need guidance, training, or a confidential sounding board, get in touch with our team.