Navigating Probation Confirmation Process and Employee Communication in Small Companies

Dear Senior,

Greetings!

I am working as an HR Generalist in a small company. I am the only HR personnel here, and I am responsible for both HR and administrative activities. I joined this company on July 16, 2012, and my offer letter states a 6-month probation period, which means my probation should end on January 16, 2013. I sent an email inquiring about the confirmation of my probation on January 16, 2013, but I have not received any response yet. I have also sent two reminder emails regarding this matter.

Could you please advise me on how to proceed with this issue?

Thank you,
Archana R.

Confirmation is also a process and is not automatic on the expiry of the probation period. Probably the HR will be going through the reports on your performance from your manager to take a view on your confirmation. Sometimes the concerned HR officer may be on leave or busy with meetings. Trust you will be confirmed since they have not communicated anything contrary to it till date. Please wait for some time and then send a reminder.

B. Saikumar
Mumbai

You are the only HR here. Whom did you send the mail to?

In a small company, there is generally a flat organization. Who recruited you? A senior manager? Director? Owner? Go and speak to that person again and remind him that your probation is over. I hope you are satisfied with my work. Can you please provide my confirmation letter? If you wish, I will type it and get it to you. If he has a problem, then you will need to resolve it. If he is not happy with your work, then you probably need to improve or move on.

In any organization, especially government organizations, the rules are usually in favor of employees. So, if you don't receive any negative communication regarding your probation by 16 Jan 2013, it means that you are confirmed or your probation is cleared. If there is an extension of the probation period, it should be communicated to you by letter before 16 Jan 2013. Since you are working in a startup company and are the only HR person, you need to bring this up with your boss and confirm the policy so that you can take necessary action for other staff tomorrow.

Kraviravi,

I disagree with your contention. There is no provision for automatic completion of probation unless clearly stated as such in the appointment letter. Standing orders and HR policy will generally not have such a provision. Probation specifically needs to be closed, and a confirmation letter should be given to the employees. That is best practice followed by companies. Of course, nothing stops an employer from opting for automatic confirmation of employees.

Just chill 😊
Better take 15 days grace on the actual date of completion of your probation; don't be a mathematical guy 😄
I hope now, as it's 02/02/13, you should have received any sort of communication from their side.

Regards,
Chetan Kumar.

Dear Archana,

The effect of probation would be clearer based on how it is worded in the appointment letter. In your case, it appears that your appointment letter clearly mentions that the probation will end on a specific date. As there is no mention that "at the end of the probation period, unless otherwise communicated, it will be understood that your appointment is confirmed," or words to that effect, a confirmation of your appointment is mandatory.

No response to your confirmation is neither a confirmation nor a rejection of your appointment. As you work in a small organization, having sent your query in writing, it would be better if you meet with your appointing authority and seek clarity. This will also help in destressing your anxiety.

Regards,
Raana Singhji

Dear Archana,

Technically, "probation" means testing or trial before being "considered" or confirmed. So there are possibilities of positive or negative responses! However, do not be afraid!

Did you receive any feedback from your boss mid-term? My sincere advice to you is to please go to your boss thoroughly prepared on the following lines:

1. Go back to your diary and check out your "major contribution" throughout your probation period. Do not focus on "activities" but on your "contribution" and make a list of them. Focus on lead time, customer feedbacks, and note all measurable aspects.

2. Recollect any positive feedback or remarks your boss gave and make a note of them.

3. Check for any good feedback in writing on any mail.

4. Even if there are no performance issues, there could be concerns about your confirmation due to the current slowdown affecting all organizations, large and small. Be prepared for this possibility.

5. Proactively address this through your networking skills. Approach your boss, take them into confidence, and ask for feedback on your performance, both good and poor. Convince them with logical reasoning based on your contributions.

6. Remember not to threaten your boss or make adverse comments about leaving the company. Maintain a dialogue, not an argument. Listen with respect and reply with logical reasoning.

7. Inquire about future career plans. If suitable, great. If not, wait for better opportunities after six months when the economic situation improves.

8. Do not be a "Yes Sir/Madam" person. Know your worth, conduct your SWOT analysis, and plan your career ahead after six months. Be patient, composed, and cool during your meeting.

9. Practice the "power of visualization" before the meeting; it can help.

10. Always maintain a positive and optimistic outlook. You have a long way to go!

Hope you find this meaningful and useful!

ATB & Rgds,

Santosh Minz

Dear ARCHANA,

Jan 16 has passed. Don't worry, your job is safe. What about your self SWOT analysis? Are you afraid? Anyway, wait for a few days and strategically raise the issue seeking performance feedback. Certain companies take time. Wait and watch. Be optimistic and put up the best part of yourself. Best wishes.

Hi Archana,

In continuation of the above replies, I agree that you need to wait a little bit longer because sometimes the confirmation process takes time, as affirmation is required from your PeM or reporting line on the same. However, since you mentioned that you are the only HR person in your organization, I would recommend outlining a confirmation process along with DTP (including the timelines and responsibilities) once and for all. Additionally, make an option available that in case of no reply/information from the reporting manager within the specified timeframe, the employee will be considered confirmed, and a confirmation letter will be issued.

In our organization, we follow the same practice with a TAT (turnaround time) for confirmation within 3 days of the due date.

Regards, Rakesh

Thank you for your valuable response. Due to some unavoidable reasons, my probation confirmation was informed after some days. However, my management has informed me that it was confirmed long back, and I have also received the probation confirmation letter.

Thank you, seniors.

Regards,
Archana R.