Recruitment in the modern day can be quite a daunting task, but a good reference checking software can solve all your problems.
Continue readingHow Does a Reference Checking Software Contribute to a Smooth Hiring Process
The Benefits of Choosing Automated Reference Checks over Traditional Methods
Automated reference checks are a far more efficient means of procuring referral information, as opposed to the more traditional means. This is especially true in this digitized age we live in.
Continue readingListing References: Key Factors to Consider
“Expand you reference, and you’ll immediately expand your life.”
- Tony Robbins, American Author
When you’re shortlisted as part of the pool of candidates for a particular job, it usually turns out that your qualifications are very similar to that of the other applicants. It is here that employers look for key differentiators that will give them a reason to hire you. Many times, it is the person who is the best cultural fit, personality fit or has the most ideal work history. The only way the hiring manager or employer can find out about these traits is by asking someone. This person should be someone you, the candidate, have worked with in the past. These people are known as references. Listing references, especially the right ones can be a tricky affair.
References are a crucial part of the job search and interview process. Some companies might provide formal references or recommendations for their employees. Others might avoid it completely due to legal reasons. Then we have personal references which is a whole other story. In this blog, we will have a look at the things you should keep in mind when listing references.
1. Finish Listing References Before Applying
Asking people to be your reference can be a time-consuming process. You need to work your way through the list of potential contacts. You also have to make sure that they are okay with being listed as a reference. This can take a lot of time. Hence, it is advisable to first get your ducks in a row, as it were before you start applying for a job. What if you find yourself halfway down the interview and recruitment process with zero references?
2. Choose Well When Listing References
It might make sense to list your previous supervisor as a reference, but there are no guarantees as to how they might speak about you. Rather take a moment to evaluate all the people who worked above you in previous companies. Determine who is likely to give you the fairest assessment. This will better your chances.
Having references that can communicate well will go a long way in improving your chances at a job.
3. Diversify When Listing References
Another way to boost your chances and keep things fresh in the recruitment process is to diversify your references. Have a list of people who can vouch for your different skill sets and qualifications. This way you can approach them separately for referencing you, depending on the job you’re applying for.
4. Look for Communication Skills When Listing References
You want references who can communicate their thoughts and are rather well-spoken. The same applies to their writing in case they have to reply by email. What you don’t want to have is a reference who has a habit of sending one-liner emails or gives unenthusiastic half-references when called up. It is also a good idea to list references who are prompt. This will serve as a good foundation for your reference list.
5. Always Ask for Consent Before Listing References
Touching back on our previous point, it is always important to make sure the person is willing to be a reference. You can’t just expect it, especially with company policies and the risk of lawsuits they might face. Give them the option to opt-out. This will save you a lot of issues down the line as well.
6. Be Patient When Listing References
You might be in a hurry to land a job and desperate to get done with listing references. However, that shouldn’t be a reason to pester people to be your reference. Wait and see, people might take some time to get back to you. If they take too long, like around a week, then reach out to them again. If they still don’t get back to you, it might be best to let it go and keep searching for more prompt references.
7. Make It Easy for Your References
Part of getting someone to be your reference and to make the most of it is to make the process easy on them. Send them everything they need to give accurate and good information on you. Forward your resume or link to your LinkedIn profile. You could even consider sending them documents and certificates of your accomplishments. A highly useful tactic is to include the job description that you are applying for and what qualifications the new employer is looking for. Think of it as giving your references cue cards that tell them what to speak on or touch upon.
Give your references a heads up before every job interview. Just an email or phone call will do.
8. Reference Letters Should Be Considered
Do not be afraid to ask for a reference letter. This can be a great time-saver. It can be included in the job application itself and can eliminate the need for a phone call or email follow-up by the hiring manager.
9. Give Fair Warning When Listing References
Every time you’re listing references for a specific job application process, let those people know. Consider it a professional courtesy. Send out a quick email or call them to let them know that someone will be calling them to do a reference check on you. This is also a good time to let them know what job you are applying for, as well as the name of the hiring manager and company.
10. Follow-ups are Key
You must follow up with your references when you have some news or updates regarding the job. Let them know if you got the job or not, and thank them for the efforts that they put in. You should also offer them a reciprocal offer if they need a reference in the future. Think of it as building good faith and maintaining your professional relationships, which can come in handy down the line.
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Reference Checking Questions You Should be Asking
Reference Checking Questions You Should be Asking
“The ability to ask the right questions is more than half the battle of finding the answer.”
- Thomas J. Watson, ex-CEO and Chairman of IBM
In this article, we will try and tackle the topic of reference questions for new hires. We will also talk about the process of reference checking after the interview. When it comes to reference checks and reference checking questions, people either love them or hate them. On the one hand, you have those who view reference checking as a means of uncovering the candidate’s abilities. It can be a tool to find out work history and even personality traits in some cases. On the other hand, some believe it to be not worth the time. Reference checks can feel like a waste of time when there is no proper structure or procedure in place. A lot of the time, you will end up with a list of references from the candidates who turn out to be their friends or other personal references. As expected, they will of course advocate for how great the candidate is.
Now, when a reference check is done right, it can be a vital tool in the recruitment process. It helps you make informed decisions about the people you hire. So, to help mitigate the negative aspects of this argument and help you get the most out of this process, we bring you this blog. We will talk about the people who would make the best references. We will also go over the best reference checking questions that you should be asking to get the information that you need.
Talking to the Right References: Reach Out via the Candidate
One of the best ways to get the ideal references is to ask the candidate to provide them. Ask the candidate for the names and numbers of their previous employer. Now, if they are yet to resign and are looking for a job, they obviously might not want you to get in touch for job safety reasons. You should respect that. Rather, ask for the contact number of a manager from a previous role. This is more than fair to both parties.
This is where it gets interesting. Depending on whether they are evasive or helpful, you will get a clear reading of what kind of employee they might be. On top of all this, the candidate might be the right person to put you in touch with their previous employers as they have a well-established relationship with them. These references might be more willing to chat if they believe that it would help a former colleague.
A candidate's achievements at their previous job can tell you a lot about their work ethic.
Asking the Right Reference Checking Questions
Once you have the right references, make sure to let them know about the confidentiality factor of the process. This is crucial if you want them to be honest and open with their answers. Tell them that no matter how glaring or glowing their feedback is, it all stays confidential. Here are the best reference checking questions you should be asking.
Question 1: What was the working relationship between you and the candidate?
Start the conversation off in a light manner, ease them into it. You don’t want to hit them with all the reference checking questions at once. This question will also allow you to start cross-checking basic information. You can verify things like the candidate’s title, responsibilities and other things they might have already told you.
Question 2: Did the candidate have any major accomplishments while working with you?
To a certain extent, this is another one of those reference checking questions that will help ease the reference’s mind. It serves a purpose beyond just validating any major milestones that the candidate may have had. This question stands as a reminder that the reference checking process is not built just to catch out candidates. It is an opportunity to learn more about the person behind the resume. So you can understand what exactly they bring to the table.
Question 3: What are some of his/her greatest strengths in your opinion?
This question is one designed for calibration beyond just the average understanding of skill sets. What we mean by this is that the answer to this question will tell you how well things line up with the initial rounds of interview, the candidate’s resume as well as their work samples. You will have a chance to see how the responses line up with the candidate’s self-assessment. This indicates self-awareness, with which you can calibrate the other answers you get. Essentially, does the reference’s assessment of the candidate line up with what the candidate thinks of their strengths?
Question 4: What were some areas of concern that you think stand out as red flags?
This is a big one. This question serves a dual purpose. As a prospective employer, you need to know if there are any areas for improvement, what they are and how to address them. You also need to know if the candidate is coachable. The other point of this question is to bring to the surface any reason you may want to rethink the hiring of a particular candidate. For example, if the reference says that the candidate might benefit from an extra month of training, then you have to question their capabilities and experience for that role.
Question 5: Did the candidate work better in a team or alone?
Look, neither has to be a bad or good thing, some professionals work best alone and some in a team. It just depends on what you, as the employer, are looking for. This will not only reveal if your candidate is a team player but also tell you how good of a communicator they might be. Soft skills are just as important as any other skills in a business. Keep in mind that when you are asking these questions, you are also evaluating how well the reference knows the candidate.
Depending on if the candidate got promoted at their last job or not will reveal a lot. Did they check all the right boxes?
Question 6: Did the candidate receive any promotions while at your company?
If the candidate was promoted at one point, then this would bolster their resume and the likelihood of getting selected. However, if not, it might serve you better to understand why. Perhaps there were no open positions, or maybe the management decided they needed a stronger internal candidate (which could be a red flag), or something else entirely.
Question 7: Why did the candidate leave the company?
Much like the initial question, this one is another cross-checking question. It will tell you not only why they left but if it checks out with what the candidate told you in the initial rounds of the interview. It is also a good indicator of any red flags like if they left on bad terms, some workplace issue or something else.
Question 8: Would you rehire this candidate?
This is a follow-up to the previous question, because if the reference doesn’t give you a resounding ‘absolutely’, then you might have to reconsider. Hesitation implies there are some underlying issues. This is something you should probably probe more about. Ask the reference why they would or would not hire them back.
Question 9: Is there anyone else you would recommend I speak with?
The whole point of the reference checking process and asking all these reference checking questions is to gain insight from a different point of view. So, ask the references if there is anyone who would be willing and able to talk to you that can tell you more about the candidate. This could be someone who worked alongside the candidate or under them too.
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Reference Checking Tips: Top 10 Pointers for a Smoother Process
Reference Checking Tips: Top 10 Pointers for a Smoother Process
“Diligence is the mother of good fortune.”
- Benjamine Disraeli, Former United Kingdom Prime Minister
Intro to Reference Checking Tips
Before we get into the top tips, let’s look at what reference checking entails. It is the process of verifying information about a candidate during the hiring process. While it can be conducted over a phone call or an email, in recent times, employers have taken to other, more modern processes such as online survey forms, automated reference checking services and so on. The purpose of this is to make a more informed decision about the candidate before hiring them. One of the major challenges with the modern hiring market is that every open position gets hundreds of applicants in a given time frame.
Checking all their references can be a time-consuming and often complicated process. In this blog, we will give you the run-down of top reference checking tips that can lend themselves to a smoother reference checking process. However, before we get down to the reference checking tips, let’s briefly go over how one should go over a run-of-the-mill reference check.
Reference Checking Tips: How to Conduct a Reference Check
The first thing to do when attempting to conduct a reference check is to identify yourself, your affiliations (which company you’re calling from) and the person who listed them as a reference. Start the conversation by asking the reference if now is a good time to talk. Next, you will want to assure them that all the answers and questions will remain confidential. Once you get the green light to proceed and they seem willing and ready, you move to phase two.
Start by verifying the basic details like the dates of employment and termination, employment history up until that point and so on. You also want to dive into the candidate’s capabilities such as knowledge base, work-relevant skills and so on. Ask the reference if they think the candidate in question would be a good fit for the role. Above all else, give the reference room to breathe and answer in their own time. Don’t take them down the road to the easy answer, nor should you keep interrupting them. Give them time and have them answer directly.
Having reference checking as a mandatory part of hiring will thin the crowd of applicants, and give you the candidates you want.
Top 10 Reference Checking Tips
In the above paragraphs, we talked about the reference checking process in regards to the reference, now, we will take a more balanced perspective. Let’s look at how you should handle reference checks with regards to the candidates as well as the references.
Tip #1: Be Upfront About Reference Checks
Remember earlier when we said how each position can get hundreds of applicants? Well, this may be a good way of weeding out the honest candidates from the mountain of resumes. be upfront about the fact that you do thorough reference checks. This will highlight candidates that have given less than ideal references or other related issues. Before you know it, you may find your candidacy list shirking by itself. The result will be a pool of candidates that will be more ideal in terms of what you are looking for and most importantly, honest.
Tip #2: Avoid Delegating Reference Check Responsibilities
If we are being honest, some days at the office can get a little hectic, especially when you’re in the midst of a hiring process with many candidates. However, you should try your best to avoid passing the baton of referencing checking a candidate. If you do, you could potentially miss something huge with that candidate. As the hiring manager or employer, you know exactly what to look for and what you need. No one else will see it the same way, nor will they ask the right questions.
These slip-ups could be as small as a passing remark made by the reference that could have revealed something big that clashes with your company culture. Something you might have likely missed since the job was passed onto someone else. This particular point is therefore one of the most important reference checking tips.
"Diligence leads to competence."
- Jeffrey Benjamin, Author
Tip #3: Be Thorough
When you have to deal with more than one reference per candidate there is a challenge and an advantage to that. The challenge is that you have to keep track of a lot of information for correlation. To make the best hiring decision, you need to take lots of notes and double-check when you’re unsure.
If you miss a step, you might miss by a mile in terms of candidate evaluation. Now, in terms of the advantage, there are around two or three references for a given candidate. This means that you can cross-check information and see how authentic that candidate’s profile is. Getting that third reference to confirm can make all the difference.
Tip #4: Conduct the Reference Check Over the Phone
If you have the choice between doing it via email or phone, rather do it over the phone. There are a lot of nuances that you can pick up in a live conversation. Little things like inflections in their voice, tone, subtle passing comments, etc. All things that can reveal a lot about a candidate. The same doesn’t translate well into the written word and they are less likely to reveal something negative directly for fear of liability issues.
Tip #5: Start With Easy Questions
As most conversations go, start it off on the lighter side. Start the reference checking process with easy questions like: How long did they work for you? This presents a much higher chance of eliciting the responses that matter rather than jumping straight into the deep questions. Also, keep in mind that you should try to phrase your questions in a positive light.
Cross-referencing is the most important aspect of the reference checking process.
Tip #6: Confirm Employment Dates
This may seem like an obvious one, but the fact is there can be minor discrepancies between the candidate’s stated dates of employment and the reality. This makes this point one of the most important references checking tips on this list. At the end of the day, you’re looking for a candidate of a certain experience, it doesn’t help you if this turns out to be false, so make sure before you hire them.
Tip #7: Avoid Close-Ended Questions
As far as reference checking tips go, this is another important one. The last thing you want as an outcome from the process is a whole bunch of vague, open-ended answers. Ask references questions in a way that will lead them to give you specific answers. For example, you might want to ask the reference: So, the candidate got along with their co-workers, correct? This would be preferred as opposed to asking a question like: How well did the candidate get along with their co-workers?
"Everything yields to diligence."
- Antiphanes, Ancient Greek Author
Tip #8: Gain Insights via Social Media
In this digital age, the social media realm offers lots of insights into who a person is. The same applies to candidates. When doing your due diligence this is a good place to look. While you may not be checking references in the traditional sense, checking a candidate’s public Facebook posts or Twitter feed can offer a lot of insight. This is especially true of their LinkedIn profile. This can quickly highlight not only their past work experiences and career orientation but also any discrepancies on their resumes.
Tip #9: Give Assurance of Confidentiality
If you have ever done a reference check in the past, you might have come across ex-employers who seem hesitant to answer some of your questions. Many times, references will hold back on answers out of fear of liability issues arising as a result. The best move you can make in these situations is to assure them that everything they say will remain confidential where applicable.
Tip #10: Watch Out for Fake References
It’s not unusual to have a candidate give you a fake reference as they may have had a falling out with their previous employer, or know that they have nothing good to say about the candidate. Hence, it is important to keep an eye on the authenticity of the references. As far as reference checking tips go, this one is cardinal, it gives legitimacy to the whole process. Verify the reference’s title, company name, their full name, dates of employment and if they were the candidate’s supervisor.
So, there you have it, some of the best reference checking tips that we think will help smooth out your recruitment process. However, if you still think that you might not have the time to sort through mountains of applications, there is an alternative: automated reference checking. Something that we here at Credibled specialize in! So, consider it and good luck!
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Creative Reference Checking Process Solutions You Should Consider
Creative Reference Checking Process Solutions You Should Consider
“People are not your most important asset. The right people are.”
- Jim Collins, American Author
The reference checking process is part and parcel of the hiring process these days. At times it can be a highly useful tool to weed out the best candidates. Other times it can be a path that is fraught with challenges and obstacles. Usually, the references that candidates provide might be a combination of professional and personal references. Sometimes it can turn out these references have a bias toward or against the candidate which can impair the information gathering process.
Another common obstacle in the reference checking process is that hiring managers have to deal with a lot of red tape. Company policies can often limit the salary or even the dates of service that the HR representative can reveal about a former employee. Fair to say that the process can be time-consuming and trying. However, there are still workarounds. In this blog, we will explore how you as a reference checker can creatively and compliantly gather said information. Having said that, let’s dive in shall we?
The Hidden Gambit of the Reference Checking Process
You might have heard of the term ‘backdoor references’. These are references that the candidate didn’t directly provide. Now, it is important to keep in mind that, while it’s not illegal to contact people not specifically named as a reference by the candidate, there are certain guidelines. One of the major guidelines is consent. For instance, candidates should have given permission for reference checking to be conducted in the first place. You can’t just go over their heads on that.
Reference checkers should also not reach out to anyone the candidate has expressly asked not to contact. This especially applies to current employers of the candidate, as this could create several different issues for them.
Another thing to note is that you can branch out your investigation. If you happen to speak to the former manager of the candidate, you can ask them as to who they might recommend you speak with for more insight. As long as the candidate has specifically asked you not to, you’re free to reach out to these contacts.
Conversational skills can go a long way when trying to unearth the right responses during the reference check.
People Skills Matter in the Reference Checking Process
No matter how well you may know a potential reference or how deep you dig for information, people will be hesitant when it comes to candidates with a bit of a rock job history. In some cases people might be hesitant on account of how it may reflect on them if they are too critical; in this day and age, anything can become controversial. So, this is where some good old-fashioned people skills come in!
Include the Candidate in the Reference Checking Process
A neat trick of the trade or an approach rather, is one where you include the candidate in the reference checking process. In the initial interview, probe the candidate about potential strengths, weaknesses and areas for growth. Ask them what the previous manager would say if you were to call them up. Keep probing till you get answers that raise red flags. These red flags can then be brought up in the reference check with the previous employer. You would be surprised how forthcoming employers can be when discussing things about a candidate when they don’t have to bring it up first. The whole point of this process is so that you know what to look for in terms of red flags. Think of it as a roadmap to the investigation in a way.
"Hire character. Train skill."
- Peter Schutz, Former President of Porsche
Some Best Practices to Keep in Mind
A useful question that you can employ in your reference checking process, is to ask ex-employers how and when the candidate went above and beyond the call of duty. If they can immediately give you certain examples of how said candidate outperformed their responsibilities, then you know that this is a regular occurrence. If the reference struggles to recall such an event, it automatically tells you plenty about the work ethic of the candidate. Essentially, you need to be able to read between the lines and hear what they are not actively saying. They say silence speaks volumes, and in this case, it truly does.
Another best practice is to not accept general answers. The whole point of the reference checking process is to extract details that will help you make a more informed decision about the hire. So, if the reference does give you vague or general answers, ask them to elaborate.
You should also consider being attentive to the reference’s mannerisms. If they are eager to respond, that means they have a positive professional relationship with the candidate. On the other hand, if they are hesitant to speak to you, this could point to some underlying personal or professional issue that they had with the candidate. That’s a red flag that you should look into.
Lastly, strive for consistency. Keep the reference checking process going until all the information you have points to a similar consensus. This will give you a more accurate basis to get a sense of who the candidate is and what they are capable of.
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Reference Checking: Everything You Need to Know About the Process
Reference Checking: Everything You Need to Know About the Process
“It’s more important to hire people with the right qualities than with specific experience.”
- J. Willard Marriott, American entrepreneur
Many employers use reference checking as part of the hiring process. We can all agree it’s a pretty standard occurrence. It’s basically when an employer contacts the job applicants, previous employers. This is usually done to get a better idea of who the candidate is, their past work experience and other factors to verify if they are suitable for the offered position. Having said that, despite its standard presence across the various industries, the very definition of a reference check has changed somewhat over the years.
The way people perceive it, approach it and handle it has morphed into something more inclusive. As with all things that change with the needs of the market and society around it, the reference checking process has become a refined tool, rather than just another box to check.
What is Included in a Reference Check?
So there are two basic levels to a reference check. It can either be a surface-level reference check or an in-depth one. With the former, it’s more an exercise to verify dates of employment, job titles, qualifications and other factual information. When you consider the latter, it’s more detailed as the name suggests.
Reference will face a line of questioning that is similar to that which the applicant faces. As mentioned before, this is more a traditional reference check, where employers try to get an idea about who the person behind the resume is. They dig into the applicants’ strengths, weaknesses, skills, teamwork abilities and so on, to see if they are a good fit for the job.
Canada has key laws and acts that regulate what information flows and how it flows during the reference checks.
Reference Checking Vs. Background Checks
If you’re wondering if the two are the same thing, the answer is kind of, but not really. The major differentiator, in this case, is their focus. Reference checks are meant for providing insights into the candidate’s ability as an employee while also doing the surface level verification. However, background checks are purely meant for credential verification purposes.
Another difference is that where a reference may only focus on the personal and professional reference you provide, a background check will go into your employment history, credit history, criminal records and so on.
Laws Regulating Reference Checking in Canada
Different countries have different privacy laws and regulations when it comes to background checks. However, when you take the case of Canada there are two specific laws that you need to make note of. One is the Privacy Act and the other is the PIPEDA (Personal Information Protection and Electronic Documents Act) at the federal level. Keep in mind that there are also laws at the provincial level.
These laws are in place to regulate the organization’s right to receive information during reference checks. As per said laws, the candidates in question have to give written consent to have the reference checking conducted by the relevant employers.
Organizations also have to store the information from the reference checks they do, for at least a year. At the same time, candidates should have the opportunity to access their information. Apart from these federal laws, there are also Human Rights Legislation Acts in Canada that impact reference checking. The Canadian Human Rights Act as well as the Provincial and Territorial Human Rights Laws, prohibit employers from asking questions in certain areas during a reference check or interview.
These areas include race, ethnicity, religion, age, gender, marital status, family status, disability, genetics, criminal records. Asking questions about these topics could be discriminatory and the company could get in trouble. Fair to say, there are many do’s and don’ts when it comes to reference checks in Canada.
"You don't hire for skills, you hire for attitude. You can always teach skills."
- Simon Sinek, Author
The Right Way to Handle Reference Checks
All things considered, it would be a fair assumption to say that reference checking plays an important role in the hiring process. Given the weight it carries, it makes sense that there are so many laws that regulate it at so many levels. At the end of the day, it should be done right.
For one thing, consider doing the reference check at the beginning of the hiring process as opposed to the end. This will save everyone’s time by eliminating any doubt about whether the candidate in question is suitable for the recruitment process or not. Another thing you should keep in mind is the format. A common format is important given you will be checking in on candidates from different walks of life. So, to keep things unbiased, objective, and fair, you need to have a set number of common questions that you can apply across the board.
How Candidates Should Apply
The care a candidate puts into the application process, tells a lot about them. When they apply, ideally, they should provide proper references. They should give you at least three former co-workers and supervisors. However, if they are applying for their first job, like a fresh graduate, then the reference information for their college professors or lecturers can suit the purpose of the reference check.
Make sure that you ask for the applicant’s consent before conducting the check. You should try to get it in writing just to be safe. You also need to make sure that the references are willing to stand for the candidate. Take it a step further and advertise this when you make the vacancy public; it will smooth out the process a little more.
These days automated reference checking is becoming more and more popular due to its efficiency capabilities.
Preparation
Now as we mentioned before, most companies tend to wait till the end of the recruitment process to conduct the reference checks. The best method is to do it before the recruitment process gets started. This thins the crowd and you proceed with only the candidates who will suit your company culture and job profile.
Now onto the actual preparation. Before you start firing away 20 questions, call up the references and find out if they want to stand in as a reference for the applicant. Start with the senior-most reference and work your way down, it’s a professional courtesy. Inform them about the process, the candidate’s application (after getting the candidate’s consent), and get everyone on the same page.
They might agree to do the interview on the spot, or you might have to schedule them for a more convenient time later. The best way is via phone call or email, traditionally speaking, so get that confirmed as well.
Executing the Reference Checking
Finally, the day for the check arrives! You need to confirm that everyone is ready and available. Make sure to inform the reference about the time it might take. Be clear with the information you provide.
Finally, approach it like a conversation. The references are people after all; human beings. So get them relaxed, ease into the conversation, take it one question at a time and take plenty of notes. As good as traditional reference checks are, these days a lot of companies are employing the service of automated reference checking. This is a process that eliminates human bias, reduces time to hire and makes the whole process smoother. As an employer, you should consider this option.
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Doing a Reference Check: A Step-by-Step Walkthrough
Doing a Reference Check: A Step-by-Step Walkthrough
“It is wiser to find out than to suppose.”
- Mark Twain, American Writer
As an employer, there might be different facets to the hiring process that you might be responsible for. However, one of the most important objectives of all those activities is to find the best employees possible. A part of accomplishing that is research. You need to do a little homework on who they are, where they came from, the kind of work they do and so on. This is where a good old reference check comes in handy!
Many companies and employers alike use reference checking as a tool to dive into the work history of candidates to see if they fit the role. However, there is a lot more to it than just checking someone’s resume. If you know what to ask, who to ask and how to go about it, a reference check can work wonders for your end recruitment result. In this blog, we will cover a step-by-step reference check that will give you the best results possible. Before we dive into it, you need to remember these are only the core steps that we are going to cover. You might need to add or modify steps according to your specific needs or circumstances.
Reference Check Step #1: Verify the Candidate's Identity
The first item on the agenda when conducting a reference check process; verify that the candidate is who they claim to be. Yes, this may seem quite obvious in hindsight, but you never know if you will be able to weed out the dishonest candidates in the batch.
When you are reaching out to the previous employer, make sure to ask very specific questions. Ask about the candidate’s name, title at the previous company, dates of employment and whatever else basic information you require. Think of this as the background verification part of the process to make sure that this candidate is qualified to undergo the recruitment process. You don’t want to waste all your company’s time and resources taking them through the recruitment steps, only to find out that they didn’t even work at the capacity they claimed in the first place.
The words of the reference carry only as much weight as the credibility of the reference themselves.
Reference Check Step #2: Verify the Reference's Relationship with the Candidate
Typically speaking, one would have to deal with professional references. This is what candidates would usually provide. However, in today’s changing job market and cultural fit requirements, even personal references are sometimes taken into consideration. With this being the case, the scope for error and false information grows. It is up to you to verify who these references are. Ask them how they know the candidate in question.
Once you know their relationship to the candidate, you can easily cross-verify the authenticity of the reference provided. This adds value and weight to the information the reference provides concerning the candidate. All these factors make this an important junction in the reference check process.
Reference Check Step #3: Gauge the Candidate's Fit
Now onto the whole point of this reference check– to find out if the candidate is a good fit for the company. Use your time wisely, especially if you are talking with references over the phone. Not many will be inclined to talk to you, and even fewer might be inclined to give you all the answers you need. So, every question has to be geared towards finding out if the candidate is a good fit for your company.
Explain the scope of the job to the reference and ask if they think the candidate is a good fit for that role. If they give you vague answers or hesitate, then it may be an indicator that the candidate might not be the one you are looking for. Remember, silence speaks volumes in the face of an investigation.
"Research is to see what everybody else has seen, and to think what nobody else has thought."
- Albert Szent-Gyrogyi, Hungarian Biochemist
Reference Check Step #4: Ask the Reference to Rank the Candidate
No doubt you will have to have a variety of questions ready for the reference check conversation. Some questions may be more open-ended than others, but the essential idea is to get an understanding of the person behind the resume. Having said that, one of the best ways to get an idea is to ask the references to rank the candidate on a scale of 1 to 10.
Asking them to rank candidates this way forces them to think more deeply about the number as it will represent a lot of what they have to say about the person. Now don’t be fooled when someone ranks someone a 10 out of 10. No one is that perfect, nor can they be. If they rank them suspiciously high, ask some follow up questions as to why they would claim that number. The same applies if references rank candidates very low.
Reference Check Step #5: Find out about Strengths and Weaknesses
Here is where you cut straight to the chase. At this point, you want to point-blank ask for reference about the candidate’s strengths and weaknesses. At the end of the day, you need to know if this person will fit into the company dynamic. Being straightforward with this will give you clear cut answers that you can use to determine the final verdict. This is more about identifying growth opportunities than anything else, with the added benefit of knowing your possible future employee better.
A candidate's work character is just as important as their work history.
Reference Check Step #6: Don't Overlook Behaviour
Here is where you cut straight to the chase. At this point, you want to point-blank ask for reference about the candidate’s strengths and weaknesses. At the end of the day, you need to know if this person will fit into the company dynamic. Being straightforward with this will give you clear cut answers that you can use to determine the final verdict. This is more about identifying growth opportunities than anything else, with the added benefit of knowing your possible future employee better.
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