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What are the best sources and methods for verifying references in a remote work environment?

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Verifying references is a crucial step in the hiring process, especially for remote workers who may have less face-to-face interaction with their managers and colleagues. However, checking references in a remote work environment can pose some challenges, such as finding reliable sources, communicating effectively, and respecting privacy and ethics. In this article, we will explore some of the best sources and methods for verifying references in a remote work environment, and how to avoid common pitfalls and risks.

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1 Choose relevant sources

The first step in verifying references is to choose sources that are relevant to the position and the remote work context. Ideally, you should ask for references from previous employers, supervisors, or clients who can attest to the candidate's skills, performance, and work ethic in a remote setting. Avoid references from friends, family, or co-workers who may have a personal bias or a limited perspective. You can also use online platforms, such as LinkedIn, to verify the candidate's credentials, endorsements, and recommendations.

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2 Use multiple methods

The second step in verifying references is to use multiple methods to gather information and feedback. Depending on the availability and preference of the sources, you can use phone calls, video calls, emails, or online surveys to conduct reference checks. Phone calls and video calls allow you to have a more personal and interactive conversation, while emails and online surveys enable you to send standardized questions and receive written responses. You can also use a combination of methods to cross-check and confirm the information you receive.

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Travis Reiter

Owner | Affordable background checks for small biz | Co-Chair Austin Under 40 Awards
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Whether hiring in person or remote, verifying the reference is who they say they are can be a challenge. Asking for a professional reference from a former employer enables you to look up whether that reference has a LinkedIn profile that suggests that they are also in fact a former employee for the stated company. This isn't foolproof though, as anyone can add any employment history to their profile, so it can be helpful to ask the reference to confirm the nature of the relationship and the time period to confirm that it matches what the applicant reported. At the end of the day, there isn't a simple and reliable way to guarantee that you're talking to the person you believe you're talking to.

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3 Prepare relevant questions

The third step in verifying references is to prepare relevant questions that align with the job requirements and the remote work environment. You should avoid asking generic or irrelevant questions that may not provide useful insights or may violate privacy or discrimination laws. Instead, you should focus on asking specific and behavioral questions that elicit examples and evidence of the candidate's skills, achievements, and challenges in a remote setting. For instance, you can ask how the candidate communicated, collaborated, managed time, solved problems, or handled feedback in their previous remote roles.

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Juhee Goswami

Talent Delivery Manager @ Randstad
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In a remote work environment, it's essential to ask specific questions to verify references effectively. Consider asking questions such as: How did the candidate adapt to remote work? Can you describe the candidate's communication skills in a remote setting? How did the candidate manage their time and stay productive while working remotely? Did the candidate demonstrate accountability and reliability in meeting deadlines? How did the candidate collaborate with remote team members or manage remote projects? Did the candidate effectively utilize remote work tools and technology? How did the candidate handle challenges or conflicts while working remotely? What was the candidate's level of self-motivation in a remote environment?

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4 Communicate clearly and respectfully

The fourth step in verifying references is to communicate clearly and respectfully with the sources. You should inform the sources of the purpose and scope of the reference check, and obtain their consent before proceeding. You should also respect their time and availability, and schedule the reference check in advance if possible. You should also be courteous and professional during the reference check, and thank the sources for their cooperation and input. You should also avoid asking leading or suggestive questions, or sharing confidential or sensitive information about the candidate or the hiring process.

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5 Record and analyze the results

The fifth step in verifying references is to record and analyze the results of the reference check. You should document the sources' names, contact details, relationship to the candidate, and responses to the questions. You should also note any discrepancies, inconsistencies, or red flags that may arise from the reference check. You should then compare and contrast the results with the candidate's resume, interview, and other assessments, and evaluate how well they fit the job and the remote work culture. You should also look for patterns, trends, and gaps in the results, and identify any areas that need further clarification or verification.

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6 Follow ethical and legal guidelines

The sixth and final step in verifying references is to follow ethical and legal guidelines throughout the process. You should respect the privacy and confidentiality of the candidate and the sources, and only use the information for the hiring decision. You should also comply with the relevant laws and regulations regarding background checks, discrimination, and consent. You should also be transparent and fair with the candidate, and inform them of the outcome of the reference check and the hiring decision. You should also keep records of the reference check for future reference or audit.

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Jade Pitman, SHRM-CP

Talent Acquisition Leader & Human Resources Professional | Talent Huntress, obtaining a magical team, one unicorn at a time!
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Absolutely; following ethical and legal guidelines when checking references is a must. Whether the employee or candidate is in a remote setting or onsite makes no difference. If anything it is another step and critical to the process when remote to ensure you thus your organization is ethical and legal. I see this a lot, especially when allowing HM or employees outside of HR or TA to complete reference checks; Google searches or talking to non-references. Following guidelines and processes, allowing for privacy, and giving the candidate the chance to give you the references and information they want you to have at a specific stage in the hiring process is not morally correct and will keep you and your organization out of any trouble.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Juhee Goswami

Talent Delivery Manager @ Randstad
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Here's how I do it: 1. LinkedIn: Confirm job history and connect with former colleagues or supervisors for insights. 2. Virtual Interviews: Conduct video interviews with references to discuss the candidate's skills and work habits. 3. Email Queries: Reach out to references via email to gather feedback on the candidate's strengths. 4. Online Reviews: Check online platforms for reviews or recommendations about the candidate's work. 5. Background Checks: Use trusted services to verify employment history and credentials through public records. 6. Peer Input: Seek feedback from industry peers or mutual connections about the candidate's reputation. 7. Double-Check: Compare information from references with what the candidate has shared.

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What are the best sources and methods for verifying references in a remote work environment?

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1 Choose relevant sources

2 Use multiple methods

3 Prepare relevant questions

4 Communicate clearly and respectfully

5 Record and analyze the results

6 Follow ethical and legal guidelines

7 Here’s what else to consider

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