The Do’s and Don’ts of Reference Checking

One of the most important tasks in the interview process is to check the references offered by the candidate. A candidate's prior job experience typically provides vital insights into how they will perform in future employment, therefore reference checks are an important component of the recruiting process. But reference checking entails more than simply contacting past employers to see how they liked working with the candidate. There is a proper way to do these checks, and doing so effectively may greatly increase your chances of hiring the appropriate individual. To assist you navigate this process, here are some important Do's and Don'ts to keep in mind while conducting reference checks.

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Narrow Down the Candidates First

Start by narrowing down your selections. This may seem like standard recruiting advice, but it's worth emphasising. With possibly dozens or even hundreds of candidates for each available post, attempting to do reference checks on every résumé you get is both impracticable and a waste of time. Reference checks should be held for later phases of the employment process, rather than the initial screening. First, go through resumes to find the most promising applicants, then conduct interviews. Following these interviews, reduce the field to a few top candidates before doing extensive reference checks.

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Do Not Conduct a Reference Check Without Candidate’s Consent

Once you've narrowed down your final candidates, begin reviewing their references. However, before contacting any previous or current employers, you must first seek the candidate's consent. You may have already done this during the interview process, but if not, it is critical to do this extra step. Some candidates may choose not to contact specific references, such as a present employer who is unaware they are exploring a career move. In certain cases, applicants may only enable you to call references from past employers, whilst others may allow you to conduct informal reference checks, such as contacting a former colleague with whom you are linked via LinkedIn. However, if a candidate refuses to allow you contact any of their previous employers, consider this a red flag?and ask for an explanation. And, as a recommended practice, always obtain the candidate's written approval to ensure that everything is correctly documented.

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Ask the Right Questions

The questions you ask are fundamental to any effective reference check. The appropriate questions can help you make an educated hiring decision. Start by clarifying the relationship between the reference and the applicant. Then, double-check the crucial data your applicant provided, such as their job title, employment dates, and work responsibilities, to ensure they all match. Once these fundamentals are established, go into specific aspects of the position, asking how the candidate handled certain duties and challenges throughout their tenure.

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Avoid Changing Questions Depending on the Candidate

A typical mistake in reference checking is changing the questions based on the candidate. This technique makes it difficult to evaluate candidates properly since each previous company can provide varying sorts of information. To maintain a fair playing field, employ a standardised set of questions for all candidates'?references. Even if the jobs are radically different, ask comparable questions about their previous performance and how it pertains to the position they're looking for. This consistency will allow you to evaluate all candidates using the same criteria.

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Talk to the Right People

When conducting reference checks, it is critical to speak with the right individuals. If the candidate has granted permission for informal references, choose your contacts carefully. Speaking with a CEO who has never dealt with the applicant or isn't involved in their daily job may not yield the most valuable information. Instead, try to talk with their immediate supervisor or someone who has had frequent interaction with the candidate. These people are likely to have the most precise and extensive knowledge of the candidate's performance. Additionally, consider seeking advise on how to properly manage the prospect once they join your team.

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Don’t Overemphasise a Single Reference

It’s important not to let one negative reference overshadow your decision. Everyone has experienced challenging work situations or clashes with colleagues at some point. If a reference shares that things didn’t end well with the candidate, approach it with an open mind. Investigate the context and discuss the issue with your candidate to hear their perspective. Consider the feedback from all references you’ve gathered to form a well-rounded view of the candidate. If you’re still uncertain, you might also ask the candidate for a reference from a past client, customer, or coworker to gain additional insights.

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Take Detailed Notes

Finally, take detailed notes during reference checks. Create a standardised set of questions to ask each applicant; this will allow you to compare them consistently and preserve a clear record of each candidate's responses. This method not only helps you make fair comparisons, but it also keeps a crucial record in case your first pick withdraws, and you need to evaluate your second alternative. By maintaining detailed, confidential notes on each candidate's past performance, you'll have an organized reference to revisit if necessary.

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Avoid Speaking with Friends and Family

Candidates may add friends or family members as personal references, but they are unlikely to give useful information. These folks may not provide genuine or meaningful evaluation on the candidate's job performance or professional abilities. To conduct a complete review, speak with those who have personally dealt with the candidate. Ideally, contact at least one individual who has managed them. This allows you to acquire a better picture of their capacity to achieve goals and their professional development over time.

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Hiring someone without a reference can make it difficult to fully gauge their fit for the role based solely on interviews and their CV. In today's fast-paced, tech-driven world, you can simplify and enhance your hiring process by using a digital, automated referencing platform.

To learn more about how our instant referencing technology can speed up and streamline your hiring process, feel free to reach out to one of our experts .