Job-seekers' guide to effective reference checks

Reference checking remains an integral part of the selection process. It is used to validate or support other elements such as the interview, case studies, and assessments. It's often the final 'rubber stamp' to ensure all is in order before proceeding to a formal job offer.

Reference checks are predominantly conducted via telephone and are often brief and to the point. Why? People are time poor and the recruiter or talent acquisition professional is acutely aware of this and does not want to take any more time than is necessary. The reference checker will often want to validate key things like position held, tenure, performance, relations with others, would they re-employ and attendance among others.

On this basis, you can't just give a few names to the hiring company or recruiter and sit back and wait, you actually have to play an active part in this process to ensure it supports the momentum of your candidature.

Here's a brief list of things to remember:

1. Who can act as your referee? - Referees can be an ex-manager (which are most commonly used), business stakeholders, colleagues or staff you've managed if you have held a senior role. External parties such as suppliers and customers could be contacted to validate your credentials depending on the job you have applied for (e.g. Supply chain, Sales). You should be aware that very often individuals within companies may also go to their professional networks (without your permission) to informally ask about you, especially for more senior roles. All this information is then used to determine your suitability for the role and potentially whether an offer is made or not. On a related note, it should be highlighted that you have a level of leeway when it comes to providing references. If there's a previous manager that you worked for and for whatever reason you'd rather not provide that persons' name as a referee, that's perfectly appropriate. If asked why, simply state something like, "That person is not in a good position to speak about my performance in that role, however, if you speak to [name], he/she will be able to provide a more insightful view of my work at company X."
2. Ask for your referees' permission to speak on your behalf - While it's a rare occurrence I've had the experience of calling someone for a reference check and they had obviously not been asked to act as a referee! Not a good impression! Always ensure you get a referee's general approval as you start your job search and then again when you are asked for referees by an organisation for a particular role (which may be weeks or even months after your initial request to your referee). Give your referee details of the company and the job you have applied for so they have some context for when they are contacted.
3. Be sure that referees will speak positively on your behalf - Believe it or not, I've actually spoken to a few referees over the years that were lukewarm (or even negative) towards the applicant! For example, rather than responding to any specific questions, they may say something like, "I'm only prepared to confirm that Mr Smith worked for us as a Financial Analyst between January and June 2016. I'd really prefer not to make any other comments." So, be really sure your referees are your advocates in job search! 
4. Telephone - Most reference checks these days are over the telephone, however, occasionally they can be conducted via email or Skype (especially for overseas-based referees). In most cases, the recruiter or HR person will email the referee ahead of time to set a date and time to conduct the reference check (which is usually brief). Furthermore, always ensure the contact details of your referees are current and accurate, otherwise, you risk irritating the recruiter or hiring company, which is never a wise thing to do.
5. Coach your referees - It's imperative that you coach your referees by asking them to mention specific things that are relevant to - and would support - your application. On most reference checks, there's generally a catch-all question towards the end of the discussion which is worded something like, 'Is there anything else we need to know about 'x'?'  This is where your referee can volunteer constructive and valuable things on your behalf, which may be enough to tip the scales in your favour when hiring decisions are made (This is especially so as most referees generally have nothing more to add in response to this question). Of all the points in this article, this is the most important as most of us simply contact someone, ask them to be a referee and leave it in the lap of the gods as to what they will or won't say during the reference check.
6. After the reference check - Always ask your referee to let you know when they have spoken to the reference checker. Generally, referees have a good (warped?) sense of humour and contact you saying something like; 'They contacted me and I told them never to hire you under any circumstances!'  Very funny! Despite their sadistic humour, always be sure to thank your referees for speaking on your behalf.

As I alluded to earlier, don't neglect the importance of informal reference checking. These are reference checks done outside of the formal selection process and generally to people you have not nominated as referees. LinkedIn is a useful tool here, such that individuals within organisations have visibility and access to people who have worked with you previously. Given that these are conducted informally, more pointed questions are posed than would be asked during a formal reference check.

So, don't assume that once reference checks are being scheduled and conducted, the job is in the bag. There are still several things that can derail your candidature even at this late stage of the process. Adhere to the points above and you should be fine. Good luck!

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If you enjoyed this article and you would like more information around job search for mature-age workers my book 'Fired to Hired, The Guide to Effective Job Search for the Over 40s' is a great, one-stop resource for contemporary job search. Job-seekers are often overwhelmed by the amount of information (often contradictory and complex) around job search, however, my book spells out the key actions required to facilitate an effective job search...and all in one place!

You can download the first two chapters of the book here and it's also available for purchase in hard copy or for Kindle e-readers.

You can also arrange personal job search coaching sessions with me by visiting www.thecareermedic.com.

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