What is a reference worth?
We all rely on finding out what an employee is like by ringing a previous employer and asking for their feedback.
But are reference checks always sound? And most importantly – what kind of references do you give as an organisation?
A key component of a reference is to check the validity of information that has been provided by the Candidate.
This is how to do it:
I am Bob Black from ABC Realty. We have had an application from a Candidate who has provided your name and contact details as a referee. Do you have a moment to spend with me to go through some questions please?
First of all – I would like to check the employment details. Can you please tell me what capacity Sue Brown was employed in and the dates of her employment?
Can you confirm your job title please? How long have you been employed there? What was your working relationship with the Candidate?
Then: GOOGLE! Don’t just check the name – also, see if the mobile number you have just called is the same that is listed on the website.
Anyone can moonlight as the person on a reference. If you are unsure – call the office and ask for the mobile number of the person that you have reference checked your Candidate with.
This is how not to do it:
Hello, I’m Bob Black from ABC Realty. We have had an application from a person who worked with you. Their name is Sue Brown. She’s put down here that she was the Office Manager from November 2011 to December 2015. Is that correct?
Why? If the Referee is not legitimate – then they are likely to verify any information that you feed to them whether it is correct or not.
Here are some examples of insightful questions that will provide valuable information to base a recruitment decision on:
How would you describe Sue’s work ethic? Can you give me an example to demonstrate this?
How do you think Sue would describe her contribution to the Team/Agency/Business? Why do you say that?
What would you say her most noteworthy contribution as an employee was?
If Sue was working for you again, how would you manage her differently? How/Why?
Thinking of the way Sue responds and interacts with Colleagues and Managers – can you describe the type of Manager that she would respond best to?
What type of person would be her best and most effective team worker?
Have you ever seen her upset or angry? What caused that? How did it get resolved?
Giving a Reference:
It is highly advisable to limit who can provide references for ex-employees. This responsibility should only be allocated to Senior Managers who had direct supervision or interaction with the person being referenced checked. Why? – because if you don’t have a policy like this and one of your staff (as a representative of your Agency) knowingly provides inaccurate or misleading information OR deliberately withholds damaging information with the intent of assisting an ex co-worker to secure a job, and if this information is later identified as false – your Agency is at risk of being sued.
Statements of Service:
Some organisations are now limiting what they provide as a Reference as a Statement of Service. This verifies the following:
- Dates of Employment
- Position/s held
- Person that the Candidate reported to
- Salary or Award Category (this is not always provided)
- The reason for leaving.
In some instances, there is also a notation advising of the No Reference Policy of the Agency or Business or a statement that References can only be provided verbally by specific individuals – e.g. the Principal; HR Manager or another Senior Executive.
When providing a Reference, always be extremely cautious of not providing personal information (even when given in a positive and helpful way) that could potentially be damaging OR perceived as something that may have negatively influenced a decision-making process. Keep to the facts – try and base your opinions on evidenced based responses – e.g. “Sue was a highly valued staff member – she rated “excellent” scores consistently in her bi-annual performance reviews for the last 3 years of her employment.”
Most importantly – when undertaking a reference, RECORD THE FEEBACK! Always use a script – always take notes and compile a report or rating card as soon as possible after the Reference Check. This may be necessary to justify a recruitment decision of defend a case of discrimination against you.
AND – remember – GOOGLE is your friend. LinkedIn profiles may provide Employer Names; job roles; and dates of employment. Do they marry up with the content in the CV?
Enjoy the recruitment process – and remember – if you need any help. RED Recruiting is here!
Sarah Gray
Head of RED Recruiting
Check out our website: www.redrecruiting.com.au
Email us: [email protected]