Conducting a thorough reference check is one of the most important steps in hiring the right candidate.
This comprehensive guide covers everything related to reference checks, including the latest technology to help you make the right selection.
From newbie hiring managers to pros, reevaluating your system is always a good idea. Pinpoint weak spots and scout out areas for improvement. We hope this helps inspire you and offers some fresh insight into each step of the process.
Your Ideal Candidate
If you’ve been doing this for a while, you probably already have a system in place — a set of steps you follow, questions you ask, and protocols that you hope will land you the perfect candidate.
Before we get into the nitty-gritty details of this piece, it’s worth doing a quick review of your process: do you use a one-size-fits-all approach?
Or, are you hiring from a place where there’s a clear understanding of the job title and role — the characteristics and skills required for someone to excel in the position?
With seemingly neutral work-related procedures such as reference checks, some companies never think to revamp their system.
When was your reference check process last updated, especially if the company has grown and changed since the steps were first laid out?
If there’s been any restructuring, it’s worth reviewing the current reference check process and new hire screening to ensure they are curated to address current employment needs.
Finally, if you had to let an individual who filled a position go, is there something learned from that experience that can be applied to your reference check system? Something to potentially screen for?
Essentially, you want to lay out all the necessary fail-safes to help ensure your screening process is tight enough to only allow the best candidates through.
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Ask Better Questions — Finding the Right Ones to Ask
Most of us are familiar with the typical reference check questions: dates of employment to work history, work ethic, work experience, would we rehire that person again….
The list goes on.
These questions are important and definitely worth asking. However, what other questions — ones that specifically relate to and tie into the role — could you ask?
When hiring for different positions (from entry-level to executive), the questions you ask and the screening process itself should look different.
As you review the current procedures, double-check that you’re asking appropriate questions for each position.
While templates can and do come in handy, make sure you’re not blanketing the whole process with a one-size-fits-all approach.
It never hurts to consult others within your organization to help determine whether or not you’re asking the right questions when speaking to references.
If you’re unsure about the position itself or just want to make sure what you’re asking addresses all the nuances of the job requirements, have someone who supervises or is well-versed in the role review your questions and offer their input.
They may also have suggestions that could flag people who are not the right fit.
How to Conduct Better Reference Checks
Alright. You’ve combed through your reference check process and found areas that can be improved. You’ve taken the time to ensure that you’re asking the right reference check interview questions and have different protocols in place for different roles.
Now, it’s time to put it all into practice. Here are some tips and key things you need to be aware of in order to conduct stellar reference checks.
Be Unbiased
While this is obvious, it’s also something you need to remain cognizant of and continuously check yourself on. It’s critical to not let biases interfere — giving someone a favorable outcome simply because they graduated from the same college as you is not the goal.
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Also, make sure you structure and conduct reference checks in a way that leads you to the best candidate based on things like prior work performance, education and experience. Someone who complements and helps round out the team.
Don’t ask any questions that could be misconstrued as non-compliant with current laws and regulations or that could be viewed as discriminatory in some way.
And above all, steer clear of asking questions about someone’s personal life.
Learn more: 9 Ways to Reduce Interview Bias
Be Prepared for the Reference Check
While it may be tempting to rush through the reference check process, informed hiring decisions come from you being methodical in your approach.
It’s important that you take your time.
Review the candidate information beforehand so that you’re somewhat familiar with who they are. Make notes if you have specific questions for a particular candidate.
It’s okay to ask references to elaborate, and if they say something that sparks a follow-up question that’s not part of your scripted list or template, by all means, ask for more details.
Listen to the Reference
Ask open-ended questions that paint a picture, such as, “Can you tell me about a time where…” and then actively listen to the response.
While you don’t know the person providing the reference check, a lot can still be inferred, such as things that are said without being said with pauses and other indicators.
Evidence that this may not be the right candidate or that nothing really sticks out as far as past work performance can be an inability for the reference to provide anything substantial about the candidate.
Beware of Red Flags
Here are some potential red flags that can be deduced from responses from references:
- “I don’t know who that is…”
- Vague “nothing” responses
- Hesitation
- No answer and the caller doesn’t call you back
- Less than rave reviews of past performance, character, etc.
- Lack of enthusiasm
- Conflicting information
- Inability to provide specific details
- Unwillingness to provide a reference
Go with your gut. If something doesn’t feel right, investigate it further. Remember, it’s okay to talk details over with a colleague or sit with it before you decide.
Speak With Multiple References
If at all possible, opt for phone calls over written testimonials.
One of the best ways to land an accurate representation of the candidate when checking references is to speak to at least three people and look for patterns in what they say. Similar answers between parties usually point towards the truth.
It’s also a best practice to talk with references from different levels within the organization of the candidate’s previous employment. Speaking with a former supervisor as well as a personal reference can offer a broader perspective and level of insight.
Document Thoroughly
Be sure to keep full records of these conversations. Take detailed notes of whom you spoke with and the essence of what was said.
Use Technology to Assist with Reference Checks
Technology has streamlined a ton of work-related processes. While there’s no way it can replace the human-to-human connection that happens during the hiring process, there are ways it can assist with some of the more time-consuming and laborious aspects. As we all know, technology excels at providing additional data-derived insight, and in other ways too.
Here are some surprisingly innovative tools some companies are taking advantage of, embracing technology for what it contributes to the hiring process.
Personality Assessments
Beyond a candidate’s employment history and past experience, other characteristics are equally desirable.
To help determine if someone is a good cultural fit and will mesh well with the team, it’s important to check other areas of their performance. This includes their ability to:
- Communicate
- Be flexible
- Work well with others
These are highly sought-after qualities that many people say they excel at. Here’s where technology can help.
Many test-type inventories offer insight into different aspects of someone’s personality and how they function.
A DISC assessment, for example, measures personality, providing a synopsis of how someone may react to challenges, respond to authority, and influence others. The online version of the assessment takes about 10 minutes to fill out and can be a handy way to get a peek into those characteristics to help determine if someone is a cultural fit for the organization.
You can ask the candidates to take the assessment themselves and send a link to their reference to take it from their perspective of how they perceived the candidate.
Other inventories, such as the Big Five or Myers-Briggs assessments, highlight character traits and tendencies.
If this seems like a bit much, you can always pull a few of the most pertinent questions and include them in the reference check. This may look like asking the reference to choose five adjectives to describe the candidate.
Just make sure there’s a goal — some insight you’re trying to glean that is relevant to the position.
Job Performance Analytic Software
Software such as Criteria Corp provides predictive assessments, which can be used during recruitment to help inform the decision on who to hire. Their platform also has video interview and talent management capabilities.
By considering the results of the predictive assessments and weighing them against the information provided by references, the assessments help create a more robust picture of how candidates may perform if they are formally offered the job.
Reference and Background Check Software
Working with software that assists with candidate screening, such as Checkr, helps verify things like education and employment history. In addition, it helps ensure adherence to federal laws related to background checks and other regulations.
There are also professional reference-checking companies that thoroughly investigate candidates with a background check as well as a reference check.
Voice Analysis Software
It can be challenging to detect deception, especially when speaking with someone you don’t know.
Voice analysis software such as Clearspeed is designed to detect “risk” in speech, flagging potential deception. Deemed 97% accurate through a formal Department of Defense study, software such as this can be a powerful adjunct to implement throughout various stages of the hiring process.
Avoiding Common Reference Check Pitfalls
To provide a well-rounded approach, we’re wrapping things up by highlighting potential pitfalls. These are things that are commonly glossed over or skipped altogether.
Failure to Check Social Media Sites
Screen social media sites whenever possible without violating any privacy laws. Professional networking sites such as LinkedIn are always worth taking a look at. When viewing each profile, try to discern if the online presence and representation are similar to how the candidate presents themself in person.
Failure to Cross-Reference Information
Does the information on the job application and what was provided during the interview process align with what the references state?
Make sure to cross-reference things like employment dates, job titles, and any other information the former employer provides to weed out any discrepancies.
Failure to Notify and Gain Consent to Contact References
As with any work-related procedure, it’s important to notify the candidate or employee of the process and to get consent when indicated.
Failure to Get a Good Character Read
As a general rule, it’s a good idea to begin the reference check process by asking a few neutral questions unrelated to the applicant.
Why?
This helps establish a basis you can use to gauge responses.
Some people tend to be overly enthusiastic, while others are more measured and deliberate. If someone seems unenthusiastic or matter of fact, it could be just part of their character and have no bearing on their thoughts on the applicant and their past performance.
Be aware of cultural differences and communication styles, and try not to let that sway your decision.
Failure to Get Different References
It’s important that you hear from supervisors as well as former co-workers. References from the candidate’s personal life can also be a good idea.
Don’t become overly reliant on one reference; above all, ensure you confirm the identity of each reference you correspond with.
Conclusion
A good reference check involves a solid procedure combined with a knack for accurately assessing character. You also need the ability to be present — ready to ask follow up questions or ask for clarification when necessary.
The more thorough and methodical you are in your approach, the more likely you are to find the right person.
To help you get started with your recruitment process and make sure you are truly reaching the most diverse talent possible, check out Obsidi® Recruit today!