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Reference Checking Tips
There may be no step in the hiring process as critical as reference checking. Executed correctly, it provides an opportunity to receive objective input about your candidate.
For many managers, reference checks are one of the most daunting aspects of the hiring process. Not only do they require subtlety, diplomacy, and persistence; they demand the know-how and agility to avoid legal pitfalls. Effective referencing will allow you to make knowledgeable hiring decisions and to recruit outstanding people for your organization.
As specialized Search Consultants, we at Pinnacle Partners have years of experience with the reference checking process. We have assembled a list of helpful hints along with many sample reference questions. This information will help to guide you through this very important phase of the hiring process.
Most of the referencing should be conducted following the initial face-to-face interview. After meeting the candidate, the reference checker will better understand the issues to be resolved and can more effectively prepare relevant, probing questions.
The reference checker, not the candidate, should select the references. Do not simply ask candidates for a list of references. Working with the candidate, the reference checker must lead the process of developing the final list of references.
References are often reluctant to speak freely because they fear their words will come back to haunt them in a lawsuit. But overcoming this is often as simple as having candidates sign a waiver. This can be on your application form. That way, references are assured that anything they say will not be used against them in a court of law.
Professional references are more valuable than personal ones. Talk with the candidate’s previous managers. Identify subordinates in the past two or three positions, and randomly talk with a representative cross-section. Identify important associations in the candidate’s recent past (i.e., customers, suppliers, board members, consultants, industry peers) and talk with them.
You will have credibility if you know some basics about the reference before you call, such as name, job title, and relationship to the candidate. Be sure to inform references in the beginning that you’ll need 15-20 minutes of their time; if you need to, make an appointment to call back.
It pays to be prepared. Have a copy of the job description and notes from your interview in front of you. Decide what you want to ask about before calling. Pay attention not just to what is said, but to the way it’s said. Is the reference genuinely enthusiastic? Does his/her voice ring with conviction, or does he/she hesitate before answering certain questions? Be sure to document both positive and negative responses.
Because every candidate has weaknesses, it is imperative that the referencing is comprehensive. Help the reference understand that a true picture is as important to the candidate as it is to the potential employer. The reference must become comfortable with the fact that it is your job to ensure neither side makes a mistake.
Ask open-ended questions that require expansive answers. Avoid questions that can be answered "yes" or "no". If you begin questions with words such as "how", "why", "what", or "would", the reference is likely to be more descriptive. Seek specific examples below to support generalizations.
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- How long have you worked with the candidate?
- What is your professional relationship to the candidate?
- Please confirm the following dates of employment.
- What is the candidate’s position and what specific functions do they perform?
- Why do you think the candidate is considering leaving their current position?
- Tell me about the candidate’s work ethic.
- What would you describe as the 2 or 3 strongest qualities of this applicant?
- Can you give me an example of a significant accomplishment of this applicant? Why was it significant?
- In what skill areas do you think the candidate could improve?
- Please comment on the candidate’s technical strengths and weaknesses.
- How does the candidate compare with others in the same position?
- How did the candidate get along with others?
- On a scale of 1-10, 10 being high please rate the candidate’s interpersonal skills. Why?
- How did the candidate react to high pressure situations?
- Describe the position you are considering the candidate for, then ask: If we were to place the candidate in this position how do you think they would perform?
- Naturally we are interested in a long term fit between our company and this candidate. Can you think of any reasons this position may not be a fit for this candidate?
- Would you rehire this candidate? Why/why not?
- Is there any other information you would like to add?
- Focus on answering the questions completely and concisely and be sure to avoid rambling. Remember to pause after an important question. This "thinking pause" increases the value of your answer. Answer questions honestly. Use specific examples whenever possible.
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