Reference checks

 

Reference checks comprise an invaluable part of the recruitment, selecting and hiring process and should not be overlooked. Verifying your assessment of a potential candidate is an important element of trying to find the best person for the job. Applicants use resumés and job applications to show themselves in the best light possible, and applicants can be quite convincing (if not always forthcoming) during the interview.
The purpose of the reference check is to verify information about the candidate and elicit details related to your requirements. Many companies have strict policies about references and will only confirm specific information you provide (e.g., service dates, titles, salary). While this is useful for verifying factual data, it is important to speak with references who can talk more freely about the candidate. In general, you should conduct about three references. However, if you are not getting the information you need to make an informed decision, feel free to ask for additional references.

Conducting a reference check

Checking references is similar to conducting an interview. Be prepared with a list of pertinent questions specific to the role. Actively listen to the answer and probe for additional details as necessary. Take notes during the reference check—use a reference checklist to keep track of answers. Ask open-ended questions to solicit relevant feedback. Listen to what is not being said as well as to what is said.

Talk directly to the referring party whenever possible. While peers can provide valuable insights, make sure to get references from direct managers and/or supervisors. Try to complete the reference process prior to extending an offer of employment. If this is not possible, then make the offer of employment conditional upon completion of a satisfactory reference check.

Conduct all reference checks with the utmost care. Do not contact references without the candidate’s permission, especially current employers, as you do not want to jeopardize their current employment status. Consider having the candidate sign a release authorizing you to conduct the reference check. The collected information should be kept confidential and retained in the candidate’s file in accordance with privacy laws.

What to address in a reference check

Key topics to address during the reference check include:

• Quality of applicant’s work—probe for examples, hurdles, and results (ask open-ended questions)
• Applicant’s ability to work independently and/or as a member of a team—ask for examples
• Character-based evaluations—such as honesty, motivation and attitude
• Reason the applicant left the company—this may be a sensitive situation, so tread carefully
• Whether the employer would consider the applicant for rehire in a similar position—inquire about reasoning

Useful Templates

• Reference Authorization Template
• Reference Checklist

References

Butteriss, M. (1999).Help Wanted: The Complete Guide to Human Resources for Canadian Entrepreneurs. Toronto: John Wiley& Sons.

Tags: recruiting