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In the world of hiring, references are a crucial part to evaluating an individual’s work history. They’re also one of the most difficult tools for employers to find and use effectively.
While it may be tempting to ask friends or relatives who they think will give you good feedback on your potential hires, doing so can lead to bias in favor of those whom you know personally which is never a great idea when conducting reference checks. This article provides some helpful questions that can help make this process more effective for both parties involved.—
Reference checking is a process that helps employers make sure that the people they hire are qualified for the job. It can be used as part of a selection process or to find out about potential employees before an interview. Read more in detail here: reference checking in selection process.
Employee reference checks are phone calls made to at least two job candidate references in order to get information about the applicant’s credentials and work habits. Many businesses and HR professionals don’t make these calls on a regular basis, which is a significant error. While the majority of references offered by an applicant are biased in their favor, asking the correct questions might help you see red flags or affirm your hiring decision.
Download a PDF or Word document with sample reference check questions.
Basics of Reference Checking
One of the most crucial candidate screening processes in the recruiting process is checking employee references. This may be the only opportunity you have to speak with someone other than a candidate about their skills and job performance.
Many organizations do not allow HR or managers to reply to queries about employee references. Even if a company has this policy, the Occupational title, Employee dates of employment, and other objective facts should be provided, which you should double-check.
Applicants may provide you with a reference letter instead of references. I’m not a big fan of giving reference letters a lot of weight since they typically just offer surface-level information, don’t allow you to ask the reference questions, and may even be prepared by the applicant. It’s much preferable to chat personally with references or use employee reference verification tools.
How to Check Your References
Checking references is not the same as doing a background check. With our complete background check guide, you can ensure that you’re doing background checks appropriately.
Always get the candidate’s consent before performing a reference check. Asking for multiple references from each candidate is standard procedure, and it’s desirable to get at least three supervisory recommendations within the previous three years. Ensure that the references supplied are for the applicant’s immediate supervisors. Colleagues may help you complement other sources, but what you truly want to know is the manager’s point of view.
It’s time to make the calls after you’ve obtained a list of references and authorization from the applicant. If the candidate is presently working, be wary of informing their current boss, since this might land them in hot water if you reveal that they are seeking for a new job. If you are unable to contact a reference, request that the applicant phone the reference and inform them that you are attempting to contact them. You might also request another reference from the candidate.
It’s critical to have a consistent set of questions to ask references in order to prevent legal entanglements and guarantee you’re obtaining the information you need. The purpose of an employee reference check is to double-check information provided by the applicant. You could also speak with a previous supervisor to obtain a sense of the applicant’s work ethic and efficiency. This might provide you valuable information about how the person will perform in your company.
When Should You Check Your References?
When an applicant initially applies for a job, several firms ask for references. While this helps speed up the reference check process, asking for references so early in the employment process may turn off some prospects. They don’t want to share names of references because they’re afraid their present company will find out they’re hunting for work. When arranging the initial interview, I suggest requesting references.
Do not contact any references until later in the employment process, regardless of when your organization obtains references from candidates. When you’ve cut down the prospect pool to your last two or three, I suggest calling prior supervisory references. You’re certain that any of the candidates could handle the job at this stage, and chatting with references may help you narrow down the field.
Performing Reference Checks: Best Practices
- Prepare your questions ahead of time. You’ll probably only have a limited amount of time to chat with references.
- Pose open-ended inquiries. It is the most effective method of obtaining high-quality information.
- Pay attention to the responses of the reference. Don’t simply go along with the script. Ask follow-up questions and look for clues in the text. Listen to what the reference says and, more importantly, what they don’t say. Make sure you’re asking “How” and “Why” inquiries often. If a recommendation indicates an employee was fantastic, find out why.
- Take note of how eager a reference is to talk with you. Applicants should give references who are willing and able to talk honestly and freely about the individual. It’s indicative if they’re reticent, ambiguous, or provide brief responses.
- Silence isn’t anything to be terrified of. Ask your inquiry and wait for a response from the reference. Don’t rush in, offer them suggestions, or attempt to guide them to an answer if they take a second to consider how to react. Allow them to respond truthfully and in their own terms.
- Discuss the concept of intangibles. This might be how the candidate communicates with his or her bosses and direct reports. I also find it beneficial to inquire about a talent that the individual may develop. If, for example, the reference suggests the applicant might improve their interpersonal skills and the position you’re searching for is customer-facing, you may want to revisit the interview and ask the prospect additional questions about their attitude with customers.
- Examine the references for contradictions. If all of the references are glowing, you know you’ve got a good candidate on your hands. However, if one reference struggles to provide specific information or makes evasive responses, it might indicate that the employee didn’t stand out or that their work output wasn’t always up to par. It’s crucial to read between the lines, but it’s also necessary to be reasonable—every reference won’t say the same thing, so there will be some contradiction. In the end, you’re searching for both positive and negative patterns.
Question Types to Avoid
In several states, it is unlawful to inquire about an employee’s wage. If you’re employing someone in one of these states, you can’t inquire how much they were paid by past employment.
You also are not permitted to ask any questions of references that you are not permitted to ask applicants. These involve inquiries on the following aspects of the candidate’s life:
- Age
- Life in the family
- Religious convictions
- Disability
Having a common procedure for employee reference checks is the best approach to prevent these issues. Consistency guarantees you receive the information you need about candidates without jeopardizing your company’s legal standing.
Key Takeaway: All questions must be job-related, and the same anti-discrimination regulations that apply to interview questions also apply to employee reference checks.
What to Do If a Reference Isn’t Willing to Talk
You can get the cold shoulder from certain referrals. Perhaps they don’t have time to talk with you, or perhaps their employer does not do reference checks. This policy is in place at many firms to keep them out of legal problems. If you opt not to employ an application and a reference delivers honest criticism but cannot objectively establish the veracity of their comment, they may be held accountable for defamation.
However, this does not imply that you should quit up. You should still double-check the applicant’s details. Most businesses will nevertheless provide you with objective information, such as:
- Employee dates of employment
- Occupational title
- Name of the supervisor
I also consider slipping in one more probing question: Is the employee rehire eligible? This inquiry may perform a lot of hard work for you and provide you with valuable information. If you respond “Yes” to this question, it means the person departed on good terms and performed well enough for the organization to consider rehiring them. If you respond “No,” it means the employee may not have left on good terms or did not do well at work, both of which are red flags.
If a reference refuses to answer questions about the employee or is prevented by company policy from doing so, don’t consider it as a complete negative. You may also inquire for other names of persons who might be able to supply further information.
The most beneficial references are backdoor references, which may give a wider view on an employee and are frequently blunter. While you should always meet with the applicant before contacting backdoor references, these are the references who will provide you with an unfiltered opinion of the candidate.
Conclusion
Checking employee references is an important component of the recruiting process. To assess candidates equitably, speak with at least two references for each prospect and ask them all the identical questions. Keep applicants informed, but don’t be hesitant to talk to backdoor references—they’ll frequently offer you an uncensored perspective.
Finally, the knowledge you get from reference checks aids you in making the best hiring selection possible.
Reference checking is a process that occurs after an offer of employment has been made. This process can be done by the employer or by the employee. The purpose of a reference check is to verify information about the person being hired, such as their education and work experience. Questions to ask during your reference check include: Reference: reference check after job offer.
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