Learn key techniques and must-ask reference checking questions proven to improve your hiring decisions.
7 best practices for a successful reference check
1. Establish clear objectives
Always define the expected output before starting the reference check process.
For instance-
Is it their compatibility with the culture you have set at your workplace or their attitude to work?
Have you verified the candidate’s past working experience and job description?
Determining these objectives helps establish clear goals, facilitating and simplifying the primary process and its core steps.
2. Gain consent and provide context
It is always important to ensure that you have the candidate’s permission to speak to their referees.
Explain why the reference check is being carried out and be truthful. Being transparent will help establish rapport with the applicant and avoid breaching legal and ethical requisites.
3. Choose the right references
Ask the applicants for professional references with whom you can discuss the candidates’ job performance and attitude to work.
These should preferably be past supervisors, work partners, or customers because they are better positioned to vouch for the candidate.
While personal references might provide better insight into an individual’s character, they offer little in other areas, including the ability to predict job performance.
4. Prepare your questions in advance
It is advisable to follow a structured method of reference checking, whereby you always prepare your questions in advance.
Doing so helps ensure that the answers from two references are consistent and that respondent differences can be easily assessed and compared objectively.
However, tailor your questions to the specific position and the skills you need to confirm.
5. Be respectful and professional
Keep in mind that references tend to give positive feedback about a candidate. Treat them with respect, and do not waste their time.
Understanding that a polite and dedicated professional interviews the respondent can provide more truthful and elaborate answers.
6. Document the conversation
You must take notes when conducting the reference check. This documentation will be necessary when comparing the candidates and as a reference point in the future.
The information you jot down shouldn’t include any personal opinions or interpretations.
(Leave absolutely no room for bias!)
7. Look for patterns
The occasional criticism may not necessarily be a decisive factor in hiring. In analyzing feedback, try to identify patterns.
Receiving many positive or negative comments within several references may help you understand the candidate’s strengths and weaknesses.
Also read: 8 free templates for candidate experience surveys that give you the right insights
Ask these reference check questions to hire the best candidates
1. General performance and work ethics
- Can you confirm the candidate’s job title, dates of employment, and primary responsibilities?
- On a scale of 1-10, how would you rate the candidate’s overall job performance?
- What were the candidate’s primary strengths and areas for development?
- How well did the candidate handle deadlines and pressure?
- On a scale of 1-10, how would you rate the candidate’s punctuality and reliability?
- Can you tell me about a situation where the candidate followed instructions beyond expectations?
- Did the candidate respect company policies and regulations? (Yes/No)
- On a scale of 1-10, how effectively did the candidate manage time and organize themselves?
2. Teamwork and interpersonal skills
- How efficiently does the candidate collaborate with others and cooperate during work?
- Did the candidate effectively resolve conflicts when they arose? (Yes/No)
- How would you describe the candidate’s communication style with colleagues and clients? (Effective, Neutral, Ineffective)
- To what extent was the candidate receptive to correction and criticism?
- Can you characterize the candidate’s activities, attitudes, and behaviors regarding leadership (if appropriate)?
- Did the candidate work more independently, or were they part of the team and able to collaborate with other candidates?
3. Problem-solving and decision-making
- Can you give an example of how the candidate solved a problem?
- How did the candidate handle unexpected challenges or changes in the workplace?
- How did the candidate contribute to the company’s strategic goals?
4. Job-specific skills and competencies
- Can you speak about the candidate’s technical skills relevant to the role?
- How did the candidate show that they possess specific knowledge in the area?
- Did the candidate have weaknesses that kept them from excelling in certain areas?
- What was the candidate’s learning rate? Could they quickly acquire new skills, tools, or technologies?
- Can you tell me the key strengths and weaknesses of the candidate viewed from your position?
5. Cultural fit and alignment with cultural values
- On a scale of 1-10, how well did the candidate match the organizational culture of the company?
- What positive impact did the candidate have on the work environment?
- On a scale of 1-10, how well did the candidate align with the company’s values and mission?
- Will you rehire the candidate? (Yes/No)
- What is your impression of the candidate’s work habits and attitude?
6. Additional and final thoughts
- What was the candidate’s reason for turnover?
- Is there any aspect where you feel the candidate requires training or help?
- Should the candidate be offered this position? (Yes/No)
How do you analyze your reference check results?
Step 1: Compare with initial interviews
Compare what was learned from the reference checks with what was discovered during the interviews. Search for similarities and differences.
This will help support the candidate’s claimed strengths and achievements. This approach will help identify areas of commonality and difference and help make a better decision.
Also read: 10 practical interviewing tips for recruiters
Step 2: Identify patterns
Focus on patterns in the feedback given. Any praise or concern repeated in multiple reference checks could reveal important information about the candidate.
For instance, when several references elaborate on a candidate’s leadership qualities, it is a good sign of their performance in management positions.
Step 3: Assess cultural fit
Assess the compatibility of the candidate’s past organizational and working environments and experiences with your organization’s culture.
Recommendations can provide insights into how the candidate would fit into your team and embrace organizational culture.
Step 4: Evaluate specific feedback
Be mindful of the context and the specificity of the feedback given.
Vague positive or negative remarks should be avoided; concrete evidence of the candidate’s conduct and outcomes is more helpful.
Seek specific examples of how the candidate can demonstrate her skills and commitment.
Step 5: Make an informed decision
Consider reference check data part of the hiring process, not the sole determinant. Compare this feedback with interview performance, skills, and other assessments.
This comprehensive approach provides a thorough understanding of the candidate by covering all aspects.
Also read: Stay ahead in 2024 with these 60+ must-know recruiting statistics
Frequently asked questions
1. How many references should I contact?
Typically, three to five references should be called. These should involve a combination of past supervisors, peers, and clients to gain a more balanced view of the candidate.
2. Can a candidate refuse to give references?
Although a candidate has the right to decline, this could raise suspicions. Understanding their motivations and exploring substitute methods for validating their credentials and abilities is crucial.
3. What if a reference gives negative feedback?
It’s important to take negative comments into context.
Examine recurring themes among several sources and balance the particulars of the issues with the candidate’s background in general.
A single unfavorable remark doesn’t automatically rule out a candidate, but a pattern of them does.
4. Should I contact references not listed by the candidate?
Unless the candidate permits you, contacting references they have yet to list is typically not advised. This approach guarantees that you protect their privacy and maintain an open employment procedure.
