printer friendly version

Get the most out of previous employment references

Previous employers can prove to be a valuable resource when gathering information on applicants and an essential part of any applicant screening and selection process. By contacting previous employers one can confirm application details, enquire about previous disciplinary problems, learn more about the candidate and ask questions that could predict the candidates' future performance.

Many recruiters avoid doing references because of companies that have policies against providing references and in general references tend to focus on a candidate’s good points and down-play the bad points, resulting in an excessively positive or inflated reference. This should however not deter one from conducting references. If references are done properly and a good process is followed, these obstacles can be overcome.

* Make candidates aware that you will be contacting references. Do not limit yourself to references listed by candidate, explore further. In cases where a candidate does not want you to contact a certain employer, you need to explore the reasons with the candidate.

* Make yourself familiar with the CV and application data supplied by the candidate, so that you can verify the information provided by the candidate.

* Prepare your questions upfront. Makes sure questions are about verifiable job-related information. Use open-ended questions so that the reference can expand on information requested and not just answer yes or no. Ask questions that will deal with inconsistencies you may be concerned about.

* Do telephonic references as opposed to written references as people hesitate to put in writing information they might give on the phone. This will also allow you to ask clarification questions and to guide the reference into different avenues.

* Use the same general questions if you are contacting references for more than one candidate. As it is important to treat all candidates equally.

* When making the call, identify yourself, explain your position and tell the reference why you are calling. Resist any attempt to refer you to HR, unless the supervisor says their policy absolutely forbids giving references. Build rapport with the reference. Many times a freer exchange of information comes about when the reference identifies with you. Give the reference an idea of how many questions you have and ask if the reference has time to talk to you.

Be sensitive to the reference’s time, even if this requires scheduling a time. Follow up and probe when you feel the reference is reluctant to discuss certain factors. Sometimes you may have the feeling that the reference is not providing you with the whole story. Be alert for non-verbal cues when you ask questions. These are often a sign that additional questions in that area may bring further information you might not otherwise have received. Always take notes, keep legible and complete notes of the reference’s comments as they are critical when the time comes to evaluate the information and the candidates.

* Once you have completed your references, bring information together with all other data collected on the candidate, do not base a decision to hire solely on information received from a reference check.

* If you are in doubt, contact additional references.

* Evaluate the quality of the information gathered, especially if there is an impression that the reference was not being entirely frank. You are looking for factual information. Do not accept opinions or qualitative answers in lieu of evidence.

* Look for patterns of evidence or inconsistent evidence. If you receive information that is inconsistent with other information you have, continue to ask questions until you feel you have resolved the inconsistency.

* Ensure that information received is weighted in the same way for all candidates for which reference checks were completed. What disqualifies one candidate should be the basis for disqualifying any candidate.

* Maintain documentation. Document the information gathered from your reference checks, even those reference requests from which you obtained no information. The documentation will be part of the official search file.

* Understandably, most candidates will not grant you permission to contact their present employer for fear of jeopardising their job. You can however make a job offer contingent upon receiving a satisfactory reference from an employer. Ask your new candidate to notify you as soon as he or she resigns; then place your call right away.

Share this article:

Further reading: