{"id":10030,"date":"2020-05-12T00:30:00","date_gmt":"2020-05-12T00:30:00","guid":{"rendered":"https:\/\/procomservices.com\/candidate-reference-checks-preparing-for-a-reference-call\/"},"modified":"2025-11-19T18:21:53","modified_gmt":"2025-11-19T18:21:53","slug":"candidate-reference-checks-preparing-for-a-reference-call","status":"publish","type":"post","link":"https:\/\/procomservices.com\/en-us\/insights\/candidate-reference-checks-preparing-for-a-reference-call\/","title":{"rendered":"Candidate Reference Checks: Preparing for a reference call"},"content":{"rendered":"

Properly done, reference checks are an excellent opportunity to verify all the key issues in your hiring decision for the candidate<\/span>\u00a0– ranging from\u00a0<\/span>qualitative information about a candidate’s skill set, strengths and weaknesses, character traits and overall ability to perform the job t<\/span>hey are being considered for.\u00a0<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

There are a few different types of reference checks<\/a>; however, great references start with effective preparation and ensuring <\/span>you are prepared to ask the right questions<\/span>.\u00a0<\/span>\u00a0A great way to do this is to draft a script to ensure you stay on-topic and ask the questions you need to ask when checking references.\u00a0<\/span>\u00a0<\/span><\/p>\n

When it comes to the final stage in the acquisition process, are you conducting a reference check with a former boss or current BFF? An unprepared Hiring Manager may not know the difference – exposing the organization to the pricey, yet avoidable, impacts of the\u00a0<\/span>cost of a bad hire.<\/span><\/a><\/p>\n

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Common mistakes Hiring Managers make<\/strong>\u00a0<\/span><\/h3>\n

A common mistake\u00a0<\/span>H<\/span>iring\u00a0<\/span>M<\/span>anagers make is viewing candidate references as small formality in the final stage of the acquisition process.<\/span>\u00a0<\/span><\/p>\n

But viewing reference checks like they’re a formality is a mistake, in fact, a <\/span>recent<\/span>\u00a0<\/span>survey\u00a0<\/span>reports<\/span><\/a>\u00a0that about one in three candidates (34 percent) is removed from consideration for a position with their company after their references are checked.<\/span>\u00a0<\/span><\/p>\n

Checking references is a critical step that every hiring team must take before initiating a job offer. However, before learning how to prepare for a candidate reference check, it will help to know why they’re so important. <\/span>\u00a0<\/span><\/p>\n

What, exactly, are candidate reference checks?<\/strong>\u00a0<\/span><\/h1>\n

A reference check is essentially a type of interview, except instead of engaging with the candidate you are interviewing someone who knows the candidate – so it’s crucial to also verify your candidate’s reference.<\/a><\/span><\/p>\n

A great\u00a0<\/span>Recruiter will start thinking about the strategy and direction of their reference checks right at the very beginning of their hiring process<\/span>\u00a0while<\/span>\u00a0developing the Position Description and Interview Guide.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

They will then use the information developed in the interview process to develop thoughtful\u00a0<\/span>questions during a candidate reference check to uncover whether a candidate\u00a0<\/span>is capable of\u00a0<\/span>performing the job<\/span>.\u00a0 References are critical as,\u00a0<\/span>unlike resume or interview performance,\u00a0<\/span>they provide independent verification\u00a0<\/span>into what that candidate is\u00a0<\/span>actually like<\/span>\u00a0while\u00a0<\/span>on the job.<\/span><\/i>\u00a0<\/span><\/p>\n

Preparing for a candidate reference check<\/strong>\u00a0<\/span><\/p>\n

When conducting a reference check, the company will ask questions that elicit a non-biased opinion of the candidate from a former employer or manager on his or her strengths and weaknesses and overall ability to do the job at the previous company.\u00a0<\/span>\u00a0<\/span><\/p>\n

It will also help to know: Reference checks are considered privileged information, and the person giving the reference about a candidates’ job or work performance cannot be legally accountable if the reference was provided as an honest opinion about the job or work. During the reference check phase, no references can be communicated to any third parties outside the hiring team.<\/span><\/p>\n

The importance of having a candidate reference script prepared.<\/strong>\u00a0<\/span><\/h3>\n

For professional hiring processes,\u00a0<\/span>Reference<\/span>s\u00a0<\/span>are typically\u00a0<\/span>provided by\u00a0<\/span>individual\u2019s\u00a0<\/span>manager,<\/span>\u00a0<\/span>a workplace\u00a0<\/span>peer or\u00a0<\/span>an\u00a0<\/span>indirect colleague.\u00a0\u00a0<\/span>For managerial hires, you might also consider\u00a0<\/span>references<\/span>\u00a0from prior subordinates.\u00a0 Each type of reference offers different opportunities to better understand the candidate\u2019s past workplace behavior and check different aspects of your rationale in s<\/span>electing them for a given position.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Regardless of who you are calling, people are busy and that means you should plan your reference script in advance and really focus on the right\u00a0<\/span>questions that\u00a0<\/span>will help you understand the candidate\u2019s potential and make a great hiring decision.\u00a0<\/span>\u00a0<\/span><\/p>\n

An effective script will help you keep the call focused, and ensur<\/span>e you\u00a0<\/span>have time to<\/span>\u00a0<\/span>present\u00a0<\/span>all<\/span><\/i>\u00a0<\/span>of<\/span>\u00a0<\/span>your questions.\u00a0<\/span>\u00a0It will also help you plan the\u00a0<\/span>individual structure of your\u00a0<\/span>question<\/span>s<\/span>\u00a0so you\u00a0<\/span>stand a better chance of\u00a0<\/span>elicit<\/span>ing<\/span>\u00a0useful information and\u00a0<\/span>ensure you don’t forget anything important<\/span>.\u00a0<\/span>\u00a0<\/span><\/p>\n

Setting up your candidate reference questions<\/strong>\u00a0<\/span><\/h3>\n

When checking references, it\u00a0<\/span>is important that you have a very clear understanding of why you are interested in hiring the particular <\/span>candidate<\/span>\u00a0in question.\u00a0 T<\/span>hese<\/span>\u00a0<\/span>insights\u00a0<\/span>should come from your interview\u00a0<\/span>scorecard, and will provide a roadmap to the\u00a0<\/span>soft skill and hard skill questions you\u00a0<\/span>should\u00a0<\/span>cover in the references<\/span>, in order<\/span>\u00a0to double check your initial conclusions about the candidate are valid.\u00a0<\/span>\u00a0<\/span><\/p>\n

When contacting a candidate reference, start the conversation by introducing yourself and give the reason that you’re calling on behalf of a candidate who listed them as a reference.\u00a0<\/span>\u00a0<\/span><\/p>\n

Then, make sure to have your soft skill and hard skill questions in front of you – to also provide additional guidance.\u00a0<\/span>\u00a0<\/span><\/p>\n

Soft skill questions<\/strong>\u00a0<\/span><\/p>\n

Soft skills refer to communication skills that have to do with the human element of interacting with others.<\/span>\u00a0<\/span><\/p>\n

During a candidate reference check, it’s important to learn how the candidate can communicate while performing the job or work at a previous company. However, you also want to uncover how the candidate got along with colleagues and managers during a previous job and how well he or she can articulate their thoughts to stakeholders.\u00a0<\/span>\u00a0<\/span><\/p>\n

When uncovering candidate soft skills, examples of questions to ask are:\u00a0<\/span><\/p>\n

\u2022 <\/span>Tell me a bit about their personality.\u00a0<\/span><\/p>\n

\u2022 <\/span>Can you tell me about a time where project deadlines or time management was a critical issue? How did they handle<\/span>\u00a0<\/span>this?\u00a0<\/span>
<\/span>
\u2022 <\/span>Can you provide me a sense of the candidate\u2019s career growth and professional development at your organization?<\/span><\/p>\n

\u2022 <\/span>How did the candidate\u2019s position or capabilities grow during their time working with you? <\/span>\u00a0<\/span><\/p>\n

\u2022 <\/span>Can you tell me about a situation at work that involved conflict?\u00a0 What type of conflict and how was it resolved?\u00a0<\/span><\/p>\n

\u2022 <\/span>What do you think would be the ideal position for this person in the next phase of their career?\u00a0<\/span><\/p>\n

\u2022 <\/span>Can you tell me about a time where the candidate was required to work closely with\u00a0<\/span>stakeholders?<\/span>\u00a0What was required and how did they approach this? What was the outcome?<\/span>\u00a0<\/span><\/p>\n

Reference questions should always<\/span>\u00a0be<\/span>\u00a0<\/span>customized<\/span>\u00a0against the specific position requirements and things you have learned about the candidate up to this point in the hiring process.\u00a0 As a\u00a0<\/span>result<\/span>,<\/span>\u00a0<\/span>the above list is useful as a general indication of the types of things that can be\u00a0<\/span>asked, but you\u2019ll need to do the work of building a script for your specific situation.\u00a0<\/span>\u00a0<\/span><\/p>\n

The reason you want to know and ask about these soft skills from a previous colleague or manager is to get a sense of whether the candidate will fit with your organization’s corporate culture and current employees<\/span>.<\/span>\u00a0<\/span><\/p>\n

Hard skill questions<\/strong>\u00a0<\/span><\/h3>\n

Each job requires specific tasks that need to be completed<\/span>\u00a0and\u00a0<\/span>preparing your script to ask about hard skills gives you a sense of what a previous manager believes the candidate is capable of from a technical perspective.<\/span>\u00a0<\/span><\/p>\n

When uncovering candidate hard skills, examples of questions to ask are:\u00a0<\/span> \u2022 <\/span><\/span><\/span>W<\/span>hat were their duties at work<\/span>?\u00a0<\/span><\/p>\n

\u2022 <\/span>Can you highlight a particular accomplishment of the<\/span>\u00a0candidate’s\u00a0<\/span>at your organization?\u00a0 What was it and how did they contribute?\u00a0<\/span><\/p>\n

\u2022 <\/span>How did your company evaluate the candidate\u2019s performance?\u00a0 <\/span><\/p>\n

\u2022 <\/span>How\u00a0would you characterize\u00a0<\/span>this person<\/span>\u2019s<\/span>\u00a0perform<\/span>ance<\/span>\u00a0vs. peers?\u00a0<\/span><\/p>\n

\u2022 <\/span>Can you share an example of a time that the candidate was required to work on X topic?\u00a0 What was the issue and how did they contribute?\u00a0<\/span><\/p>\n

\u2022 <\/span>What was your role in working with the candidate on these projects?\u00a0<\/span>\u00a0<\/span><\/p>\n

As with the soft skills above, this is a general list but you\u2019ll need to customize it and do the work to build something useful for your specific hiring situation.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Asking the right questions from a candidate\u2019s previous manager\/ colleague will give a good indication of what the candidate\u2019s actual technical skills are like. <\/span>\u00a0<\/span><\/p>\n

Outline the type of role the candidate is being considered for\u00a0<\/strong>\u00a0<\/span><\/h3>\n

Once you\u2019ve asked your general reference questions, it can be helpful to review your job description with the Reference contact and ask for their opinion if the candidate will be a good fit.\u00a0 It can also be helpful to ask if they have an<\/span>y coaching or management recommendations for you, that will help the candidate be successful in the role.\u00a0<\/span>\u00a0<\/span><\/p>\n

How a candidate performed work in the past\u00a0<\/span>will give a useful indication of helping you understand their past performance.\u00a0\u00a0Of cou<\/span>r<\/span>se\u00a0<\/span>with<\/span>\u00a0any hiring decision, y<\/span>ou\u2019r<\/span>e really making a prediction about future performance and the candidate\u2019s ability to grow and develop with the<\/span>ir<\/span>\u00a0new position and your org<\/span>anization.\u00a0<\/span>\u00a0<\/span><\/p>\n

Being prepared for a reference call will help you take advantage of the time you have with someone who has previous experience working with the candidate – and this time is priceless to finding the right fit and avoiding the cost of a bad hire.\u00a0<\/span>\u00a0
<\/span><\/p>\n

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