Reference checks are a crucial part of any serious hiring process. 

They help you verify the information provided by candidates, gain insights into their past work performance, and assess their suitability for the role. However, conducting reference checks requires a delicate balance. You need to gather accurate information without crossing professional boundaries, which is often easier said than done. 

Here’s how you can conduct effective reference checks while maintaining the right balance.

The Importance of Reference Checks

Reference checks play a key role in effective hiring. 

They provide an opportunity to verify the information a candidate has shared during the interview process and to hear from someone who has worked directly with the candidate. This step can help confirm the candidate’s skills, work ethic, and cultural fit for your team. 

But it’s important to approach these conversations with care so that the questions you ask are relevant and respectful.

Preparing for the Reference Check

Before reaching out to a candidate’s references, it’s important to prepare thoroughly. 

Start by reviewing the candidate’s resume and the notes from their interviews. Identify the key areas where you need additional information or clarification. This could be about their previous job responsibilities, their work style, or how they handle pressure.

Having a clear idea of what you want to learn from the reference check will help you ask focused questions. 

It’s also helpful to inform the candidate about the aspects of their background you’ll be exploring so there are no surprises.

Asking the Right Questions

The questions you ask during a reference check should be specific and job-related. Here are some examples of questions that can help you get a well-rounded view of the candidate:

• Can you confirm the candidate’s job title and responsibilities while they worked with you? (Many companies will only provide dates of employment and the position held, which is valuable information in itself. However, you can still inquire about the responsibilities associated with that position to gather a clearer understanding of their role.)
  
• How would you describe the candidate’s work ethic and reliability?
  
• Can you share an example of how the candidate handled a challenging situation?
  
• How did the candidate contribute to the team’s success?
  
• Would you rehire the candidate? Why or why not?

These questions help you gather relevant information without straying into personal matters that are not pertinent to the candidate’s ability to perform in the role.

Maintaining Professional Boundaries

Maintaining professional boundaries during reference checks is required for both legal and ethical reasons. 

Focus on the candidate’s professional experience and avoid delving into personal details. Questions about a candidate’s age, marital status, health, or any other personal information are not only irrelevant but can also lead to legal complications.

Respect the time of the person providing the reference by keeping the conversation concise and to the point. Let them know upfront how much time the discussion will likely take and stick to that timeframe.

It’s also important to respect the confidentiality of the reference check. Information shared during these conversations should be used solely for the purpose of making a hiring decision and not shared inappropriately within the company.

Handling Negative Feedback

There may be times when a reference provides negative feedback about a candidate. 

It’s critical to handle this information with care. Rather than taking the feedback at face value, seek to understand the context. Ask follow-up questions to clarify any negative comments and consider how the feedback aligns with the information you’ve gathered from other references and the candidate themselves.

Remember, one negative comment doesn’t necessarily disqualify a candidate, but it should be weighed alongside other factors in the hiring decision.

Making the Most of Reference Checks

When done correctly, reference checks can significantly enhance your hiring process. They offer an additional layer of candidate verification, helping you make more informed decisions. By focusing on relevant, job-related questions and respecting professional boundaries, you can gather the information you need without overstepping.

About Focus HR, Inc. 

Focus HR, Inc. uncomplicates the people side of business by providing small business owners with outsourced HR, project HR, and Leadership Coaching. For more information, please contact us today! If you liked this post, please subscribe to our blog. You can opt out at any time. To learn more about FocusHR and for updates, please like our Facebook page and follow us on LinkedIn.