How to Conduct Comprehensive Employment Reference Checks

Picture this: you’re about to hire someone new for your team. You’re excited – but also a bit nervous. You want to make sure this new hire is the right fit. This is where the employment reference check comes in. It’s a crucial part of the hiring process that helps you make informed hiring decisions and avoid any potential risks. 

Let’s dive into how to conduct a comprehensive reference check that gives you valuable insights into your job candidate’s past performance and future potential! 

What is a Comprehensive Reference Check?

All right, so first things first: what exactly is a comprehensive reference check? It’s more than just calling up a couple of previous employers and asking if they liked the person. A comprehensive reference check digs deep into a candidate’s employment history, job performance, communication skills, and even interpersonal skills.

But why is it this important? – you might ask – Isn’t the only important thing if the candidate is qualified for the position? 

Conducting comprehensive reference checks helps ensure that the candidate is not only qualified for the job but also a good fit for your company’s culture. It provides valuable insights that can prevent costly hiring mistakes and reduce the risk of negligent hiring.

Nobody wants a colleague (or an employee, for that matter) who is challenging to communicate with or work in a team, don’t you agree?

Difference Between a Reference Check and an Employment Check

Now, you might be wondering, what’s the difference between a reference check and an employment check? While they might seem similar, they serve different purposes and provide different types of information. Here are the main differences: 

Reference Check:

• Focus: The candidate’s job performance and behavior in previous positions.
• Questions Asked:
  
• How did the candidate perform their job duties?
• How did they interact with their team and supervisors?
• Were there any issues or commendable achievements?
• Would you hire them again?


• Goal: To get a sense of the candidate’s abilities, work ethic, and suitability for your company’s culture. It helps you understand their strengths and areas for improvement.

Employment Check:

• Focus: Verifying factual information.
• Questions Asked:
  
• What were the candidate’s dates of employment?
• What was their job title?
• What were their primary responsibilities?
• What was their reason for leaving?


• Goal: To ensure that the information provided by the candidate is accurate and truthful. It confirms the basic details of their employment history, which is crucial for making an informed decision.

Why Both Are Necessary

Combining both checks gives a well-rounded view of the candidate. While the employment check confirms the hard facts, the reference check adds depth by providing context about how the candidate performed and behaved in their previous roles. This approach ensures that you’re making an informed hiring decision, reducing the risk of bad hires and promoting a positive hiring process.

By understanding both types of checks and implementing them effectively, you can make more informed hiring decisions and ensure a smoother, more reliable hiring process.

How Do You Manage Reference Checks?

Managing reference checks can feel like juggling, but with a bit of organization, it’s totally doable. Here’s how you can streamline the process and make it as smooth as possible:

1. Plan Ahead: Start thinking about reference checks early in the hiring process. Don’t wait until the last minute. This way, you have ample time to contact references and review their feedback before making any final decisions. It also shows the candidate that you are thorough and considerate.
2. Prepare Questions: You know the saying – preparation is half job done! A wise idea is to have a standard set of questions ready to ensure consistency. This way, you can compare answers more easily. 

Consistent questions help in evaluating candidates fairly and objectively. It also saves you time, as you won’t need to come up with new questions for each reference. And trust us, that will make your life much easier! 

3. Keep Records: Track all the responses and keep them organized for easy reference. This can be as simple as a spreadsheet or a more sophisticated HR tool. 

Organized records make it easier to spot patterns or discrepancies in the feedback. Plus, they provide a clear audit trail if you need to revisit the information later.

4. Be Respectful of Time: Schedule calls at convenient times and keep them concise. Remember, the person on the other end is doing you a favor. 

A little courtesy goes a long way in building positive relationships with professional references, who might also be potential future contacts or collaborators.

How Do You Conduct an Employment Reference Check?

Now, let’s get into the whole point of this article: how to conduct an employment reference check. Here’s a step-by-step guide:

1. Get Consent: Make sure your candidate is okay with you contacting their references. This is not only courteous but also a legal requirement in many places. Getting consent also builds trust with your candidate, showing that you respect their privacy and professional relationships.
2. Reach Out: Contact the professional references provided. Be polite and professional. An email or a quick phone call to set up a time usually works best. Clear, respectful communication sets a positive tone and makes it more likely that the reference will provide detailed and helpful feedback.
3. Ask the Right Questions:
   
• Dates of Employment: Can you confirm the candidate’s dates of employment?
• Job Title and Responsibilities: What was their job title and primary responsibilities?
• Job Performance: How did they perform in their role?
• Communication Skills: Can you describe their communication skills and interpersonal skills?
• Rehire Potential: Would you rehire this person? These questions cover the basics and also provide insights into how the candidate might fit into your team.


4. Take Notes: Document all the responses carefully. This will help you compare answers and make an informed decision. Detailed notes ensure that you capture the nuances of each response, which can be crucial when evaluating candidates with similar qualifications.
5. Follow-up: If something’s unclear or you need more info, don’t hesitate to ask follow-up questions. Clarification can prevent misunderstandings and provide deeper insights. Don’t be afraid to dig a little deeper if needed; sometimes, the most valuable information comes from probing beyond the initial response.

Gathering Valuable Insights from Professional References

When talking to potential employees, you’re looking for insights that go beyond the resume. It’s not only to check their work ethics, it’s a way to check them as a colleague and a team member.. Here are some key areas to focus on:

• Job Performance: Did they meet or exceed expectations in their role? Look for specifics. For example, did they consistently meet deadlines, go above and beyond in their duties, or show significant improvement over time? Specific examples of achievements or challenges provide a clearer picture of their capabilities.
• Interpersonal Skills: How did they get along with coworkers and supervisors? Team dynamics can be very telling. Were they a team player, did they contribute positively to the work environment, or were there any conflicts? Understanding their role within a team can help predict how they’ll fit into your company culture.
• Communication Skills: Were they effective in communicating with the team and clients? Clear communication is crucial in most jobs. Effective communication skills often translate into better project outcomes and fewer misunderstandings, which are essential for a smooth workflow.

Pay attention to any red flags that might indicate potential risks. Consistent feedback across multiple references can give you a clearer picture of the candidate. If several references point out the same issue, it’s worth considering how that might impact your team – a thing that will surely pay off in the long run! 

Avoiding Negligent Hiring and Identifying Potential Risks

One of the main reasons companies do reference checks is to avoid negligent hiring. This means making sure they’re not bringing on someone who could be a liability, which is something everyone wants to avoid, obviously. So, here are some red flags to watch out for:

• Inconsistencies: Mismatched information compared to what the candidate told you. This can be a red flag. If the dates of employment or job titles don’t match up, it’s worth digging deeper. Inconsistencies might indicate dishonesty or miscommunication, which could be problematic down the line.
• Negative Feedback: If multiple references hint at the same issues, take it seriously. Repeated concerns about punctuality, teamwork, or job performance should not be ignored. These patterns can help you avoid potential bad hires who may not fit well with your team.
• Gaps in Employment: Ask about any unexplained periods in their employment history. Gaps can sometimes be a sign of potential issues. While not all gaps are problematic, it’s important to understand the context. Were they taking time for personal development, or were there unresolved issues with previous employers? These questions require answers, no compromise. 

Making Informed Hiring Decisions

Once you’ve gathered all your information, it’s time to put it to use. Combine insights from reference checks with other parts of the hiring process, like interviews and background checks, to make an informed decision. Here are a few things you should always pay attention to:

• Compare Notes: Look at all the data collectively before making a final decision. This holistic view can reveal patterns and insights. Comparing notes helps ensure that you’re considering all aspects of the candidate’s qualifications and fit for the role.
• Discuss with Your Team: Usually, two heads are better than one – or, in this case, a whole team of heads. Get input from other team members involved in the hiring process. Multiple perspectives can lead to a more balanced decision. Team discussions can also uncover different viewpoints or concerns that you might not have considered.
• Trust Your Gut: Usually, a gut feeling backed by solid information is your best guide. If something feels off, trust your instincts, but make sure it’s supported by the evidence you’ve gathered. A well-rounded decision combines intuition with hard facts. But, as we all know, even if the facts are straight, a gut feeling is rarely wrong. 

Reference Checks Have Become Essential

Incorporating comprehensive reference checks into your hiring process is essential for making informed decisions and avoiding bad hires. By taking the time to thoroughly check employment references, you’re setting yourself up for success and ensuring your team remains strong and cohesive – which is what everyone should aim for. 

Remember, the extra effort in checking references can save you from future headaches and help you build a reliable, high-performing team. Happy hiring!