How to conduct a reference check [example included]

This is the last part of our mini-series on reference checking. Other articles in the series include "Should you use reference checks in hiring" and "How to get the most from reference checks."

The aim of reference checking is to clarify and learn more about a candidate’s background, experiences, and skills. Similar to interviewing, the basis for a good reference check is a correctly done job analysis.

Job analysis creates a framework by using key objectives, position requirements, and core competencies to define a role. A framework that you can use to conduct a candidate interview and, later on, a reference check.

What to ask during a reference check?

For specific questions, look at the evaluation results and decide what information is missing or needs clarification in order to make a hiring decision. 

Take the position requirement of “A proven ability to lead a team and recruit high-performing marketing specialists” as an example.

During the interview, you ask the candidate questions about leading a team and hiring high-performing team members. The candidate talks about how the team was very independent and then vaguely explains how she managed the team. Not really a satisfactory answer and, thus, something that could be clarified during a reference check.

Go through the entire evaluation results and mark down questions and/or areas of interest that you’re not 100% sure about. Also, decide which questions you’re going to ask from which reference. For one thing, depending on your questions, not all references could give you the insights you need. And secondly, be mindful of time.

Reference call length

A typical reference call lasts for 10 - 20 minutes. The references you call may be ready to talk even longer, but my usual practice is 10-15 minutes. Talking to a reference is a favour the person you call is giving you. Be mindful of their time, and don’t abuse it!

Like interviewing, ask concrete examples and steer clear of general descriptions or candidate ratings whenever possible.

Self-check question

How long should a reference call last?

1. As long as it takes to get the information you need
2. 10-20 minutes
3. Max 5 minutes

Is it ok to ask about specific KPIs and/or metrics the candidate claims to have achieved?

You can always ask the question. It doesn’t necessarily mean the reference would answer. Sometimes KPIs and such are considered proprietary information, and thus you’re unlikely to get meaningful feedback.

What you can do is try to compose the questions in a way that doesn’t involve any confidential information.

In general, there could be several reasons for the references not to give negative feedback towards the candidate. Your job is to figure out ways to still get the information you need to make a decision.