5 ways to make references talk
February 5, 2009 by Sam NarisiPosted in: Assessing the right candidate, References, Special Report
Reference checks can be one of the most valuable tools for making an informed hiring decision — but as you know, it’s often tough to learn anything from a contact besides employment dates, titles and salaries. How can you convince reluctant references to open up?
Here are some strategies experts recommend:
- Keep it conversational. As with any discussion, it’s important to warm up the reference before asking him or her to divulge any information. You can start the conversation by talking about your company and the position you’re filling. Mentioning that the candidate spoke favorably about the reference could also get the ball rolling. Another tip: Avoid using the word “reference,” which raises immediate red flags.
- Try a manager-to-manager talk. HR often does all the reference-checking to avoid potential legal issues. But some companies say they get better results if the hiring manager calls the candidate’s former supervisor directly. Managers have a better idea of what questions to ask for each position, and the reference may be more open when talking to a fellow supervisor, rather than someone from HR.
- Have candidates sign a waiver. The main reason companies withhold information about former employees: They’re afraid of being sued for giving negative comments. One tool that can help: a waiver signed by candidates giving you permission to ask about their history. Be prepared to fax a copy to the other employer. Some companies have a policy against providing any information without one.
- Tell the reference what the candidate said. Open-ended questions about a candidate’s performance often aren’t received well. Instead, have references verify or deny what candidates already told you. During the interview, ask what candidates think their references will say. Then, repeat that back to the reference and ask if it rings true (and why or why not).
- Read between the lines. Many managers are reluctant to say anything negative about a former employee — but neutral statements might indicate that there’s a problem. That’s why it’s important to listen for lukewarm responses and ask probing questions to find out why the reference isn’t saying something positive.
What strategies have you tried to get valuable information from reference checks? Share your experience in the comments section below.
February 6th, 2009 at 12:43 pm
I’m interested in what policies other companies have concerning providing references for former employees. Our policy is to only provide the dates of employment, title and salary history. Only myself, the HR rep, can give this informantion out (with a signed release). All other employees including management are instructed to forward any calls to me.
On the other side of the coin, we have a questionnaire when calling for a reference for a new hire. The hiring manager though, gets to do this not HR.
February 6th, 2009 at 4:33 pm
Our policy is that only human resources can provide references, and I usually limit it to meeting service letter requirements, i.e., dates of employment, title, rate of pay, and reason for leaving are those four pieces of information. On obtaining references, I have a form so that I’m thorough and don’t forget to ask about some aspect of their employment, and I NEVER talk to human resources, always the immediate supervisor to the candidate. I open the conversation by telling them who I am and ask for their help, then shut up – say nothing else until I get their response. For some reason, this opening always provides more information than anything else. I offer to fax a copy of the last page of our application form showing the candidate’s signature on a hold-harmless agreement, but nothing gets results more than just assuring the supervisor that whatever they say, it won’t be related back to the candidate.
February 9th, 2009 at 10:07 am
Same thing here, Judy. We give out DOE/title/salary, yet we have a background screening company do business and employment references. We are expected to get at least two of each. At my last job, we gave out nothing, only referred them to the Work Number, yet we were still expected to get at least one personal and two employment references.
Seems hypocritical, but I guess everyone is trying to stay out of court. Phhf……..lawyers.
February 9th, 2009 at 10:08 am
Our policy is HR only responds on reference checks; during the exit interview process HR has the employee sign a form and check off what they will allow us to release if called for references. There is also Senate Bill 666 which allows a former employer the right to release information as long as it is the truth and they have records to prove abcenses, harrassment, drugs, alcohol, retaliation. It is very frustrating when bad employees are rotated between employers because of the possibility of a law suit. I appreciate the article with suggestions on how to get a bit more information and I certainly have learned to read between the lines or to listen to the change in the tone of voice when the name of the possible employee is mentioned.
February 9th, 2009 at 1:05 pm
I will answer the question, “Are they eligible for rehire?”. If they were terminated for cause, you are simply telling the truth that your company would not rehire that person. That should give the hiring company enough food for thought about that individual without really telling them anything.
On the other hand, it will also let the hiring manager know if they are making a good hiring decision if you answer yes. In both of these cases, you are just simply stating a fact that is documented in the personnel file. I believe that only when you get more specific is when you might get into legal issues. I have never had an issue with this approach.
We have to start assisting each other in not hiring “problem” employees. Look at that nurse that killed a couple of patients before they found out that he was fired from another hospital who gave them a generic reference. So whose fault was it? The hiring hospital or the one who didn’t tell them not to hire him? I believe it was the latter.
February 12th, 2009 at 10:02 am
Without a written release, we will only give out DOE and title. With a written release, we will supply salary information and other documented, factual employment information, if requested. Only HR can supply this information…everyone in the company is required to forward reference requests to our department. Brian said it well…everyone is trying to stay out of court!