Lately I’ve been reflecting a lot on how referee checks are such an important part of selecting great candidates for a job vacancy.

You see, I spend a small part of every week watching, listening and making a record of the conversations of recruitment panels.

You might think this sounds boring but I promise it is anything but that.

To me, it is a privilege to hear all of the stories of the candidates, to learn about the interesting jobs that people do and to listen to the great, and occasionally not so great, things that referees say about the candidates.

I have been writing down the tips that I’ve given to panels to help them plan and prepare for recruitment referee checks and maximise the quality of information gathered. I am going to share them with you.

It’s useful to start by thinking about the fact that the aim of a referee check is multi fold:

• To verify the content in the written application,

• To obtain additional information not provided by the applicant,

• To get a leaders or colleagues independent perspective on the applicant.

For this reason, referee checks should be well planned and executed.

 

A word on timeliness: If the panel knows the candidate, gets enough evidence from the application and referee checks, and is satisfied to find them suitable, interviews are not always necessary.

 

Referee checks  are often mandatory in an organisations policy. Referees provide more independent evidence of a person's skills, knowledge and abilities to determine if they meet selection criteria and whether they are therefore the best person for the role and team.

Here are my tips for getting the most out of referee checks.

Schedule meetings intelligently

• Schedule placeholders for referee checks at a time that suits all panel members.

• Book referee check meetings early - referees are often busy so book a week out if you can.

• If you cannot find a time for a verbal referee check, offer a written check - if the panel agrees.

• Allow enough time for the referee checks, as well as time between the referee checks.

• Choose a soundproof room, with the facilities required - i.e. conference phone or video conference.

 

Prepare for the referee checks

Review the applications and note where you can ask questions of the referee. This can include:

• gaps in selection criteria that you would like the referee to comment on - ie what was the supervision responsibility in the role.

• areas that you need confirmation or more information - i.e. (candidate name) notes in their application that they supervised a team in the role, how many staff were in the team and what were their levels?

Open questions elicit more information - starting with the following can help:

• Tell us when/why/how…?

• Explain how/why….?

• Describe what / when / how…?

Generic questions can also be useful - such as those about discipline or performance management or whether the referee would hire the candidate again in a similar position.

I also recommend that when you send the appointment confirmation, provide the referee with a copy of the Job Description and the questions you plan to ask. This helps referees to prepare and provide better answers to questions which will help keep the meeting short and focussed.

  

Execute

• Arrive early to set up the meeting room for the panel and any technical set up.

• When the meeting starts, introduce the panel members and scribe to the referee so that they know who is in the "room".

• Ask if the referee wants background or further information about the role, the team, the skills, knowledge and abilities required in the role.

• Provide neutral responses to any comments that a referee makes.

• When asking questions of the referee, also ask clarifying questions if answers aren’t clear or to prompt information that you require.

• Ask the referee if there is anything else. Thank the referee and confirm they have left the call / video before commencing discussions.

 

Discuss

The panel should deliberate as soon as possible after the referee check to determine what additional steps are required, including:

• Whether a candidate interview is required.

• Whether an additional referee should be sought.

• Whether further information is required from the applicant for natural justice / procedural fairness to be satisfied.

 A note on natural justice

Sometimes a referee will provide negative information about a candidate. In this case, an opportunity to respond (natural justice) really should be offered to the candidate (depending on your organisations policy).

This can occur during an interview if it is minor and appropriate to do so.

ALTERNATIVELY If the candidate does not get progressed to an interview, a short meeting to offer the opportunity to respond should be booked with the panel and the information presented in a neutral way to allow them to provide additional information.

In summary, referee checks should be well organised and professionally run.

If you would like a copy of this in a downloadable and printable format, please email conni.warren@onthesamepageconsulting.com.

 Happy recruiting.

Conni