subject: Referencing - Getting to know your candidate [print this page]
There are many different types of applicants which will apply for any given role. Some will be very honest, however others will also say nearly anything in order to get the job. Because of this, it's important to attempt to verify all the information given by your applicants with a robust referencing process.
Referencing is mainly done by interviewing the "referees' whose details you will need to collect form the applicant. This article will focus on referencing strategies with some tips on how to gather information effectively.
Ideally, the referencing process should be done for all the candidates before interview but if you have large volumes of candidates or lack resources, referencing can be done for the selected candidate only.
The first step in the referencing process is to collect the referee data from the applicant, this is usually done with an application form. Make sure to collect referee emails, telephone and fax numbers from the applicant as these make it easier to contact the referees.
Once you have collected the information it's important to actually check the references both by writing to the referees but also by contacting them informally by phone. Often a referee will give you much more detailed comments on the phone than they will by letter.
Your phone interviews should be as conversational and informal as possible because when people feel comfortable they will feel happier giving you accurate information about the candidate. To make sure you collect the basic information from each referee you can use the following loose structure:
First, clarify the nature of the relationship between the referee and the applicant.
Confirm the dates of employment and job title.
Confirm the information the candidate has given about what was being done as part of the job.
Ask the referee to comment on the facts which you collected from the candidate. You could describe a certain quality of an applicant and ask for the referee's opinion. For example - if an applicant pointed out that his strength is public relations, you can check the referees' opinion about that fact in a question such as: "john pointed out that he is skilled in the PR sector. What do you think about that?"
Ask if the referee would re-employ the applicant should there be an opportunity.
After getting the information that you need, you should close the interview by thanking the referee for his time and information.
Always keep in mind that you should keep all your promises on confidentiality. If a referee agrees to tell you something on the phone but asks you not to share it with the candidate it is advisable not to let the candidate know exactly what was said.
When you are interviewing a source or checking up on an applicant, there are some simple ways to ensure that you will be getting the most accurate information.
Always ask for facts about an applicant. Opinions might vary wildly but a fact will remain a fact. For example, a question such as "how was his/her efficiency?" would be a better question than "what do you think about him/her?"
Always focus on performance. Since the performance of an applicant is the most important factor, you should always make it a priority. Questions such as "did he/she perform well in a group?" or "did he/she perform well under stress/deadlines?" can be very helpful.
Always try to obtain numbers and facts from the candidate beforehand and then attempt to verify these with the referee.
By following these steps you can make sure that you are collecting the right information and also verifying that the applicants in your recruitment process are not misrepresenting their achievements.
