6 Quick steps to building a reference check template

A few years ago, I was hired into a new role at a company. The recruitment process was pretty standard, however, they didn’t ask for reference checks. I found this odd. Yes, in today’s world we typically all work at 100 miles per hour but, as a recruiter myself, this seemed like a pretty critical part of the process to leave out. 

What we have to remember when interviewing a candidate is that in those interactions they are selling themselves. You are getting the best version of that person and they are going to highlight all the things that they are proudest of. While reference checking should not be seen as a process where you seek to obtain negative feedback or find flaws, it’s your opportunity to seek candid reviews and testimonials. A good reference check template will focus on confirming employment history, understanding how the candidate works best and what management style they perform best with.

So what questions should be included in your reference check template? I strongly recommend moving away from the old school,

‘what are the candidate’s strengths and weaknesses.’

I suggest probing for deeper examples of their delivery, their style, in what environment they work best, and their values on a human level.

Follow these 6 quick steps when building your reference check template to ensure you’re getting the most out of the reference checking exercise.

• Ask how they operate 

You probably asked in the interview for some examples of successful projects or deliverables. As much as hearing about the end result is great, it’s important to understand from a third party how the candidate actually implemented it. You can then assess if this style suits your business and culture. For example, if your business is very consultative and thrives on team collaboration, a candidate who prefers to work alone and who is not inclusive is not going to work. 

• Get to the bottom of what drives them 

During the interview a candidate may tailor their response to the role or for the type of business you are. Asking a third party, someone who has first hand experience of the candidate, will be able to tell you honestly what drives the candidate and what they are ambitious about. The candidate, for example, may not be comfortable to say that they are driven by feedback from leadership or feeling that they are acknowledged by the team but a direct manager will be able to share experience and examples of that. 

• Integrity! 

I always ask the very direct question, ‘have you ever had to question X’s level of integrity? If the answer is yes, then I am very eager to learn more. With integrity being a core value of most businesses, it’s important to get a straight answer on this. Having completed hundreds of reference check reports, I find that in 80% of cases, this question leads the referee to describe the candidate in more detail on a human level. I get to understand their values and discover how they operate on a personal level, not just as a professional. 

• Don’t be afraid to ask for examples.

When asking questions don’t be afraid to ask for examples, and tailor them to the role and your business. For example if you are hiring a Brand Manager for your business ask them about a successful campaign, what made it successful and how the candidate contributed to this. Referee’s sometimes won’t have the time to give you indepth answers but if you don’t ask you don’t get right!? 

• Package ‘weaknesses’ differently 

The dreaded question for the referee, ’what are the candidate’s weaknesses?’. I personally don’t ask and don’t like this question. I think it puts the referee on the spot and sometimes because they feel they have to answer they pull something out that just isn’t a biggie, but can shine the candidate in a poor light. I ask ‘what development areas do you think the candidate should invest in to progress in their career?’ This way you get solid answers in terms of technical gaps or improvements they may need in their leadership style. 

• Don’t get too personal

Always remember that this report is based on the candidate’s professional experience. It’s unfair to ask very personal questions that may lead to bias. As an example I was told of a case recently where a recruiter probed around a candidate’s custody arrangements for her children. This question isn’t appropriate. You can ask about the candidate’s need for flexibility but it needs to remain professional. 

I could go on, but these are the 6 key steps that I believe are core to building your reference check template and conducting a useful reference check. 

At Freelancing Gems, with thousands of skilled female talent in our network, we know what women want at work. Get in touch with us to discover how we can support your hiring needs, from reference check templates, and job listings to full recruitment services. 

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