How to know if a candidate is the right fit for the role using reference checks

Completing reference checks is equivalent to checking a service provider’s google reviews.

Reference checks allow you to confirm all the good things the candidate has told you during interviews and identify any potential weaknesses the candidate may not have shared.

They’re also an excellent opportunity to get an outsider’s perspective on the candidate’s performance and personality. Here’s our guide to conducting employment reference checks.

Below are some signs to look out for during interviews and reference check advice that will help you gather valuable information to help inform your hiring decision.

Assessing candidates during interviews

Unreliability Around Arranging a Time For the Interview

If a candidate needs to reschedule repeatedly or shows up late to an interview, this indicates poor time management skills or not prioritising the interview. Of course, sometimes things happen that the candidate can’t control, but be aware if they’re unable to provide you with an acceptable reason for their unreliability or if you notice repeated behaviour.

Spotting Lies

SEEK research shows that 45% of candidates have lied during an interview, and 1 in 4 say they haven’t been honest about their reasons for leaving a previous job. This doesn’t mean you shouldn’t trust what a candidate tells you during the recruitment process, but you should be looking out for indicators that the candidate is lying and verifying what they tell you with a reference check (see below).

Body Language

Interviews are nerve-wracking occasions, and most behaviours that indicate lying are also behaviours people exhibit when they’re nervous!

If the interviewee slouches or leans to the side, it indicates they might not take the interview seriously. If they lack eye contact, it’s possible they’re lying or talking about something they’re uncomfortable about.

On another note, it is important to be aware of cultural differences. For example, in many cultures, it is disrespectful to give eye contact – in this case, the points above may not apply.

Speaking Negatively About Previous Employers

It’s fair for candidates to explain their reasons for leaving, but they should never talk down on previous employers or position them poorly. Doing so is a clear sign of a negative attitude.

A Positive Attitude

You want to hire someone with a ‘glass half full’ attitude. People like this are great for company culture and are less likely to leave when there are tough times in the business.

A person with a positive attitude will continuously look for opportunities rather than sulk and complain about things they’re unhappy about at work.

Candidates that are positive about their previous employment and take a respectful approach when sharing their reasons for leaving are likely to feel positive about their employment with you and, as a result, bring a great attitude to their work.

Vague Answers

Vague answers can mean a few different things. If you’re asking a common interview question, such as, ‘tell me about yourself’, and the candidate gives you a vague answer, it could mean they were unprepared for the interview.

If you’re asking about a specific skill, they may be inexperienced in that skill, hence lack the knowledge to provide you with a detailed answer.

If you ask about why they’re leaving their current role and they provide a vague answer, there might be something they’re trying to hide.

Asking Questions

Candidates who ask questions during or at the end of the interview show that they’ve been engaged in the process, they’re a critical thinker, and they have a genuine interest in the position. It also shows that they have their own interests in mind and are determining if this is the job for them.

Assessing candidates with reference checks

Inform your Candidate that you will be Completing a Reference Check

In Australia, it’s a legal requirement to ask your applicant for consent before a reference check is undertaken. Obtain consent from your candidate and ask them to supply or confirm the details for their referees.

Ask the candidate to provide references who have directly supervised or managed them. If this is not possible, they can provide alternate references, such as co-workers or teachers. For each reference, you’ll need to confirm their:

• Full name
• Job title (for professional references)
• Relationship with the candidate
• Email address
• Phone number

Ask them to inform their references that they will be contacted shortly. If the references have already been made aware that you’re going to reach out, you’ll catch them a lot easier.

Prepare Questions to Ask the Referees

Prepare questions to ensure you get the most out of your reference check. Consider the referee’s position and relationship with your candidate and use these to tailor questions to them. Keep in mind that, by law, candidates are entitled to view their reference check if they request it. Make sure you’re only asking what you need to.

Be sure to ask them about anything you need reassurance on but ensure that you’re asking open-ended questions and always avoid using leading questions. These can include:

• The candidate’s strengths and weaknesses
• Reason for leaving the referee’s company
• Attendance at work
• Areas the candidate excelled in
• Any incidents at work
• The best way to manage the candidate
• The candidate’s relationships with co-workers

For your convenience, we’ve included a downloadable reference check template which you can find here.

Call the Referee, Don’t Email

Whilst some people choose to conduct reference checks by email, we recommend doing them over the phone as it allows for a more detailed conversation about your candidate.

If they don’t answer or can’t talk at that moment, send them an email to organise a time when they can. Don’t default to doing the check by email. Be prepared to be flexible, as you are asking the referee to take time out of their day for you!

Conduct the Reference Check

Start the reference check by introducing yourself, your position, and your company. Then confirm if the referee is happy to continue with the reference check.

Confirm the candidate’s employment date, role title and responsibilities of their previous role; the role that the referee will be aware of. Then, ask the questions you’ve prepared.

You don’t need to stick strictly to your list of questions. In fact, it’s best to have a conversational reference check where you can ask further questions based on the referee’s answers! It’s still important to refer to your list, however, to ensure that you do not forget anything.

During the reference check, compare the referee’s answers with the answers your candidate provided to similar questions during interviews.

If the reference suggests any areas for improvement during the reference check, note these down, but be careful not to automatically treat any constructive criticism as a red flag in the candidate. With the right support, people develop and succeed!

To finish the reference check, explain the job you are considering the candidate for, and ask the referee if they think the candidate would be well-suited to this position.

If you’re looking for a specialist to partner with, contact our team today to learn what a tailored recruitment solution would look like for your business.

If you’re looking for hiring advice in 2023, take a look at our hiring guide below.