Applicant Screening

How do you do a good reference check?
In today’s workplaces, a reference check can go one of two ways: either confirm that the applicant has all the fantastic skills and experience they say they have, or uncover something disappointing.

To debunk lies and exaggerations and find honest, qualified applicants, you must incorporate reference checking into your applicant selection process. Here’s our guide on how to do this quickly, easily and painlessly.

Reference checks: what do the numbers tell us?
You might not want to think that someone would lie on their CV, but a staggering 92.5% of British workers surveyed lied. Most workers lied about the length of their previous employment, gaps in employment, or exaggerated their previous salary.

“But I can tell a lie from a mile away!”

You might think so, but the truth is that 71.6% of workers got the job they applied for because of their lie – meaning they got away with it.

The question is: how well did they really do in this role?

Has their lie ever become their undoing?

Did it ultimately result in termination so that the employer had to start the hiring process all over again?

What is a reference check?
During a reference check, a human resources manager, employer, or recruiter contacts an applicant’s previous workplace to obtain further information about the applicant’s accomplishments and skills. This is to ensure that the applicant has the necessary qualifications for the position the employer is trying to fill.

Let’s take a step back and make sure your job descriptions also meet the requirements.

What should happen during a reference check?
During a reference check, the hiring manager confirms the information the applicant provided on their resume. He can also dig a little deeper into the employer’s experience with the applicant by inquiring about the applicant’s experience:

Punctuality	An employee’s basic behavior: When they showed up for work as expected.
Contributions	The positive things an employee did during their time at their previous company.
Key Skills	Key areas in which an employee particularly excelled (or said they excelled).
Attitudes	The way a previous employee approached their work and relationships with their colleagues.
Other Issues	Anything else that is relevant to the position and that a new employer would want to know.

What step is a reference check in the application process?
Checking references is often the last step a hiring manager or recruiter takes before extending a job offer to a candidate. You can also do a background check and employment history review, which we’ll cover later.

Make sure candidates always know where they are in the hiring process and provide them with a great candidate experience.

Who can applicants provide as a reference?
Typically, the hiring manager will conduct a reference check with the applicant’s former manager or direct supervisor. But that’s not always the case.

For example, if the applicant is applying for a supervisory position, the HR manager can gain better insight into the quality of the manager through conversations with employees he or she has previously managed.

Reference Check vs. Background Check: What’s the Difference?
Reference and background checks go hand in hand in the hiring process. While a reference check is an interview that examines an applicant’s past job performance, a background check is more of a fact-finding process.

Depending on the employee, employer, and job qualifications, a background check may include:
– Identity verification
– Verification of employment history (job title, place of work, duration, salary)
– Review of the right to work in the UK
– Verification of training
– Verification of association memberships and professional licenses
– Criminal record check
– Driver and Licensing Authority (DVLA) verification
– Credit check
– Social media review
– Drug and alcohol testing
– Review of British sanctions
– Medical examinations (Note: Under the Equality Act 2010, employers are not allowed to ask health questions before offering a job to prevent discrimination).

Should you also do an employment history check?
If you need more insight into an applicant’s work experience, you should also run a background check. As the name suggests, this exam provides information about an employee’s complete and comprehensive professional experience:
– the names and locations of previous employers
– job title
– salary
– the duration of employment at the respective workplace

For employers who want more information about a candidate, there are several services that offer a detailed background check. In addition to the details above, a more thorough investigation can reveal:
– Why the employee left a company
– An analysis of an employment gap (was the applicant unemployed for a long period of time? If so, why?)
– Details of self-employment or contract positions

What is the best way to do a reference check?
First and foremost, obtain the applicant’s consent to contact their previous employers. Ideally, you’ll get a reference from the applicant’s last employer – but this isn’t always possible.

If the applicant is currently employed, their employer may not know that they want to leave the company. You don’t want to put the candidate in an uncomfortable position at their current job, even if they’re leaving soon.

In this case, you should contact another former employer, a trainer or a reference person.

Get the input of people involved in the interview and hiring process to find out what questions or concerns they have about the candidate. Make sure everyone is happy with and trusts the new employee to make the transition as easy as possible.

Make a list of questions before you begin checking references. Tailor it to the applicant, the position, and any questions that came up during the interview. Ask specific, open-ended questions that leave no room for vague answers.

Prepare for the reference check meeting for success by following this simple three-step introduction:

Introductions: Introduce yourself to the referee so they know where you are coming from.

Confirm: Confirm that now is a good time for the interview and work for the reference.

Context: Provide transparency about the task so the referee knows how to evaluate their former employee.

17 Questions to Ask During a Reference Check
Now that you have successfully prepared the call, it’s time to get started. Here are 17 questions to ask during a reference check:

• What was their relationship to the applicant?
• How long have you worked with the applicant?
• What role did the candidate play? (responsibilities, tasks, etc.)
• What were the applicant’s greatest strengths?
• What did the candidate have difficulty with?
• Has the candidate ever received a verbal or written warning? If yes why?
• Has the candidate ever received complaints from their team or customers? If so, what were they?
• What is an example of the applicant’s best work?
• How well did the candidate work with the other members of their team?
• How would you describe the applicant’s attitude towards his work and his team?
• Why did the candidate leave the company?
• Do you think the candidate is qualified for the new role?
• Would you hire this person again if you had the chance?
• Did the candidate miss a lot of work or was he often late?
• How well could he/she work under pressure?
• Were they ever promoted or demoted?
• Is there anything else you would like to say about the applicant?

When you should check references during applicant screening
Checking a candidate’s references is one of the final steps you take before making them a job offer. Before that, however, you’ll probably have to wade through a sea of applications.

Below is an insight into the applicant selection process and the role that reference checking plays in it:

1. Pre-selection of applicants
You have published your job advertisement and the applications are pouring in. At this stage, you should weed out any applicants who do not have the basic qualifications required for the job, such as: Education or industry experience.

Once you’ve completed the pre-screening process, you’ll have a healthier selection of applicants.

2.Focus on the experts
Next, review the remaining applicants to find those whose skills and experience make them stand out from the rest. Have you worked for reputable companies in your industry? Have they been recognized for their work in specialist journals or received awards?

3.Telephone interviews
Telephone interviews are an easy and cost-effective way to shortlist the right candidates. They also help employers get a feel for a candidate’s communication style, sense of humor, listening skills, and more. Telephone interviews are typically designed to discuss the applicant’s education, experience and expectations regarding work, level of employment and salary to ensure they are on the same page with the employer.

4.Personal interviews
Depending on the company and structure, the interview phase can be carried out by the HR manager, management or a committee either in person or via video. This phase closely examines the applicant’s previous experience and how they will use it in their new potential position. Not only are technical skills and qualifications tested, but the HR manager (or team members present) also gains a better understanding of the applicant’s soft skills and how well they will fit into the company’s culture.

5.Pre-employment testing
Once you’ve decided on your top candidates, put their skills and knowledge to the test. Pre-employment tests are not suitable for all roles and industries, but when possible, they are a great way to see how the candidate will perform once hired.

6.Background and Employment Checks
At this stage you should have an ideal candidate (or two). To ensure you make the right choice the first time, you should run a background check to verify identity, education, and other details as discussed earlier in this article.

7.Checking references
Once you’ve verified that the candidate is who they say they are and has the experience and background they claim, it’s time to check their references.

Ask the applicant for a list of their references, confirm that you have permission to contact them, and contact one to three of them to get their opinion about the applicant.

By incorporating reference checking into your hiring process, you can confirm the candidate’s qualifications, clarify any questions about their work experience, and hopefully have the confidence to hire them without hesitation.

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