Nurturing References [1]
Richard Propster, SPHR-CA
February 2014
Once you’ve completed the interview process, you might think it is time to relax. Your portion of the hiring process is over and it’s now up to the employer to make a decision. Wrong! The judging is far from over and are still very much a part of the process.
Recognize that employers go into the hiring process harboring skepticism that can affect your achieving the position you seek. They are aware of the same damning statistics you are: [2]
- 78% of résumés are misleading
- 53% of résumés and job applications contain falsifications
- 46% of employment, education and/or credential reference checks reveal discrepancies between what the applicant provided and what the reference source reported
- 40% of résumés include inflated salary claims
- 33% of résumés include inaccurate job descriptions
- 29% of résumés show altered employment dates
- 27% of applicants falsified references
- 21% of résumés contain fraudulent degrees
Employers also know that a bad hire can cost them more than waiting for the right aspirant to be identified.
Legal counsel will often warn an employer of the dangers of providing references (both negative and positive) prompting some to make it a policy to provide only the most basic information, no matter how stellar the former employee.
Is it any wonder that employers are evermore conscientious in calling references and questioning them thoroughly? In making reference calls to ensure that applicants are not misrepresenting themselves? In documenting an aspirant’s every assertion?
As the background process continues, the employer will review their notes, your work experience, any pre-employment testing you’ve completed and from this create a top-tier list for reference checking. This reference checking may well be the determining factor among similarly impressive aspirants.
While this portion of the process may seem out of your control, there are actually several things you should do to facilitate reference checking.
Choose References Carefully
It is up to you to confer and confirm with a potential reference before they are listed. Never provide anyone’s name as a reference without their specific permission for the specific position being sought. The individual who is providing the reference needs to know ahead of time and willingly agree to being contacted regarding a specific position.
If you don’t lay the proper groundwork, you may be shocked at what your references are saying about you — if you ever find out. The sad fact is that you may never know that the reason you didn’t get a job is that a reference was less than complimentary or, even worse, critical of you.
It is not a best practice to just blatantly ask, “Could you be a reference for me?” or “Can I put you down as a reference?” without providing some detail. Consider the more explanatory, “Do you believe you know my work well enough to provide a positive reference for a position as _______?” or “Do you feel comfortable giving me a positive reference for a position as ____________?” These latter questions give your potential reference an out if they don’t believe they can provide a strong endorsement or if they don’t have the time to willingly take calls from employers on your behalf.
There is far more involved in providing references than merely adding names to an application. When crafting a potential reference pool, what you’re looking for are credible sources with first-hand knowledge of your work who will give honest opinions about your knowledge, skills, abilities, aptitudes and attitude and testify to your continuous development over time. There are several actions you can take to these ends.
Coordinate with your former employer to make sure they are aware of your need for a reference; are willing to provide a favorable reference and will do so promptly. Offer to provide any waivers that might expedite the process.
If you fear that a former employer may say something critical yet feel it is necessary to use that former employer as a reference, you must prepare with the expectation that you will have to discuss the situation with the potential new employer. The ideal time to prepare is before you leave the job, when it may be possible to agree on an “exit statement” that will describe your departure in terms that are acceptable to both of you and the wording of any references they provide. If that is not possible, create an objective written explanation of the circumstances and resolve to be open and honest when it comes up during the background process. Make every attempt to remain dispassionate and not cast all blame on someone else. Focus on the lessons learned from the experience and how it will make you a better employee in the future. Enlist a coach or friend to practice this discussion in order to build your confidence
Identify and cultivate at least one reference who has personal knowledge of your work and will provide a positive opinion. You need not tap only people who were your supervisors or managers as references. It is acceptable to list former co-workers and subordinates, as well as vendors and business associates.
Don’t rely too heavily on the prestige factor. While it may look impressive to list a heavy hitter at a former company, if he or she is not intimately familiar with your work or doesn’t remember you, it could hurt cause harm beyond its potential to help.
Contact each of the references you list in advance and make sure that they are prepared to speak knowledgeably, favorably and in detail about your past performance
Confirm that those you choose are adept at providing references. While a negative reference will surely tank your chances of selection, a positive reference from one not adept at providing references can also make you less appealing than the competition.
Making the Initial Request
How you make the initial request is critical. You can make an initial contact by phone or by email. Email has the advantage of allowing the person to gracefully decline if they aren’t comfortable recommending you. During this initial contact, ascertain if they have the inclination and time to be a positive reference for you.
If they answer “No” or they seem even the least bit reluctant—don’t push, just move on to others. Even if their tone is flat, clipped, seems uninterested or otherwise seems less than enthusiastic, it may be better to find another reference.
If they answer “Yes,” but they are too busy to meet and speak with you personally, seriously deliberate their unique value before pressing them. You do not want to be more of an imposition than they can readily accept.
If they are willing, determine a convenient time for a one-on-one conversation. Understand and appreciate that the reference is doing you a favor. Make it as easy for them as you can by preparing a list to remind them what you did in your former job and the projects you worked on. This is especially important if you have not worked with the reference for a long time, allowing details to fade. You might also briefly describe the job you are applying for, why you want it and what makes you uniquely qualified for it so they might focus on your most relevant work experience and provide the strongest possible reference. At the end of the conversation, ensure that they would be comfortable serving as a positive and enthusiastic reference for you.
Always say “Thank you”
Always offer a sincere expression of thanks to each of those you contact seeking a reference. To those who agree to serve as references, ask how you can repay the good turn and offer to keep them updated as the process ensues.
Additional Benefits
A carefully designed and executed reference mining process provides benefits beyond validation of your value proposition to a potential employer.
The process also provides a unique opportunity to seek and gain insight that can be used to improve yourself while concurrently increasing influencers’ respect for you. You can begin such a dialogue by professing your commitment to continuous improvement, both professionally and personally. Invite frank feedback identifying areas for concentration and growth that would tend to increase the confidence and respect of a person like the reference.
Also keep in mind that reaching out for references serves to make influential people aware that you are in the job market and just may result in referrals to opportunities matching your KSAs.
[1] Originally presented to D6 Career Strategies 1/30/12 as The Care and Feeding of References by RKP
[2] Sources: Accu-Screen, Inc., ADP, The Society of Human Resource Managers
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