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Guide
8 min read

Choosing Between Manual and Automated Reference Checks: Factors to Consider

Choosing the right reference-checking method—manual or automated—can make a big difference in your hiring process, impacting speed, accuracy, and cost. Dive into this guide to uncover the pros, cons, and tips for each approach, helping you make the best decision for your business needs!

Choosing the right reference-checking method—manual or automated—can make a big difference in your hiring process, impacting speed, accuracy, and cost. Dive into this guide to uncover the pros, cons, and tips for each approach, helping you make the best decision for your business needs!

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When you are hiring, choosing the right reference-checking method is like picking the best tool from a toolbox. Should you go old-school with manual calls, or is it time to embrace automation? Each approach comes with its own strengths and quirks. To help you make the right decision, we will break down the essential factors so you can confidently choose what works best for your business.

Why Reference Checks Matter in Hiring

You would not buy a car without a test drive, right? Hiring is no different. Reference checks give you a behind-the-scenes look at your candidates' work history, reliability, and skills. They help ensure you are bringing the right person on board and avoiding costly hiring mistakes.

But how you conduct these checks can significantly impact their accuracy, timeliness, and cost-effectiveness. That is why choosing the right method is so important.

The Two Main Reference-Checking Methods

Let us dive into the basics first. There are two primary ways to conduct reference checks:

  1. Manual Reference Checks: This involves personally contacting a candidate’s references by phone or email to gather insights.
  2. Automated Reference Checks: With this method, technology does the heavy lifting, often through online platforms that collect standardized feedback from references.

Both options have their pros and cons, and the best choice depends on your specific needs.

What Are Manual Reference Checks?

Manual reference checks involve reaching out to references yourself, typically by making phone calls or writing emails. This hands-on approach allows you to ask detailed questions and even pick up on subtle cues, like hesitation in a reference’s voice.

Pros of Manual Reference Checks

  • Personal Interaction: You can ask follow-up questions and dig deeper into answers.
  • Flexibility: You can tailor questions to the role or the candidate.
  • Nuance Detection: Hearing tone and context often reveals insights that written responses might not.

Cons of Manual Reference Checks

  • Time-Consuming: Calling multiple references takes time, especially if schedules do not align.
  • Inconsistency: Questions and evaluations may vary between checks, which could lead to bias.
  • Limited Scalability: If you are hiring for many positions, this method can quickly become overwhelming.

What Are Automated Reference Checks?

Automated reference checks use technology to gather structured feedback from references. These systems typically send out surveys to references, who fill them out at their convenience.

Pros of Automated Reference Checks

  • Speed: Automation saves time by gathering feedback faster.
  • Consistency: Standardized questions ensure all candidates are evaluated fairly.
  • Scalability: This method works well for high-volume hiring needs.

Cons of Automated Reference Checks

  • Lack of Personal Touch: Automation lacks the human interaction that can uncover subtle details.
  • Generic Feedback: Responses may be limited by the fixed format of questions.
  • Potential Technology Barriers: Some references may not feel comfortable using online systems.

Factors to Consider When Choosing Your Reference-Checking Method

Your decision will depend on several key factors. Let us walk through the most important ones.

1. The Size of Your Hiring Needs

  • Small Businesses: If you hire only a few people each year, manual reference checks can work just fine.
  • High-Volume Hiring: Automated systems are better suited for businesses that need to screen many candidates efficiently.

2. The Complexity of the Role

  • Specialized Roles: Manual checks allow for customized questions and deeper insights, making them ideal for high-stakes positions.
  • Entry-Level Roles: Automated checks can save time without sacrificing too much detail for straightforward positions.

3. Your Budget

Manual checks may seem cheaper initially but consider the labor costs involved. On the other hand, automated systems require an upfront investment in technology but can save money in the long run, especially for larger operations.

4. The Importance of Speed

In fast-moving hiring processes, every second counts. Automated systems often have the edge here, as they allow references to respond at their convenience, without back-and-forth scheduling.

5. The Level of Detail You Need

If you are hiring for a leadership role, the depth and nuance of a manual check might outweigh the convenience of automation. Conversely, for roles that are more about numbers than people skills, an automated system might suffice.

Balancing Personalization and Efficiency

Sometimes the best choice is not one or the other, but a mix of both. For example:

  • Use automated checks for initial screenings to save time.
  • Follow up with manual calls for top candidates to dig deeper.

This hybrid approach can give you the best of both worlds.

Tips for Making Manual Reference Checks Easier

If you decide to go manual, here are some tips to save time and avoid frustration:

  • Prepare a Standard Question List: Keep your questions relevant and consistent to avoid missing key details.
  • Schedule Strategically: Be mindful of time zones and availability when reaching out to references.
  • Take Detailed Notes: Documentation helps you compare candidates fairly.

Tips for Getting the Most Out of Automated Systems

If automation is your choice, keep these pointers in mind:

  • Pick a User-Friendly Platform: Choose systems that are intuitive for both you and the references.
  • Customize Your Surveys: Tailor questions to the role to get more targeted feedback.
  • Follow Up When Needed: Do not be afraid to call a reference if something in their response needs clarification.

Which Method is Right for You?

There is no one-size-fits-all answer. It boils down to what you value most in the hiring process: speed, detail, cost, or scalability.

  • If you prefer personal insights, manual checks might be your best bet.
  • If you prioritize efficiency, automated checks could be the way to go.

The Bottom Line

Choosing the best reference-checking method is like finding the right pair of shoes. It depends on the fit for your unique needs. By weighing the pros and cons and considering factors like hiring volume, budget, and role complexity, you can make a decision that helps you hire with confidence.

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https://www.refhub.com.au/post/choosing-between-manual-and-automated-reference-checks-factors-to-consider
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