8 min read

Manual Reference Checks: How to Do It Right

Avoid costly hiring mistakes by mastering the art of manual reference checks. Learn actionable tips, red flags to watch for, and tools to streamline the process—read on to make confident hiring decisions!

Have you ever hired someone who seemed perfect on paper but turned out to be... not so perfect in reality? You are not alone. Many online business owners have been there. The good news is that manual reference checks can help you avoid such situations - when you know how to do them properly.

Why Manual Reference Checks Still Matter

In this age of digital everything, you might wonder why you should pick up the phone to check references when automated systems exist. Think of it like taste-testing a recipe - while you can read reviews online, nothing beats sampling the dish yourself. Phone conversations give you subtle hints about a candidate that automated systems might miss.

Getting Started: Before You Make That Call

Prepare Your Questions

Write down specific questions
Focus on job-related topics
Keep notes handy
Have the candidate's resume in front of you

Legal Guidelines to Remember

Get written permission from your candidate
Stay within employment law boundaries
Document everything
Keep information confidential

Making the Most of Phone Conversations

Think of a reference call like a detective story - you are gathering clues about your potential hire. Here is how to do it right:

Introduction Best Practices

State your name and company
Explain why you are calling
Verify the reference's role
Ask if it is a good time to talk

Questions to Ask "Could you describe [candidate's] role when they worked with you?" "What were their main responsibilities?" "How did they handle challenges?" "Would you work with them again?"

Red Flags to Watch For

Just like a good detective, you need to notice warning signs:

Hesitation in responses
Very brief or vague answers
Unwillingness to provide details
Inconsistencies with the resume

Tips for Better Results

Timing Matters

Call during business hours
Ask when would be best if they are busy
Allow 15-20 minutes for each call
Follow up if needed

Taking Notes

Write down exact quotes
Note tone of voice
Record dates and times
Keep organized files

Making Sense of What You Learn

After gathering information, you need to:

Compare References

Look for patterns
Note differences
Consider context
Weigh responses

Factor Everything Together

Interview impressions
Reference feedback
Skills assessment
Overall fit

Common Mistakes to Avoid

Do Not:

Rush the process
Ask personal questions
Accept yes/no answers
Skip documentation

Instead Do:

Take your time
Stay professional
Ask for examples
Keep good records

When References Are Hard to Reach

Sometimes getting references feels like trying to catch fish with your hands. Here are some solutions:

Alternative Approaches

Try different times of day
Ask for other contact methods
Request alternate references
Consider professional networks

Professional Reference Services

When to use them
What they offer
How to choose one
Cost considerations

Making the Final Decision

Put all your pieces together:

Review Your Notes

Compare all references
Look at overall patterns
Consider red flags
Trust your instincts

Document Your Choice

Write summary reports
File all notes
Record your decision
Keep everything organized

Tools and Templates

Make your life easier with:

Reference Check Forms

Basic templates
Question lists
Note-taking sheets
Summary forms

Digital Tools

Recording software
Organization apps
Calendar reminders
Filing systems

Looking Ahead

Remember this process for:

Future Hiring

Create standard procedures
Build reference databases
Track what works
Learn from experience

Building Relationships

Keep reference contacts
Thank people who help
Build professional networks
Share good candidates

Final Thoughts

Manual reference checks take time and effort, but they are worth it. Think of them as your business insurance policy - a small investment now can save you big problems later.

Need help getting started? Here is a simple checklist:

Get candidate permission
Prepare your questions
Schedule your calls
Take good notes
Review everything
Make your decision
Keep good records

Remember: good hiring decisions come from good information. Manual reference checks give you that extra layer of confidence in your choices.

Would you like to learn more about specific aspects of reference checking or get templates for your process?

‍