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REFERENCES – A CRITICAL TOOL IN TODAY’S COMPETITIVE

Allison & Taylor, Inc. Offices in Michigan Since 1984 www.allisontaylor.com

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Heidi Allison-Shane, managing director of Allison & Taylor, Inc. and careermanagement expert, has heard it all during the past 22 years of checking professional references on behalf of job candidates, to see if they will indeed receive favorable recommendations. Many people take their professional references for granted, assuming former employers will say positive things about them or at least accurately verify their past employment and titles. However, they often say much more - and it is not always flattering. In fact, it can be downright ruthless. For example, once when Allison-Shane asked a former employer about a client’s strengths, the reference shot back, “I can’t think of any strengths, only weaknesses.” Then there was the time she asked a reference to describe a candidate’s overall job performance. The person responded matter-of-factly,“Inadequate would be a positive word for him.” Or how about the time a reference was asked about a person’s managerial skills? The response, “He couldn’t manage a group of children.” When questioned about a person’s financial skills, somebody responded, “We just went through a major layoff – she was in charge of the company’s finances.” In addition to such strong comments, there are other reference-related dilemmas that can derail a promising job opportunity, Allison-Shane remembers a 25-year  employee at a large company that was laid off. When she called to simply  confirm his employment, all of his records had already been deleted and it was as if he never existed there. Another client provided a reference whom, when asked about this person’s skills, said, “I haven’t spoke with him in eight years.” Still another questioned, “Are you certain he gave you my name?” What kind of message would that send to a prospective employer?  

Sometimes the root of a poor reference is personal. She remembers being contacted by a female professional who left a previous position after her affair with the owner was exposed. Allison-Shane was asked to check to see what the company was saying about her client. As it turns out, the man’s wife was his business partner. When she received calls about the woman’s job performance, she had absolutely no problem providing a less than complimentary reference.

Spending the Time and Effort to Build Effective References

The bottom line, Allison-Shane says, is that most job seekers put significant timeand effort into their resumes, develop their networks of possible employers and recruiters, and work on their interview skills. They often fall short, however, when it comes to their professional references, doing little more than preparing a list. You should never leave this critical tool in a job search to chance.

In today’s ultra-competitive job market, the quality of references often is the finalfactor in who gets a job offer and who receives a reject letter. Lean staffs mean there is little room for error when hiring the right people. In many situations, job candidates are heavily scrutinized – no matter what the position.

Whether or not you provide an official list of references, most potential employers will use your resume as a starting point to contact your past supervisors. Do you really know what they will say? If not, there is a process for selecting references and nurturing them that will work in your favor during a job search.

Selecting the Right People to Provide References

Considering your references may cement or kill a great job opportunity, compiling the right list is critical during a job search. When preparing this list of professional references, Allison-Shane suggests putting yourself in the shoes of a prospective employer. In these paranoid times, with liability laws suits and other legal actions commonplace, companies must protect themselves by hiring upstanding, trouble-free and competent people.

At a minimum, you must select people to provide professional references that will be open to confirming your employment, title and reason for leaving the organization. They also could be asked other questions about you, including your level of responsibility and performance. In addition to peers, you should also consider including people to whom you reported. Even if they are not on your reference list, they are likely to be contacted by a prospective employer. Make sure the information on your resume is accurate and your references know prospective employers will be calling them about you.

Building Your Reference List

Maintaining a strong list of professional references takes time and effort. But, this process does not have to be difficult. Follow these steps to make it as painless as possible for everyone.

Make a List

Start by listing all of your prospective professional references. Begin with the person(s) who will be able to provide the greatest insights on your abilities relevant to the position being sought or where you want your career to go. Make sure you gather all of their contact information, including name, title, company, address, telephone number, fax number and e-mail address. Other individuals who should be considered as a professional reference include colleagues, subordinates, clients, suppliers, pro bono clients and volunteer committees.

Narrowit Down

Once your initial list is together, narrow it down to those people you think will be most willing to provide a favorable report. Emphasis should be placed on people who have carefully observed your job performance. They need to have seen you in action, hopefully performing well in both ideal and adverse conditions. A typical list of should include 5-10 names, depending on your experience.

Nurturing Your Professional References

Meet with Them

If possible, you should meet with each reference in-person to ask them to be a professional reference. At the very least, call them or send a note stating you are job hunting and want to use them as a reference. Share your resume and work portfolio with them, which will help remind them of your accomplishments when you worked together. In addition to these highlights, discuss the position you are interviewing for, including the qualities the company is seeking in the person who will fill the position. Give them the impression that their reference is critical to your obtaining the job.

Discuss your Performance

Refresh each reference’s memory about the position you held when working with them. Make sure to cover past responsibilities and highlight the solid results you provided the company. Go over what each reference may say in response to questions regarding your strengths and weaknesses. It is in your best interest to not take their thoughts too personally. You may also want to visit the human resources department if one exists, to verify that all information in your personnel file is accurate.

Check your Ego at the Door

When discussing your strengths and weaknesses, it is best to check your ego at the door. Stay upbeat and try not to take negative comments too personal. During the conversation, update them on what you are doing and how added experience is helping turn past weaknesses into new strengths. Acknowledging weaknesses often leads people to think you are open-minded and that you strive to grow professionally – two positive attributes for any job seeker.

Provide a Heads-Up

When it appears a company may make you a job offer, let your references know who you are interviewing with and that you will be using them as a reference. By doing so, they should recognize the company when someone calls and feel more comfortable giving out information about you, or return a call in a more timely fashion.

Stay in Touch

When you do land a new job, make sure you let your references know. Keep them posted on the progression of your career. In today’s market place, you may need to call on them again.

Other Important Reference Tips

Think Ahead

It pays to take the time early in your job search to identify and prepare your references. The last thing you want to happen is to lose out on a nice position because you did not have your references prepared. You can even use your references as very effective networking tools. Ask them if they know of any job openings in your field, or if they know of someone else who does that you should be speaking to next.

Pay Attention to the Details

During your job search, periodically double check the contact information for your references. With mergers and acquisitions, layoffs and executive movement taking place at a breakneck pace, people move more often. Should you list an incorrect telephone number, or a reference has taken a position elsewhere – it looks as if you are out-of-touch with these people.

Check your References

Why leave your references to chance? If you are not totally convinced that your references and past employers will provide positive comments about you to prospective employers, then it may make sense to determine what they are saying. A professional employment or reference-checking firm can put your mind at ease, or supply you with critical information that has been hindering your job search efforts.

Debunking the Seven Deadly Myths of References

As discussed earlier, the critical role of professional references is one of the most overlooked and misunderstood facets of the job search process. There may appear to be steadfast rules in place regarding what former employers and colleagues can say about your past position(s). An inquisitive reference checker, however, can learn a great deal about a candidate, his or her abilities and personality by asking just the right questions and listening carefully to the responses. A number of myths cloud the reference checking process that must be addressed to help job seekers of all ages and abilities:

Myth No. 1

Companiesare not allowed to say anything negative about a former employee.

Reality:

While many companies have policies that dictate only title, dates of employment and eligibility for rehire can be discussed, people do break the rules everyday. Due to human nature, providing a reference may be an emotional call for some. How about the boss with whom you had philosophical differences, or the supervisor who sexually harassed you? Maybe a boss was just jealous of you? Half of our clients do receive a bad reference, despite the strict policies in place.

MythNo. 2

Most companies direct reference checks to their human resources departments, and these people won’t say anything bad about me.

Reality:

Most human resources professionals will follow proper protocol. However, in addition to what is said, reference checkers often evaluate how something is said. In other words, they listen to tone of voice and note the HR staffer’s willingness to respond to their questions – both critical factors. In addition, the human resources department will divulge if a person is eligible for re-hire. Are you?

Myth No. 3

If I had any issues with my former boss, I can simply leave him or her off my reference list and nobody will ever know.

Reality:

Many companies actually check references without an official list or you even knowing. They conduct what is know as a “social security check” to determine where you have worked in the past and then call the human resources department or office administrator at each employer for a reference. This practice also is in place to see if a prospective employee has left any significant places of employment off of a resume – another bad move that should be avoided at all costs.

Myth No. 4

I should have my references listed on my resume and distribute them together.

Reality:

Your references should be treated with kid gloves. Only provide them when asked. The last thing you want is a number of companies that may or may not have a real interest in hiring you bothering your references. What’s more, you want to meet with a prospective employer first to leave a favorable impression before any reference checks take place. If you suspect a less than favorable reference from someone, you can use the interview to address the situation proactively, from your perspective.

Myth No. 5

Once a company hires me, my references really do not matter anymore.

Reality:

Many employment agreements and contracts include a stipulation that says the employer can hire you with a 90-day probation period. Not only are they evaluating your job performance but, in some instances, checking your background and references. During this time, your new employer may call your former companies and, should the results be less than expected, they have the legal right to fire you.

Myth No. 6

I sued my former company and they are now not allowed to say anything.

Reality:

They may not be able to say anything definitive, but do not put it past them to carefully take a shot at you. There have been plenty of instances where a former boss or an HR staffer has said, “Hold on a minute while I get the legal file to see what I am allowed to say about Mr. Smith.” Many employers may be uncomfortable hiring someone who has a legal history, dashing your job prospects.

Myth No. 7

There is really no need to stay in touch with former references.

Reality:

As the saying goes – out of sight, out of mind. Honor the following etiquette guidelines and your references should continue singing your praises for a long time. First, call your former boss(es) periodically and update them on your career, asking them to continue being a reference for you. Make sure you thank them for their time. Next, as you move further up the career ladder in your profession or achieve new educational goals, make sure your references stay abreast of your success. As you progress, a reference is more inclined to see you in a positive light. Finally, acknowledge your references with a personal thank you letter or email; offer to take a former boss to lunch or dinner; or send them a thoughtful gift.

Allison & Taylor, Inc., headquartered in Rochester Hills, Mich., has been checking references for individuals since 1984. Its services have been listed and, recommended in best-selling books by Martin Yate. In addition, numerous articles have been published about the Allison & Taylor reference-checking service in magazines, newspapers and online, including the Wall Street Journal, CBSNews.com, The Detroit News and Worth magazine. For more information, please visit www.allisontaylor.com .