Reference checking is essential to getting the right candidates into the right roles, but we all know how time-consuming the process can be. The effort it takes to track down people on the phone – just to get answers that hardly go beyond dates of employment – can take away a lot of the value of obtaining references in the first place.
That’s why many employers, recruiters, and background screening agencies are turning to automated reference checking software. Doing so offers anonymity for the reference and efficiency for the person on the other end. Plus, reference checkers are more likely to get comprehensive reporting that offers real insight into potential candidates.
Here’s what you need to know about switching to automated reference checking and the benefits that come with doing so.
The challenges of traditional reference checking
Traditional reference checking processes tend to be full of challenges and often end up being both difficult and time-consuming. These hurdles arise due to various reasons, including the limited scope of information obtained, the time required to contact references, and the potential for bias in the responses received. Just what makes the traditional reference-checking process so cumbersome?
Limited information to obtain
Typically, reference checks involve contacting a few individuals who have worked closely with the candidate in the past. However, these references may not always have a comprehensive understanding of the candidate’s skills, abilities, and work ethic. They may only provide a narrow perspective based on their own interactions with the candidate, which can lead to an incomplete assessment of the candidate’s suitability for the role.
For example, if they worked with them on an inter-departmental committee, then they are unlikely to know of the employee’s general performance outside of that particular initiative.
Time commitment for making contact
Traditional reference checking involves reaching out to the provided references via phone or email, scheduling conversations, and waiting for responses. This process is naturally time-consuming and may cause delays in the overall hiring timeline.
Moreover, references may have busy schedules or be reluctant to provide candid feedback, further prolonging the process. Most people screen calls from people they don’t know, so then you’re stuck waiting for a call or email back, which may come at an inopportune time. HR or recruiters can quickly become the bottleneck in this process, which is particularly troublesome when filling urgent roles.
Bias in responses
References may have personal feelings – positive or negative – towards the candidate, which can influence the information they provide. Positive biases can result in exaggerated praise, while negative biases can lead to unfair criticism. Either way, these opinions can skew the overall assessment of the candidate and impact the hiring decision.
Opinions that are subjective
References are likely to share their personal opinions or anecdotes about the candidate’s performance, which may not always align with the requirements of the role or the organization’s values. This subjectivity can make it challenging to factor reference checks into the overall hiring process.
While you certainly need to understand their past performance, much of what you’ll receive in a traditional reference check is basically a statement of whether or not the individual liked the candidate.
Inability to prove authenticity
Many people don’t take the authenticity of the provided references into account – but they should. Candidates sometimes provide references who are biased in their favor or may even provide false references altogether. It’s not out of the question that one of the references you’ll call is actually the candidate’s best friend, posing as the named source.
Verifying the credibility of references can be especially time-consuming and may require additional efforts, such as cross-referencing with other sources or conducting background checks.
Time zone or language incompatibilities
The traditional reference checking process can get complicated when dealing with international or remote candidates. Contacting references in different time zones or different countries can add logistical complexities to the process.
Language barriers and cultural differences may also hinder effective communication, making it challenging to gather accurate and meaningful information. Again, all of this can take extra time in the process and slow hiring down.
As organizations strive for more efficient and effective hiring practices, it becomes crucial to explore alternative approaches that address these challenges and provide a more comprehensive and reliable assessment of candidates.
The benefits of automated reference checking software
We’ve pretty thoroughly covered the problems that come with traditional reference checking, and if that’s a process you go through regularly, you already knew all of that. Fortunately, there is an alternative. Modern technology allows professionals to streamline the reference checking process and not only save time, but also improve each part of the process. Automated reference checking software offers several advantages, including:
Time savings
Many people see this as the most important aspect of moving to automated platforms. Automated reference checking significantly reduces the time and effort required to conduct reference checks by automating the process. This allows HR professionals to not only reach more reference check contacts but also focus on other important tasks.
In an article from SHRM, one company mentioned that their reference response rate increased from 2.5 to 7.1. The business leader also mentioned that the response time moved from 4 days down to 1 or 2. That can make a significant difference when time is of the essence.
Standardization
Automated software ensures a consistent and standardized approach to reference checking. It follows a predefined set of questions and evaluation criteria, eliminating inconsistencies or too much subjectivity. Remember the potential biases we talked about? This is a useful way to avoid having personal opinions make up too much of the response.
Efficiency
With automated software, reference checks can be conducted simultaneously for multiple candidates. This streamlines the hiring process and enables faster decision-making. This also allows hiring managers to reach out to more references if they want to. For example, if they used to request 3, now they might send 6 or 7 all at once and get the original 3 they hoped for without tracking people down.
Accuracy and reliability
Automated reference checks provide objective and reliable feedback. The software captures and analyzes data efficiently, reducing the chances of human error or subjective opinions. The confidentiality of automated systems gives respondents more confidence, and they tend to be more candid.
Improved candidate experience
Automated software allows candidates to provide references conveniently and securely, without the need for repetitive phone calls or emails. This improves the overall candidate experience and reflects positively on the employer’s brand. We’ll cover that in more detail further on.
These benefits make automated reference checking software a valuable tool for organizations aiming to save time, streamline their hiring processes, and make more informed decisions.
Software enhances the candidate experience
The benefits of automated reference checking software are pretty obvious when it comes to the individuals tracking down the references. Whether that’s a hiring manager, an agency, or anyone else who fills open roles, they’ll certainly appreciate the time savings and improved responses that come with automated reference checking. However, we all know there are other people involved in the hiring process – the candidates!
Automated software actually saves time and makes things easy for candidates during the hiring process in several ways:
- Online applications – With automated software, candidates can submit their applications online. This eliminates the need to print, mail, or physically deliver their resumes and other application materials. It saves candidates time and allows them to apply to multiple positions with ease.
- Convenience – Candidates can provide their references conveniently and securely through automated software. They can upload contact information and submit reference details at their own convenience, eliminating the need for time-consuming phone calls or emails.
- Automated pre-screening – Many companies use automated software to pre-screen candidates based on specific criteria or qualifications. This process typically involves a series of automated questions or assessments. Candidates can complete these pre-screening tasks at their convenience, without the need for scheduling phone or in-person interviews. It saves time for both the candidates and the hiring team.
- Automated communication – Automated software can send email updates and notifications to candidates throughout the hiring process. Candidates and references receive both text and email notifications to ensure you get a quick response, and you can keep your look and feel with branding present on all reporting.
- Reduced wait times – If you’ve ever applied for a job and gone through the process from start to finish, you know how nerve-wracking it can be. On average, the typical hiring process takes between 3 and 6 weeks. Naturally, the process can take longer depending on things like position level and interviewer availability. Unfortunately, reference checking is part of the process that can really slow things down. If you can eliminate some of these inefficiencies, you can reduce the time to hire – which future employees will really appreciate. That’s a benefit for the hiring organization too, because you run less risk of your favorite applicant accepting a position elsewhere.
And, there’s the bonus of enhanced privacy and confidentiality. Automated software helps with privacy and security, so candidates have more peace of mind regarding how information about them is being shared and saved. References are securely stored and only accessible by authorized personnel. This instills trust in the process and protects the confidentiality of both candidates and references, which can be great for laying the groundwork for being an employer of choice.
At the end of the day, anything you can do to streamline stages of the hiring process, reduce work for your candidates, and provide them with a more user-friendly experience is going to reflect well on your organization. This sets you apart from other companies they might be interviewing with, and just might be the difference in which offer they choose to accept!
How Vitay works
One of the best things about Vitay’s integrated solution is how easy it is to use. The process is reduced to these simple steps:
- Send a reference request to the candidate via the Vitay platform.
- References provide feedback via our secure, web and mobile-friendly application.
- Receive detailed multi-point analytics and insights about the candidate.
Vitay: Flexible features for getting feedback faster
Vitay is packed with functionality that helps business leaders find better candidates, collect high-value reference feedback, and automate processes. Here’s a quick breakdown of what Vitay brings to the reference checking process:
- Web and mobile platforms – Vitay can be used with any device across both web and mobile platforms.
- Multi-point fraud detection – Our fraud detection algorithm monitors and notifies you of any suspicious activity. Tracking IP addresses, devices, locations, browsers, and time stamps.
- Client branding on reports – Keep the look and feel of your brand on all reports generated.
- Mass candidate upload – Upload bulk lists of candidates into the platform for simultaneous reference checks.
- Customizable question sets – Create any combination of question sets to match the role you are hiring for.
- Automated email and text notifications – Candidates and references receive both text and email notifications to ensure you get a quick response.
- PDF and Excel reporting – Generate detailed PDF and Excel reports to review candidate insights.
- Passive candidate sourcing – Automatically build a pipeline of talent from job candidates’ references and referrals.
You might be surprised to learn just how easy the reference checking process can become – and how much time and effort it can save. On top of that, automated reference-checking software can improve the candidate’s overall experience and give you an edge in the hiring process. Want to learn more about the benefits of our software? Book a demo today!
Comments are closed.