Stop Wasting Your Reference Checks: Here's How to Actually Learn the Truth

Aug 7

Most reference checks get phoned in.

And not just figuratively — they’re often squeezed into the last ten minutes before an offer goes out, treated like a formality. You make the call, ask “Would you rehire them?” and move on.

But that single question rarely gives you the full picture. And it definitely doesn’t protect you from what hiring managers dread most: a great interview that turns into a poor hire.

Here’s the truth:

Reference checks aren’t about confirming a résumé — they’re about learning how someone actually behaves when the pressure’s on.

Not just when they’re trying to impress you, but when things get messy, deadlines shift, and collaboration isn’t optional.

When you do reference checks right, they reveal the stuff that interviews usually don’t — the behaviors, habits, and patterns that can make or break your next hire.

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Start with the Right Mindset

Think of a reference check as a conversation — not an interrogation.

The goal isn’t to catch someone in a lie. It’s to understand how this person operates, what support helps them thrive, and how they respond when things aren’t going smoothly.

Set that tone right away with a simple opening:

“This isn’t about looking for red flags — we just want to understand how they work, where they thrive, and how we can support them if they join us.”

That one sentence disarms people. It turns a cautious, surface-level call into a genuinely helpful conversation.

Ask Smarter Questions — Ones That Actually Tell You Something

A solid reference call isn’t about rattling off a checklist. It’s about asking the kinds of questions that get people to open up — and paying attention to what they say and how they say it.

Here are six questions worth asking — not because they’re clever, but because they uncover the things that interviews often miss.

1. What was one of the toughest challenges they faced — and how did they handle it?

This is often the question that opens the door to something real. Most candidates look polished on paper and handle interviews well — but that doesn’t tell you how they respond when things break down. A good reference will usually pause, think, and then share a story that gives you insight into the candidate’s behavior under pressure, how they process stress, and whether they look for solutions or shift blame.

2. What kind of support helped them perform at their best?

Everyone has a way of working that brings out their best — whether that’s clear structure, frequent check-ins, or full autonomy. You’re not just trying to determine if they were effective, but how they got there. The answer to this question helps you see if your environment matches their style — and whether you’ll be setting them up to thrive or flounder.

3. How did they respond to feedback — especially when it was tough to hear?

Some people hear constructive feedback, take it to heart, and improve fast. Others nod, smile, and keep doing what they’ve always done. This question often gets a more honest answer from a reference than anything you’d get in an interview. Listen for signs of growth, curiosity, and accountability. If the reference has no example to share, that’s telling too.

4. What impact did they have on the team dynamic?

Not everyone is a culture driver — but you want to know if they played well with others, kept things running smoothly, or brought friction into the mix. Instead of asking directly about behavior or attitude, this question lets the reference paint a picture of how the candidate fit into the team — or didn’t. Their tone often says as much as their words.

5. If you were working with them again, what would you do differently to help them succeed?

This is a gentler way to surface growth areas without putting the reference in a tough spot. It invites reflection and often leads to useful details — maybe the person needed more structure upfront, clearer priorities, or better time management coaching. These aren’t red flags — they’re insights you can use to manage the person better if you hire them.

6. Would you work with them again — and in what type of role?

This version of the classic “Would you rehire them?” gets better answers because it invites specificity. A quick, confident yes is great — but if they pause or hedge, that matters. If they say “yes, but probably not in a leadership role again,” you’ve just learned something critical that might not show up in a background check.

3 Common Reference Check Scenarios — and What to Do

1. The candidate can’t provide a manager reference.

This doesn’t mean the end of the road. Ask for a senior coworker, project lead, or cross-functional partner. Someone who saw them work closely can still offer helpful insight — especially on collaboration, adaptability, and follow-through.

2. You only hear generic praise.

“Great team player,” “very reliable,” “super easy to work with.” All fine — but if that’s all you’re getting, it’s not enough. Ask for a specific project or moment that reflects those traits. If the reference can’t come up with one, the compliments may be more polite than real.

3. Multiple references flag the same growth area.

When more than one person brings up the same issue — like prioritization or communication — pay attention. It doesn’t always mean a dealbreaker, but it gives you a clear place to focus support if you move forward.