Reference Checks

A recent survey found that 78% of more than 1,300 responding companies say they do provide references. Do you know what your former employer will say about you to a prospective employer?

At the very least, an HR office will usually verify (1) that you did work there, (2) the dates of employment, and (3) the job title. The company may or may not release salary information or the reason why an employment relationship ended. Many companies refuse to offer more than dates of employment, salary history and job title. My previous employers would only verify dates of employment, job title, and salary. Ask your previous HR department what their policy is on responding to reference checks.

It’s important that you are honest in your responses to questions in an interview. The questions that are asked of your reference may virtually be identical to the questions you were asked during your interview in order to corroborate or negate your responses.

General impressions
- How would you characterize your experience working with this person?

Personal attributes
- What kinds of personal qualities come to mind when you think of him/her?

Technical skills
- This person would be responsible for handling XXX duties. Is there anything in this person's performance history that would cause you concern about their ability or appropriateness to do these tasks?
- What is the person's level of technical expertise in the essential job functions I need?

Achievements
- What impact has this person had on the organization? In his/her department?
- What are his/her biggest accomplishments or key contributions to the organization (examples)?
- How does this person compare with other executives in similar positions in your organization or comparable organizations?
- What kind of legacy did the candidate leave?

Leadership skills
- How would you describe his/her style of leadership?
- How is she/he a visionary? Examples?
- How has he/she been able to increase the visibility of the organization?
- How creative is the person in building resources and diversifying funding? Has he/she done fundraising?


Strategic thinking abilities
- What involvement did the candidate have in developing the strategic plan for the department or organization? What specifically did she/he contribute?
- How has the person demonstrated his/her strategic thinking ability? Examples?

Management style
- How would you characterize the person’s general management style? (e.g., authoritative, consultative, task-master, etc.)?
- How does he/she go about managing up?
- What type of work environment does he/she need to succeed?
- How would the candidate’s direct reports describe his or her management style? Supervisors?
- How does the person go about making tough decisions? Is she/he inclusive? Fair? Abrupt? Random? Other?

Operational effectiveness
- How much experience did this person have doing XXX for you, and how well did they do it?
- Please describe his/her operational and (if relevant) financial management abilities.
- What types of policies, procedures, or processes did the candidate implement?

Emotional intelligence
- How does the candidate deal with conflict? How rigid or flexible is she or he?
- How did you see him/her grow while you were working together?
- How well does this person build consensus among constituents with differing opinions or interests? Examples?

Internal and external communication skills
- How would you describe the candidate’s communication skills: verbal and written?
- How well does this person listen? How does she/he engage people?
- How often and did she/he keep his or her supervisors, direct reports, peers, etc. updated
- What methods did he or she use?

Areas for development and support
-What do you anticipate I will find to be this person's real strengths, and what areas would benefit from constructive coaching or mentoring?
- Given that no one is perfect and everyone has areas in which he or she can improve, can you describe any areas he/she can or should continue to develop?
- From what you have shared, can you tell me how this trait has impacted the person or the rest of the team? Do you see any liabilities or downsides to the candidate taking this position?
- What have been the person’s biggest professional challenges? How did she/he overcome them? Examples?
- If you were to do an appraisal on this candidate, what would his/her development objectives be?
- What would you see as the ideal position for him/her? Why?
- Where does he/she need the most support?

It is illegal for a former employer to purposefully give false information for the sake of harming one's reputation or preventing one from obtaining employment. It is illegal or unethical for a potential employer to ask a reference a personal question that is not directly related to your ability to do the job or any questions that would disclose any medical or disability information that could have a discriminatory impact on an employer’s decision to hire you. It’s inappropriate for an employer to ask your reference about your race, color, religion, nationality or ethnic background, age, disability status, martial status, parenting responsibilities or about your sexual orientation. References cannot be asked from clergy or any other persons who might reflect race, color, religion, sex, national origin or ancestry.

Always check with everyone on your list of references to be sure the contact information is current, and verify the person knows and agrees that she/he will be listed as a reference.

Prep your references. Let them know that you are interviewing with XYZ company and that he/she should be receiving a phone call in XX number of days. Tell your references the title of the position and provide them with a brief description and the requirements of the job. And don't forget to thank your references after you've gotten the job. You might need to utilize them as references again in the future so don't be a stranger and forget to keep in touch with them.

If you were fired or left on bad terms you may want to consider using a reference checking company to unmask what your past employer will say about you.

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Illegal Questions

When you interview for a job, your prospective employer is supposed to ask questions. The focus of interview questions should be: What does the employer need to know to decide whether you can perform the functions of the job? When an employer strays from job related questions into areas that relate to protected characteristics, this could raise an inference of discrimination, depending on the circumstances.

1. I noticed your accent. Where were you born?
2. What is your native language? If re-phrased you can be asked if you know a language provided it is required for the job. For example, if job responsibilities include supporting Spanish-speaking customers, it’s fair to ask whether the you speak Spanish.
3. Are you married or do you have plans of getting married?
4. Do you have children?
5. Do you plan to get pregnant?
6. Are you a single parent?
7. How are old are you?
8. I noticed that you attended the same high school I did. When did you graduate?
9. Do you have a disability or chronic disease? If the job will require some specific physical tasks, such as installing cables in walls and ceilings, the interviewer may ask whether you can perform those tasks with reasonable accommodation.
10. Are you in the National Guard or are you a Reservist?
11. Do you smoke or use alcohol?
12. Have you ever been arrested?
13. Do you have any debts?
14. How much do you weigh?
15. What does your spouse think about your career?
16. Have you ever been sexually harassed?
17. Tell me about your family?
18. This job has always been handled by a (man) (woman). Do you think you can handle it?
19. Do you live with your parents or have a roommate?

On the other hand, some interviewees (job seekers) actually volunteer information that would be considered illegal to acquire through questions. They often do this when asked the ice-breaker question, "Tell me about yourself." They may start by saying they are 29 years old, happily married, two children, a church-going Catholic, and a liberal Democrat. There's not much more the interviewer can ask that's considered illegal!

Assuming you will not volunteer such information, you need to be prepared to handle questions that may be intrusive and sensitive in nature.

If asked an improper question, you have a few options:

• You are free to answer the question. However, keep in mind that if you provide this information, you may jeopardize your chances of getting hired, in the event you provide the “wrong” answer. There may be a legal recourse available to you, but this is not the preferred outcome for most job applicants.
• You can refuse to answer the question. Unfortunately, depending on how the refusal is phrased, you run the risk of appearing uncooperative or confrontational, and losing the job. Again, there may be legal recourse, but this is hardly an ideal situation.
• You can examine the question for its intent and respond with an answer as it might apply to the job. For example, if the interviewer asks, “Are you a U.S. citizen?” or “What country are you from?,” you have been asked an improper question. You could respond, however, with “I am authorized to work in the United States.” Similarly, if the interviewer asks, “Who is going to take care of your children when you have to travel for the job?” your answer could be, “I can meet the travel and work schedule that this job requires.”

It's better not to confront or debate the interviewer about the legality of a question. But if you have any uncertainty about the questions, you should be alert to any pattern of discrimination...especially if you notice several illegal questions. Try and remember the questions and speak to the employer’s HR director and get answers to what may have happened.

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Handling a Interviewer's Objections

I read a comment on a job forum the other day that I thought was appropriate to share on this site. Because it is lengthy I chose not to copy and paste the entire comment in this article. Instead here is a snippet of what was written: "Does it seem to anyone else that usually the last conversation topic covered in a interview is that they have other people to interview? Do they really have other interviews, or do they just wanna beat around the bush?" This comment sparked alot of interest from the readers who visit the forum. There were 391 replies. Some of the entries were compliments on what others said but the majority had expressed the same frustration. I saw no one suggest how to handle that type of response from an interviewer. I stepped up to the challenge and responded. I could only offer a very brief suggestion (forum rules).

How you react to an interviewer's objection can spell the difference between success and failure as a prospective candidate. If your immediate response is to become defensive, flustered, or aggressive, you may have just lost out on a job offer and career. On the other hand, if you remain poised, thoughtful and take control of the situation, you may come out the winner.

When you think about it, the role of the interviewer is to test and verify the information on the resume, validate the appearance and mannerisms noted in the process so far, define the person's style and probe for flaws.

Your interview has concluded and the interviewer permits you to ask questions. You ask, "When would you like me to start?" You will receive one of these responses:
1) "We would like for you to start on....." This does not happen often, but it might, and you have to be ready for that. If you are not sure or need time to think about the position it's ok to ask the interviewer if you can get back to him/her by the end of the day and first thing on the next day. I would not recommend delaying your decision because you are holding out for another offer. It could backfire on you.

2) The answer to your question may be the opposite of #1. It might be something that is very negative. Ask for feedback. You may be able to change your interviewer's view of your candidacy if you are able to clarify on a response or elaborate on your background or accomplishments.

3)"I really like this, this and this about your background but I have concerns about this." That's merely an objection that you should try to handle on the spot because there is no better opportunity to change the person's mind or concern about something than when you are face to face. You may wish to reinforce your response to this objection in the form of "Thank You" letter that follows the interview. You will have to use your own judgment about how well you think you handled it or how important itwas to the interviewer.

4) "I have other people to interview." Ask the interviewer if he/she thinks you can do the job. At least get some commitment that you do have the skills to do the job. Then ask when they anticipate concluding all of the interviews.

Handling objections is very easy and it is something that we do all the time. You try to convince someone to do something your way, they may have some objections so you try to convince them. One of the best ways to handle an objection is to ask more questions. Such as, "Well, what is your concern about that?" or "Is that the most important part of the skill that you're looking for?"

The next time you are told, "I have other people to interview" do not assume the employer is beating around the bush. Accept it as an objection and handle it.

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Telephone Interview - Expectations and Preparation Tips

You have an appealing resume that is posted on the Web. Your circle of friends, family and others in your network are working on your behalf to get the word out that you are looking for a job. You have sent your resume to targeted companies that you want to work for. And now you are waiting for the phone calls. Before that call comes you should know what to expect and how to prepare for the phone interview.

Many Recruiters use the telephone interview to initiate the interview process. I prefer to use it as a screening tool to decide whether or not I want to pursue a face-to-face interview with the candidate. At a minimum I need to know if you have a clear understanding of the position, why you feel your background and experience would be a match for the position that I am trying to fill, and how you are going to add value to the organisation. I also want to know the level of interest the candidatehas in the position. During the phone interview I am also toned into the candidate's verbal communication; clarity, articulation and phone etiquette. Having thoroughly reviewed the resume I will have a couple of questions about information on the resume. My phone interviews normally take 10-20 minutes. I have heard of phone interviews lasting 45 minutes to 1 hour.

A phone interview can benefit you as well. You do not have to dress up and travel anywhere. No worries about the eye-to-eye contact, handshake and posture.

There are two types of phone interviews - expected and unexpected. Some Recruiters call to schedule a phone interview for the near future. But generally speaking, Recruiters will conduct the phone interview when they call. You should expect to engage in the interview when you receive that first call.

Those are the expectations. Let's talk about how to prepare.
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• Make a list of positions you applied for. A good practice is to create an Excel spreadsheet that contains the date you applied, the name of the position, company name and brief description of duties, responsibilites and job requirements. I have interviewed candidates who could not remember which positions they applied to. They tell me, "I have applied to so many positions..." That would indicate the level of interest that the candidate has in my position. You can also use this phone log. <

<Company Name:
Contact Person:
Position Applied for:
Date Applied:
Position Requirements:
My Key Qualifications:
Company Name:
Contact Person:
Position Applied for:
Date Applied:
Position Requirements:
My Key Qualifications:

• Write down your "Wow" statement. This is a 60-second introduction. which should include your skills, why you are interested in the position and how your experience and background can add value to the organisation. Rehearse your introduction so it doesn't sound like you are reading but sounds natural and sincere.
• Have a copy of your resume handy. Your resume is your "talking points". It will keep you on track as you discuss your background and help you answer questions about your past experience.
• Have a short list of accomplishments available for review. Specify and quantify your accomplishments (e.g. 'increased sales by 35%" or "reduced overheads by 27%").
• Prepare and write down your questions.
• Have a notepad and pen that works close by. Take notes so you can be better prepared for your first face-to-face interview. It is not a good sign of preparedness when you have to place the phone down so you can find a pen or find one that works.
• If your home phone number is listed on your resume coach your roommate, spouse, children and any other members of your household on how to answer the phone and take a message if you are not home. And remember to give you the message. I have had candidates tell me that they never knew I had called. Once I called a candidate who was leaving with her parents. One of the parents answered the phone and asked me how much the position paid, if there were benefits, when the position started, etc. A spouse of a candidate told me that if the salary was less than what the candidate was making the candidate was not interested.
• Think about your home's answering machine or cell phone message. A trend I noticed is voicemails/answering machines that treat incoming callers to a snippet of music from the resident's favorite singer. As a Recruiter, I am a bit annoyed if I have to listen to a song go on too long before I can leave a message.

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Your Body Language Can "Say" Alot

The moment you enter the interview room, your body language clearly depicts your mental attitude. A person walking in with their head down, stooping shoulders, or heavy steps gives an immediate impression of a depressed/dejected and a non-confident person. When I was laid off ( "How to Survive a Layoff" ) I was angry, felt rejected and was disappointed in myself. There were all types of emotions running through me. I wore those emotions on my sleeve and I'm sure they were on display when I started interviewing.

When I interview job seekers I like to observe their body language. You can show me through words that you know what you're talking about and you can answer my questions to clarify matters. At the same time however, your body language will also give out a lot more information. Based on your body language it can be seen if you come across as insecure or self-assured. It can also show if you are a busy or a quiet type and it helps give an impression of whether you are speaking truthfully or not. Body language can show if you not prone to stress. It can show how enthusiastic you are and if you are a friendly person, someone who will take his work serious, but also someone who has a sense of humour. Interviewers are taught to recognize body language. Everyone uses body language, but it takes place mostly at a subconscious level. Here are some of the most common body languages I've noticed:

• Looking down when asked a question. This tells me that the question I asked could present the interviewee some level of difficulty to answer.
  
• Folding arms across the body or crossing legs. A defensive posture.
  
• Slouching or hanging sideways in the chair would give me the impression that the job seeker is not interested in the job. However, sitting on the edge of your chair can come across as being a little tense and might give the impression that you feel uncomfortable.
  
• Movement of your hands might indicate that you feel at ease quickly. To much hand movement can be distracting. Pay attention to the actions of the interviewer. If they use their hands a lot to make things clear, you can definitely do this as well.
  
• Drumming with your fingers, clicking with a pen, shuffling with your feet, or kicking your feet the leg of the table can be very irritating and show signs of nervousness.

Slapping of the head indicates forgetfulness. To sit with one's hands behind the head shows superiority. If it is supported by crossed leg (or leg lock), it indicates that the person is ready to argue or compete.
Resting the elbow on the table or the arm of the chair with the chin or cheek resting on the palm indicates boredom, casualness and disinterest. Any movement where head rests on the hand, suggests the same.
Open palm, facing the other person is an indication of honesty. Closed fist with thumb hidden in it indicates difficulty in analysing a problem while clenched fists gives an impression of aggressiveness and threat. Pointing your index finger at someone signifies dominance, aggression and authority. During an interview, keep your palm open and always gesture with your complete hand and never point a finger to suggest something.


Steepling the fingertips and thumbs signals a sense of superiority and confidence, signifying a point well made. Hand pressed together with fingers of both hands aligned together indicate a desire to persuade and to mark a point.
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First impressions are crucial. An interview may last for 30 minutes or more but studies have shown that someone forms judgements about you within four minutes of meeting you and that these judgments affect their subsequent impressions.

• 55% visual impact, i.e. dress, facial expressions and body language
  
• 38% tone of voice
  
• 7% from what you actually say

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