8 min read

Get Actionable Reference Feedback from Referees

Key Takeaways

Phone calls often lead to vague or non-committal answers from referees.
Referees feel more comfortable giving honest data through written digital formats.
Structured questions help remove bias and focus on job performance.
Using modern tools saves time for both the recruiter and the referee.
Clearer data leads to better hiring decisions and lower turnover.

You need high quality information to make good hiring choices. However, getting actionable reference feedback is often a difficult task. Many hiring managers rely on phone calls to check a candidate's history. These calls often result in short, vague, or overly positive answers that do not help you decide. If a referee is hesitant, they may avoid giving any real details about a person's weaknesses. This lack of detail can lead to a bad hire. At RefHub, we believe that changing your method can help you get the truth.

The Challenge of Vague Referee Responses

When you call a referee, you expect a deep look into how a candidate works. Instead, you often hear generic phrases. The referee might say the person was "fine" or "a good worker." These answers do not tell you how the person handles stress or works with a team.

Vague feedback creates several problems:

You cannot verify the candidate's actual skills.
You might miss red flags that could hurt your company.
You spend too much time chasing people for more information.
Your hiring process becomes based on feelings rather than facts.

To fix this, you must understand why referees do not want to speak freely. Only then can you change your strategy to get the facts you need.

Why Referee Hesitation Happens on Phone Calls

Referee hesitation is common during traditional phone checks. Several factors cause this behavior. First, many people worry about legal issues. They fear that saying something negative could lead to a lawsuit. Because of this fear, they stick to a "neutral" script.

Other reasons for hesitation include:

Lack of preparation: The referee was caught off guard by your call.
Social pressure: It is hard for many people to say negative things out loud to a stranger.
Time constraints: The referee is busy and wants to end the call quickly.
Memory gaps: They may not remember specific details while put on the spot.

When you use a phone call, you are asking for an instant reaction. This pressure often leads to the safest, most boring answer possible. This does not help you get the data required for a smart hire.

Moving Toward Digital Surveys for Better Data

One of the best ways to get better information is to stop using the phone as your primary tool. Digital surveys offer a different environment for the referee. When a person can sit down and type their answers, they feel less pressure.

Digital methods offer these advantages:

Referees can choose a time that works for them.
They have time to think about their answers before submitting.
Written words often feel more formal and serious than a casual chat.
It is easier to track and compare data when it is in a digital format.

To move away from vague phone calls, you can use structured reference surveys that guide the referee through specific criteria. This method makes it easier for them to be honest without feeling like they are being interrogated.

The Benefits of Structured Reference Surveys

A structured survey uses specific questions to get specific answers. Instead of asking "How was their work?", you ask the referee to rate the candidate on a scale of one to ten in certain areas. This forces the referee to make a choice.

Benefits of this structure include:

Consistency: Every referee for a job role answers the same questions.
Objectivity: It is harder to give a "fluff" answer when you must choose a rating.
Clarity: You get data that you can actually measure and compare.
Efficiency: You do not have to spend hours playing phone tag.

By using a structured system, you make the job easier for the referee. They do not have to guess what you want to know. The survey tells them exactly what information is important.

Strategies for Getting Detailed Reference Answers

To get detailed reference answers, you must ask the right questions. Avoid "yes" or "no" questions. Instead, use questions that require an explanation of behavior.

Consider using these types of questions in your digital forms:

Competency-based questions: Ask how the candidate handled a specific task.
Behavioral questions: Ask for an example of how the person solved a conflict.
Comparative questions: Ask how the candidate performed compared to others in the same role.
Scale-based questions: Use a 1-5 or 1-10 scale for technical skills.

When you ask for examples, you move past the hesitation. It is harder for a referee to be vague when they are asked to describe a specific event. This gives you the evidence you need to trust the candidate's claims.

How Digital Tools Improve Honesty

Many people find it easier to be honest in writing than over the phone. A digital interface creates a sense of distance. This distance actually helps the referee feel safer when sharing constructive criticism.

Digital tools also help because:

They can include "logic" that asks for more detail if a low score is given.
They allow the referee to look up old performance reviews or files.
They remove the "awkward silence" that happens on a phone call.
They provide a clear record of what was said, which reduces confusion.

RefHub helps companies move their process online. This change leads to more honest and useful feedback. When referees feel comfortable, they provide the insights that help you avoid hiring mistakes.

Conclusion

Getting the truth from a referee does not have to be a struggle. While phone calls often lead to referee hesitation, digital and structured methods break down those barriers. By using digital surveys, you give referees the time and space they need to be clear. This results in detailed reference answers that you can use to build a better team.

Stop relying on vague phone chats. Use a system that values data and honesty. This will make your hiring process faster and much more reliable.

Frequently Asked Questions

Why do referees give vague answers on the phone?

Referees often feel put on the spot during a phone call. They may worry about saying the wrong thing or getting into legal trouble. Because they want to be helpful but safe, they give generic, positive feedback that lacks detail.

How do digital surveys encourage more honesty?

Digital surveys allow referees to answer questions at their own pace. The written format feels more private and less confrontational than a live conversation. This environment makes it easier for them to share both strengths and areas for improvement.

What is the best way to ask for a reference?

The best way is to use a structured digital form. This form should ask specific questions about the candidate's skills and past behavior. Providing a clear and easy way for the referee to respond will result in better data for your hiring team.

Can I still call a referee if I use a digital survey?

Yes, you can always follow up with a call if a specific answer in the survey needs more explanation. However, starting with a digital survey gives you a solid foundation of data first. This makes any follow-up call much more productive.

Does RefHub help with the reference process?

RefHub provides tools to automate and improve the reference checking process. By using digital systems, RefHub helps you gather high quality feedback quickly while reducing the manual work for your recruiting team.

‍