However, if not conducted thoughtfully, they can inadvertently perpetuate biases.

When hiring with a focus on diversity, reference checks should be carried out with an understanding of how biases can impact evaluations.

Diversity-first hiring aims to create a more inclusive workforce by considering candidates from a variety of backgrounds, experiences, and perspectives. Reference checks should reflect this commitment by focusing on relevant competencies and avoiding questions or biases that could disadvantage candidates from diverse backgrounds.

Here’s a guide to help you conduct reference checks fairly, along with strategies for recognising and addressing biases.

Step-by-Step Guide to Performing Reference Checks Without Bias

1. Define Clear Evaluation Criteria

What to Consider: Establish specific competencies and behaviours you want to evaluate. This includes job performance, teamwork, communication skills, and problem-solving abilities.  Make sure to develop your own DEI Candidate Scorecard.

Example: If you’re hiring a project manager, criteria might include leadership skills, ability to meet deadlines, and experience in managing diverse teams.

Clear criteria ensure that the reference check focuses on objective aspects of the candidate’s qualifications rather than personal characteristics.

2. Prepare Standardised Questions

What to Consider: Use a consistent set of questions for all candidates. This helps in comparing responses fairly and ensures that you’re evaluating everyone based on the same standards.

Example: “Can you describe how the candidate managed conflicts within the team?” rather than “How did the candidate handle stressful situations?”

Standardised questions reduce the risk of introducing biases based on the interviewer’s perceptions or assumptions.

3. Be Mindful of Language and Framing

What to Consider: Use neutral, non-leading language in your questions to avoid influencing the reference’s responses.

Example: Instead of asking, “Was the candidate a strong leader?” ask, “Can you provide examples of the candidate’s leadership abilities?”

Neutral language helps in obtaining objective information rather than responses shaped by the interviewer’s expectations.

4. Focus on Job-Relevant Information

What to Consider: Ensure that questions relate directly to the candidate’s job performance and qualifications rather than personal attributes.

Example: “How did the candidate contribute to team projects?” instead of “How did the candidate fit in with the team culturally?”

Keeping the focus on job-relevant information ensures that the evaluation is based on performance rather than personal fit.

5. Document Responses Objectively

What to Consider: Record responses accurately and avoid adding subjective interpretations or personal opinions.

Example: If a reference mentions the candidate’s punctuality, note the details without adding personal judgments about its significance.

Objective documentation provides a factual basis for evaluating the candidate and helps in making unbiased decisions.

Looking for more? Read our interview with Marjorie Boruel, Talent Acquisition Director at Qonto on how to create an Effective Interview Process in Tech.

What to Do If You See a Colleague Being Biased

1. Observe and Identify Bias

How to Identify: Pay attention to any patterns of questions or responses that may suggest bias. For example, if a colleague repeatedly asks questions related to cultural fit rather than job performance.

What to Do: Document instances of bias objectively and consider discussing them privately with the colleague to understand their perspective.

2. Address the Issue Constructively

Approach: Offer feedback in a non-confrontational manner. Use specific examples to illustrate how the bias could affect the fairness of the hiring process.

Example: “I noticed that the questions about cultural fit might be influencing our perception of the candidate’s qualifications. Let’s focus more on job-related competencies.”

3. Seek Guidance

How to Proceed: If the issue persists or you’re unsure how to address it, consult with a diversity and inclusion specialist or HR professional for advice on best practices.

Ensuring You Are Not Biased Yourself

1. Self-Reflection

How to Reflect: Regularly assess your own biases and how they might affect your decision-making. Consider taking implicit bias training or engaging in self-assessment exercises.

Example: Reflect on whether you unconsciously favour candidates who share similar backgrounds or experiences as yourself.

2. Seek Feedback

How to Proceed: Ask colleagues or mentors to review your reference check process and provide feedback on potential biases.

Example: Share your reference check questions with a trusted colleague to ensure they are fair and unbiased.

3. Implement Bias-Reduction Strategies

How to Implement: Use strategies such as blind recruitment or diversity checklists to minimise bias in your reference checks.

Example: Remove identifying information from reference check documentation to focus solely on the candidate’s qualifications.

Examples: Inclusive Questions for Reference Checks

– Team Collaboration: “Can you provide examples of how the candidate worked with team members from diverse backgrounds?”

– Problem-Solving: “How did the candidate approach and resolve conflicts within the team?”

– Adaptability: “How did the candidate adapt to changes in project requirements or team dynamics?”

– Leadership and Mentorship: “Can you describe a situation where the candidate demonstrated leadership or mentorship?”

– Cultural Sensitivity and Awareness: “Can you provide an example of how the candidate demonstrated sensitivity towards different cultural perspectives within the team?”

– Communication Skills: “How did the candidate ensure their communication was clear and effective when working with team members from varying backgrounds?”

– Feedback Reception and Adaptability:  “How did the candidate respond to feedback from colleagues or supervisors, particularly when it involved addressing areas for improvement?”

– Conflict Resolution: “Can you give an example of how the candidate handled a disagreement or conflict with a team member who had a different working style or approach?”

By adhering to these guidelines and continually striving for fairness, you can ensure that your reference checks support a diverse and inclusive hiring process. This approach not only helps in making equitable hiring decisions but also fosters a more inclusive workplace culture.