Streamlining Remote Hiring: How to Conduct Effective Reference Checks from Anywhere

Getting Started with Remote References

First things first — you need a game plan. 

Think of remote reference checking as building a new house. You wouldn't start hammering away without blueprints, right? The same goes here. Take a minute to map out who's doing what, when they're doing it, and how everything gets documented. 

This isn't about creating rigid rules but instead ensuring everything runs smoothly.

You'll also want to ensure you have the right tools in your belt. Your new best friends are video calls, secure emails, and reference-checking software. 

Speaking of which, RefNow's automated system handles 88% of references all by itself. That means no more playing phone tag or sending endless follow-up emails.

Making Remote References Feel Personal

Just because you're not meeting face-to-face doesn't mean you can't build rapport. 

Start with clear, friendly communication. Remember that reference on the other end of the line is doing you a favour — make it easy for them to help you.

When you're actually conducting the reference check, mix structure with natural conversation. 

Yes, you want to get through your questions, but some of the best insights come from letting the conversation flow naturally. And don't forget to watch for those non-verbal cues if you're on video — they often tell you as much as the words do.

When Things Get Tricky

Let's talk about what happens when things don't go perfectly smoothly (because, let's be real, they don't always do). 

Every hiring manager has their share of stories about the process going sideways, but understanding these challenges (and having the right tools) can turn potential headaches into manageable situations.

The Time Zone Tangle

You're sitting at your desk in New York, coffee in hand, ready to conduct a reference check. The only problem? Your reference is in Singapore, where it's already tomorrow, and they're heading to bed. 

Or maybe you've got a candidate's former manager in London who can only talk during your pre-dawn hours. Fun, right?

This is where automation becomes your best friend. Instead of playing international time zone bingo, modern platforms let references provide their input when it works for them. 

No more scheduling gymnastics, no more awkward midnight calls, and definitely no more apologising for waking someone up in Australia. References can thoughtfully complete their assessments during their workday, leading to better, more considered responses.

The Case of the Vanishing Reference

A reference enthusiastically agrees to help, then seemingly vanishes into thin air. 

Your emails go unanswered, your calls go to voicemail, and you're left wondering if they've been whisked away to a tropical island without internet access.

Traditional reference checking would leave you playing detective, but automated systems keep the ball rolling. They'll persistently (but politely) follow up, try alternative contact methods, and even help you pivot to backup references if needed. 

When Technology Has Other Plans

Technology can be wonderfully helpful — until it isn't. 

Video calls freeze right as you're asking about the candidate's biggest achievement. Audio quality makes every third word sound like it's being spoken underwater. 

This is exactly why having a flexible, automated system makes so much sense. No special software to download, no complex technology to navigate — just simple, reliable ways to provide feedback that work across any device. 

The Right Technology Works For You, Not Against You

RefNow gets references done in an average of 36 hours. That's not just faster — it's a complete shift in how reference checks work.

Here's what that looks like in practice: 

You send out a reference request. While you're focusing on other important tasks, RefNow automatically follows up, collects responses, and puts together clean, professional reports. It's like having a super-efficient assistant who never sleeps and never forgets to follow up.

The system even catches things you might miss:

• Built-in fraud detection? Check. 
• Custom questions for different roles? You got it. 
• Real-time tracking so you always know where things stand? Absolutely. 

And when you need to share information with your team, everything's in a clean PDF report.

Making the Final Call

When all your remote references are in, it's time for the crucial task of synthesising information to make an informed hiring decision. 

Here's how to piece everything together effectively.

Identifying Patterns and Themes

The real gold in reference checks often lies in the patterns that emerge across multiple conversations. Start by looking for recurring themes:

• Are multiple references highlighting similar strengths?
• Do you notice consistent feedback about particular situations?
• Are there common threads in how the candidate handles challenges?

For instance, if three references independently mention your candidate's ability to creatively solve problems, you're likely looking at a genuine strength rather than a coincidence. 

Similarly, if multiple references mention how well they handle pressure without being directly asked, that's a valuable insight into their work style.

Red Flags vs. Growth Areas

Not all potentially negative feedback carries the same weight. Learn to distinguish between:

Red Flags:

• Inconsistencies between different references' accounts
• Vague responses to specific questions about past performance
• Hesitation when discussing integrity or teamwork
• Patterns of conflicts or communication issues across different roles

Growth Areas:

• Skills that can be developed through training
• Feedback about areas where the candidate shows awareness and improvement
• Situations where the candidate learned from mistakes
• Challenges that might not be relevant in your specific environment

Remember: The goal isn't to find a perfect candidate but instead to identify someone whose growth areas you can support and whose red flags (if any) won't compromise their success in the role.

Looking Ahead

Remote hiring isn't going anywhere, and neither are remote reference checks. 

The good news is that they can work better with the right approach and tools than the old way of doing things. 

You can make faster decisions, get more consistent information, and spend your time on what matters — building a great team.

With automated tools handling the heavy lifting, you can focus on what computers can't do — making thoughtful decisions about who's right for your organisation.

Want to see how much easier reference checks can be? 

Our system processes thousands of references every day for companies just like yours. Your next great hire is out there — let's ensure you find them.