Sourcing and recruiting senior executives (VP, Director, C-Level) is a complex, high-stakes process where every wrong decision can cost the organization dearly. While in-depth interviews and CV review are foundational, reference calls are a critical tool for completing the picture, validating data and identifying red flags.
Who should you talk to beyond the references the candidate provided?
Senior candidates usually provide a list of references they choose — people who will most often portray them in a positive light. To get a more objective and complete picture, it is important to look for "backdoor references". This is a sensitive step that requires discretion and judgment.
Who can be effective backdoor references?
- Past managers who were not provided: Try to locate other managers the candidate worked under, even in more distant roles.
- Peers from parallel ranks or other functions: Peers from R&D, finance, marketing or sales can provide a unique perspective on collaboration and cross-organizational impact.
- Former direct reports: Less common at executive levels, but sometimes provides insight into leadership style. Approach with great care and complete discretion.
- Senior HR people from previous organizations: Can provide information on dates of employment and circumstances of departure.
How do you find them? LinkedIn, personal networks and proactive outreach. It is important to explain the purpose of the conversation and to maintain full discretion toward the candidate — unless you have their explicit permission.
What questions should you ask to assess fit?
General opening questions
- "What was your relationship to [candidate's name]?"
- "When did you work together, and in what roles?"
- "In your view, what were the three most significant contributions of [candidate's name] to the organization?"
- "What are the three main areas of improvement you identified in [candidate's name]?" (A critical question that gives an indication of the reference's objectivity.)
- "Would you hire [candidate's name] again into a team or company of your own? Why?" (A direct, powerful question.)
Addressing red flags surfaced in the interview
1. Inconsistency in the career narrative or employment gaps:
Question for the reference: "Can you share the circumstances of their departure? Was the process smooth?"
2. Vagueness around failures:
Question for the reference: "Tell me about a time when [candidate's name] hit a significant challenge or led a project that failed. How did they handle it?"
3. Generic answers about leadership style:
Question for the reference: "Can you describe a specific example where [candidate's name] led a team to a meaningful achievement? How did they motivate the team?"
4. Concerns about cultural fit:
Question for the reference: "How would you describe their ability to work in a fast-changing or high-pressure environment? How did they integrate with diverse teams?"
5. Unrealistic expectations:
Question for the reference: "What were [candidate's name]'s career aspirations while they were working with you? Were they realistic in that organizational context?"
How do you spot evasive responses?
- Generic, detail-free answers: "They were a great employee" — with no examples.
How to respond: "Could you give me a concrete example of a situation where that strength showed up in an exceptional way?" - Avoiding any critical feedback: "It's hard for me to think of anything to improve."
How to respond: "I understand it's hard to think of weaknesses. Let's think of one area where [candidate's name] could have grown even further." - Long silences or topic changes:
How to respond: "I can see you're thinking about it. Is there something specific making you hesitate?" - Over-focus on "we" instead of "they":
How to respond: "Thanks for sharing the team's achievements. Could you specify what [candidate's name]'s specific role was?" - Deflecting to another reference: "Maybe you should speak to [other name]."
How to respond: "I'd be happy to speak with them too, but it matters to me to hear your perspective."
An effective reference call is the art of active listening, gentle probing and attention to detail. It requires the interviewer to pick up not only on what is said, but on what is left unsaid. At WorkNet we believe that rigorous investment in this process — combined with advanced AI Matching and discretion — is the key to a successful placement.