Q: I am a new supervisor and recently learned that I am a final candidate for a new role at a company, that has always been my dream company. One of the interviewers said that they planned to do a “back-channel reference” on me before they extended an offer. I have never heard this phrase. Can you explain the process here? I googled the phrase and I am a bit nervous, not because I have anything to hide, but one of my last managers really despised me. Early in 2024, we celebrated a company achievement with our entire team. At this celebration he became intoxicated one night, and I think he was embarrassed. After that social event, he was downright mean to me. I am not sure I could explain this fully, and without being a ball of nerves. How would you handle it?
A: A back-channel reference is a type of reference call to one of your former managers, co-workers or sometimes even clients, without notifying you. A member of the hiring team often will call a person from one of your previous roles. The hiring team is looking for additional information about your performance. Some believe that back-channel references are unethical and should be avoided.
Some of the concerns are around trust. If you start the employment relationship “going around the process,” then this step could erode trust between the employer and the soon-to-be employee, even before day one of employment. Companies who state that they are transparent, ethical and trustworthy may want to think twice about conducting back-channel references. If an employer conducts a back-channel reference call, then are they operating in an ethical and transparent manner? It feels like it is a practice that is sometimes the opposite of being ethical and transparent. Additionally, if a candidate discovers that this call has been made, does this make a candidate second guess this employer and their ethics? A candidate almost always finds out if a back-channel reference has been conducted. In your situation, at least they notified you! Often the candidate is stunned that a call was made to a former manager or co-worker. I have seen the strongest candidates withdraw from the selection process, because they disagree with this practice.
Additionally, most candidates expect that their search will be kept confidential, particularly in the pre-offer stage. It is a small world, particularly in specific industries. If a back-channel reference is being completed, the confidentiality of your search could be jeopardized. I think almost every job hunter assumes that only their shared professional references will be contacted. Most of us have had a professional relationship with others, which have been less than ideal. What if this type of reference call is placed, and you have been harassed, bullied or demeaned? Or in your situation, the person may have a problem with alcohol, and then they suddenly have an angry demeanor when working with you. This reference may be biased, based on the recent events. Since the reference may seem to be awkward during the call, this sometimes sets off a “red flag” type of concern. This may paint your candidacy in a negative light. I have heard of biased references being given for a number of reasons: the person providing the reference was envious of a promotion that the candidate had earned and still holds a “grudge” unfortunately, a candidate was terminated after a complaint about the company’s safety practices or the reference giver was inappropriate with the candidate and a poor reference is retribution. You may have a co-worker who just may not know about your performance, but still will respond to a black-channel reference call, and offer information.
Some also feel that a back-channel reference may not be an equitable practice. Does a mom returning to the workplace have the same “playing field” as a man who has been working for past 10 years? Do we all have the same professional networks, or does this practice reinforce the hiring of those who went to the same colleges which we went to, or those who lived in the same towns which we lived in.
I understand why employers want to talk to references who have not been prepped, coached how to respond, or even told what to say. Employers want to minimize misfires when hiring a new employee. There are a few options for the employer. First, early in the process, the hiring team could disclose that they sometimes try to reach out to a back-channel reference so that they better fully understand a candidate’s work experience, strengths and weaknesses. Second a hiring manager could check a back-channel reference, as part of the “up front” process, and notify the candidate that this early step is part of the process. The hiring manager could also explain that the company wants to reduce the risk of hiring someone who might not be a good match for the company’s expectations. Additionally, it could be explained that when you when contact a candidate-supplied reference, the hiring manager will ask the reference if there is anyone else at the company who may have better insight into the candidate’s strengths and weaknesses.
Some employers feel that a list of candidate-supplied references is less than ideal, and these references will only share the positives of the employment relationships. That may be true, but there are also ways to conduct a reference check that may suss out a poor performer.
One approach to handling this challenge is to explain the situation with your last manager. I would not “throw him under the bus,” but instead explain that the two of you enjoyed a positive relationship, but then the relationship changed after this celebration. You may also explain that how the company celebrated company wins seemed to be “over the top” to you. I would try to use an empathic and kind tone when offering your explanation. Or you could suggest that this employer contact anyone from another employer, instead of your current employer. This will send the signal that there are others who could speak to your performance, but aren’t aware of this unusual interaction.
Again, I understand why an employer wants to minimize risks, but often these types of references start the employment relationship on a less than ideal note. Companies have to assess the advantages and disadvantages of back-channel references.
Pattie Hunt Sinacole is a human resources expert and works for First Beacon Group in Hopkinton, an HR consulting firm. She contributes weekly to Boston.com Jobs and the Boston Sunday Globe Money & Careers section.