Who

Should you use?  Uh, how about some people that you think would be willing to say good things about you. Other than your current employer - since you weren't really planning to announce your imminent departure to your boss.  Reach back into your past for a boss or co-worker who will vouch that you are the best employee that ever configured a router, soothed an irate customer, designed an eCommerce website, etc.  Presuming that you've kept in contact with your prior supervisor(s), this should be no problem.

Put together a list of ex-managers from your former jobs and give each one a call.  Do not, under any circumstances, use anyone as a reference without asking first.  This is not only a breach of etiquette, it is downright stupid.  Your references are supposed to be people who are enthusiastic about your prior performance.  There's nothing worse for your candidacy than having a potential employer call an unsuspecting reference and catch him/her flat-footed.

Gregg Herrington, Philadelphia Branch Manager for Technisource, emphasized the importance of a heads-up.  "You want your references prepared to say good things about you.  If the request comes out of left field, they won't necessarily give you the glowing reference that both of you would hope for.  It's much more effective to give your contacts some time to think over what they'd like to say about you."

I can tell you from my own experience as a hiring manager that there's even something worse than a bad reference - it's the no reference.  Like: "Who???  Did he work here?  You mean he said he worked for me?" I'm sorry to tell you that this was a response I once gave.  All bad short-term memory jokes aside, I legitimately didn't recognize the name.  It would have helped to get a warning.

How

Should you ask for a reference?  Make phone calls to each of the potential references on your list and take the opportunity to catch up on recent developments.  One thing you may learn is that your references may have moved on to new positions themselves (note: this is why you keep up with your contacts; these new situations could have turned into possible new opportunities for you in your search). Track them down anyway, though it can be difficult.  Once you've located these folks, tell them that you are job-hunting and you were wondering if they might be willing to serve as a reference.

Then be quiet for a moment and listen.  If there isn't an immediate response like, "Oh sure, I'd be happy to help," or if there's a silence that goes on for a bit … there could be a problem.  You only want to list as references people who are going to be enthusiastic in their praise of your performance.  Should you sense that the person on the other end of the phone doesn't fall squarely in that category, give him/her an out, "It sounds like this might not be comfortable for you.  Please don't feel pressured to say yes, if you're uncertain.  I have other people I can use."

Of course, this is a pretty unsettling experience for anybody.  But if you're strong/brave, maybe you might ask what gives him/her pause about recommending you.  Believe me, it's good (though painful) to have some insight into areas where your previous managers thought you could improve.

Enough about refusals.  When people do agree to serve as references, get details from them about how/when they'd like to be contacted.  Remember that most employers are going to want to speak directly to references to probe for information.  Be sure to keep in touch with these references during the search process to let them know how it's going.  If someone goes to the trouble of giving you a glowing endorsement, it's a good idea to let him/her know how it turned out and how much you appreciated their efforts.

What

Are the typical questions your references will be asked?  The list of questions is pretty standard, but the type of response given may have to vary depending upon company policy.

There's a whole body of employment case law around the effect of reference checking on future employability.  Not being a lawyer, I'll avoid misstating anything by not discussing legalities.  It's enough to know that many large corporations will not officially provide any information beyond a general confirmation of the dates of your previous employment.  And, if asked, many will answer the question, "Would you rehire this individual?"

That's it.  Yup, all they'll volunteer on the record.  Now, off-line, there may be a different story.  Take a look at this list of typical reference questions and think about the answers about you:

• What was Joe Applicant's job title?
• Could you give me a brief description of the duties Jean Applicant performed?
• Was Joe reliable?
• Was the work Jean performed satisfactory?
• Did Joe get along with coworkers and supervisors?  [If relevant, with customers or clients?]
• What was the reason given for leaving your employ?
• Would you recommend Jean for a position as [whatever you're applying for]?

When

Should you supply reference names during the job search process?  In my opinion, not until there's a pretty good chance that you're about to be hired.  That means that you've had at least one interview and have gotten to know a little more about the company.

I know that a lot of potential employers will ask for references right up front.  Personally, I think that's jumping the gun.  Remember that your references are very precious to you.  You don't want to waste their good will on something that may turn out to be nothing.  If asked, tell the recruiter that you'll be happy to supply excellent references when it's apparent that both of you are getting more serious.

There is one exception to this rule.  When you're dealing with a headhunter, you may be asked to supply references right at the beginning.  It's important to help out here, since headhunters are agents for employers.  Reference checking may be part of their screening process to determine whether you are an appropriate candidate.  However, I still think it's okay for you to emphasize that you want to make sure that your listed references aren't being bothered by idle contact.

Why

Are references still important? Despite the red-hot market for tech folks of every stripe, employers still want to make sure that each hire is going to bring real value. Patty Trakimas, Technical Recruiter for Broadreach Consulting, confirmed that references are still critically important in the hiring process.

She says, "I'm always going to ask for the names of three people from anywhere you worked previously.  I like to talk to a boss, a co-worker and if relevant, someone who worked for the candidate.  That's how I get a good picture."

Dependability is key.  Employers want a track record with bleeding-edge technologies, but sometimes it's just not feasible (as many readers continue to complain.) What they need (and eventually recognize, we hope) is demonstrable evidence of ability to learn new skills and apply them on the job. Says Patty, "I try to probe for information about the kind of worker a candidate has been. I look for a strong, positive endorsement.  But when this doesn't come across, even if the reference doesn't say anything specifically negative, I still get the picture from the person's tone."

More

As I've said so many times before, don't burn your bridges when you leave a job.  The reference process is proof positive of the need for temperate behavior.  Next month, I'll be writing about the value of stock options as part of your compensation package, In God We Trust; All Others Pay Cash.  Send your stories and questions to jamie@jobcircle.com.  Later.

Enjoy this article?  Read more of JobCircle.com's Career Coach articles.

Jamie Fabian spent more than 15 years as a human resources executive before changing careers to become a senior project manager for a growing IT consulting company.  Now in management consulting for a large Pharma company, Jamie would like to be seen as a hybrid of Tom Peters, Tom Jackson, and Tom Wolfe, but spends too much time working, driving carpool and watching mindless TV to write more than this column.  You can contact Jamie with questions and comments at jamie@jobcircle.com.