Conducting effective reference checks is essential when hiring candidates for monitoring and evaluation positions. By verifying the candidate’s professional references, asking the right questions, and evaluating the information obtained, you can gain valuable insights into their work history, skills, and character. Use this information to make an informed decision on whether they are the right fit for the M&E role in your organization. Here are some steps to conduct effective reference checks in the process of hiring a monitoring and evaluation candidate.

Table of Contents

• Understand the Role of M&E in Your Organization
• Obtain permission from the candidate
• Develop a List of Questions
• Verify the Candidate’s References
• Contact the References
• Ask your Questions
• Evaluate the Information
• Follow Up with the Candidate
• Conclusion

Understand the Role of M&E in Your Organization #

Having a clear understanding of the M&E role and responsibilities within your organization is crucial to identifying the right candidate for the job. As you know, M&E professionals are responsible for a variety of tasks related to monitoring and evaluation, including designing and implementing monitoring and evaluation systems, collecting and analyzing data, and communicating results to stakeholders.

Reference checks are an essential part of the hiring process, as they provide valuable information on a candidate’s work history, skills, and character. When it comes to hiring for a monitoring and evaluation (M&E) position, reference checks become even more critical, as M&E professionals play a critical role in ensuring that programs and projects achieve their intended outcomes and impact.

To identify the right candidate for the job, you should first define the specific M&E responsibilities that the candidate will have within your organization. This can help you to identify the specific skills, experiences, and qualities that are required for the role. For example, if the M&E professional will be responsible for designing and implementing monitoring and evaluation systems, they should have experience in program design, data collection, and data management. If they will be responsible for communicating results to stakeholders, they should have excellent communication and interpersonal skills.

In addition to technical skills and experiences, M&E professionals should also possess certain personal qualities that can help them succeed in the role. These may include being detail-oriented, analytical, and able to work independently and as part of a team. By having a clear understanding of the M&E role and responsibilities within your organization, you can identify the specific skills, experiences, and qualities that are required for the role and use this information to guide your reference check process.

Obtain permission from the candidate #

Obtaining the candidate’s permission before conducting any reference checks is crucial to maintaining ethical and professional standards during the hiring process. It demonstrates respect for the candidate’s privacy and allows them to provide additional context or information about their work history or skills.

Being transparent with the candidate about the purpose and nature of the reference checks can also help to build trust and establish a positive working relationship from the outset. By explaining why you need to contact their references and what you hope to gain from the process, the candidate can feel more involved and invested in the hiring process.

When obtaining the candidate’s permission to conduct reference checks, it’s important to explain the following:

• The purpose and nature of the reference checks
• The types of questions that will be asked of their references
• How the information obtained from the reference checks will be used in the hiring process
• The timeline for the reference check process
• The candidate’s right to review and respond to any information obtained during the reference checks.

By obtaining the candidate’s permission and being transparent about the reference check process, you can build a foundation of trust and respect with the candidate, and ensure that you are conducting the reference checks in an ethical and professional manner.

Develop a List of Questions #

To conduct effective reference checks, it is crucial to prepare a list of questions that will help you assess the candidate’s suitability for the M&E role. Your questions should be specific and relevant to the role, and they should cover the candidate’s work history, skills, and character.

Here are some sample questions you may want to include:

• Can you tell me about the candidate’s experience with designing and implementing monitoring and evaluation systems?
• How would you describe the candidate’s analytical skills?
• Can you provide an example of a project the candidate worked on where they had to analyze data and communicate the results to stakeholders?
• How would you rate the candidate’s attention to detail?
• Can you describe the candidate’s communication and interpersonal skills?
• Can you provide an example of a time when the candidate had to work with a difficult stakeholder? How did they handle the situation?

Verify the Candidate’s References #

Verifying the candidate’s references is a crucial step in the reference check process. It’s important to ensure that the contact information provided by the candidate is accurate and up-to-date. Before contacting the references, it’s important to obtain the candidate’s permission and inform them of the types of questions you will be asking.

To verify the candidate’s references, follow these steps:

1. Contact the references: Reach out to the references provided by the candidate. You can contact them via email or phone, whichever is more convenient for them. It’s important to be respectful of their time and availability, so try to schedule a time to speak with them when they are available.
2. Introduce yourself and your organization: When contacting the references, introduce yourself and your organization. Let them know that you are conducting a reference check for a candidate who has applied for an M&E position in your organization.
3. Ask your prepared questions: Ask the reference the prepared questions that you have developed. Be sure to listen carefully to their responses and take notes. Ask follow-up questions to clarify any points and to gather more information.
4. Thank them for their time: Once you have finished asking your questions, thank the reference for their time and assistance. Let them know that their feedback is valuable and will be taken into consideration during the hiring process.
5. Evaluate the information obtained: After conducting the reference checks, evaluate the information obtained. Look for patterns and inconsistencies in the responses and compare the information with the candidate’s application and interview. Consider how the feedback fits with the skills, experiences, and qualities you are looking for in an M&E professional.

By verifying the candidate’s references and asking the right questions, you can gain valuable insights into their work history, skills, and character. Use the information you gather to make an informed decision on whether the candidate is the right fit for the M&E position in your organization.

Contact the References #

When you contact the references, introduce yourself and explain the purpose of the call. Let them know that you are interested in learning more about the candidate’s work history, skills, and character. Ask if they have a few minutes to talk, or if they would prefer to schedule a time for the call.When speaking to the references, make sure to ask your questions and listen carefully to their responses. Take notes on what they say and ask follow-up questions to clarify any points.

1. Contact the references: Contact each reference and introduce yourself, explain the purpose of the call, and ask if they have a few minutes to talk. If they’re unavailable, schedule a time to call back.
2. Ask your questions: Ask your prepared questions and listen carefully to the responses. Take notes on what the reference says and ask follow-up questions to clarify any points.
3. Evaluate the information: Evaluate the information you received from each reference and consider how it fits with the candidate’s application and interview. Look for patterns and inconsistencies.
4. Follow up: If you have any concerns or questions based on the reference checks, follow up with the candidate to seek clarification or more information.

Remember to maintain confidentiality throughout the process and avoid asking any questions that may be discriminatory or inappropriate.

Ask your Questions #

Asking your prepared questions and listening carefully to the responses provided by the references is an essential step during reference checks. It’s important to take detailed notes on what the reference says, including any specific examples of the candidate’s work, as well as any concerns or issues that they may have raised. Asking follow-up questions is also crucial to clarify any points that were unclear or to gather more information on specific topics.

During the reference check process, it’s important to pay close attention to the reference’s tone and attitude towards the candidate. If the reference seems hesitant or unwilling to provide information or speaks negatively about the candidate, this could be a potential red flag. Similarly, if the reference seems overly positive or unable to provide specific examples of the candidate’s work, this may also be a concern.

By taking detailed notes and asking follow-up questions, you can gain a better understanding of the candidate’s work history, skills, and character, and use this information to make an informed decision on whether they are the right fit for the M&E role in your organization. It’s important to consider the feedback provided by the references in the context of the candidate’s overall application and interview, and to evaluate the information obtained to make an objective decision.

Evaluate the Information #

Evaluating the information you received during the reference checks is a crucial step in the hiring process for M&E positions. After conducting the reference checks, it is important to review your notes and look for patterns and inconsistencies in the responses. You should also compare the information with the candidate’s application and interview to ensure that the candidate’s skills, experiences, and qualities align with what you are looking for in an M&E professional.

If there are any discrepancies or inconsistencies between the reference checks and the candidate’s application or interview, it is important to address these with the candidate and seek clarification. It is also important to consider the overall feedback you received from the references and weigh this against the candidate’s qualifications and experience.

Ultimately, the information gathered from the reference checks should help you make an informed decision about whether the candidate is a good fit for the M&E role. If you have any concerns or questions based on the reference checks, it is important to follow up with the candidate and seek additional information or clarification before making a final decision.

Follow Up with the Candidate #

Following up with the candidate after conducting reference checks is an important step to address any concerns or questions that may have arisen during the process. It is important to be transparent and honest with the candidate about any concerns that have come up and to give them an opportunity to respond.

It is also important to give the candidate an opportunity to address any concerns that were raised during the reference checks. This can help to provide additional context or insights that may not have been captured in the reference check process. By being open and honest with the candidate, you can establish a trusting relationship and demonstrate your commitment to making a fair and informed hiring decision.

Overall, following up with the candidate after conducting reference checks can help to ensure that you have a complete understanding of the candidate’s qualifications and experience, and can help to inform your hiring decision.

Conclusion #

Conducting effective reference checks is an important step in the hiring process for M&E positions. It can help you to make an informed decision about whether the candidate is a good fit for the role, and can help to ensure that you have a complete understanding of their qualifications and experience. By following these steps, you can conduct reference checks that are thorough, effective, and informative.