How to Give an Honest Back-Channel Reference - The Muse

How to Give an Honest Back-Channel Reference - The MuseHow to Give an Honest Back-Channel Reference Its a small, small world in professional circles. That can be great for you as you prove yourself and work your way up. It can also turn your work life into a horror movie sequel as the villain, Toxic Boss or Colleague Who Makes You spielblttchen Up All the Slack, strikes again. But the bottom line is that youre likely to encounter some people more than once throughout your career- whether theyre your former office buddy you cant wait to be cubicle neighbors with again, the worst boss youve ever had, or that really nice colleague who just couldnt get their act together. And some of these people might apply for a job at your current company. Or they might apply elsewhere and a friend, recruiter, or hiring manager doing their research might reach out to ask for a back-channel reference. So, what do you do? What to DoIf it Was a Toxic Personality ThingIf a former co-worker you didnt love is applying to a job at your current company, the first thing to ask yourself is whether youd feel comfortable working with this rolle again, says Muse Career Coach Yolanda Owens. If it was a toxic boss or a cruel colleague and the answers something along the lines of under no circumstances or that would be my worst nightmare? Then Owens says sing like Patti LaBelle. A toxic rolle could completely change cultural dynamic, she explains. I think I would feel kind of a moral responsibility and self-care responsibility to say something about that, she adds, whether or not someone explicitly asked for your feedback. Be honest, but professional. The safest bet is to approach the recruiter, if your company has one, she says. But if youve been at the company for a while, established a solid reputation, and built a strong relationship with the hiring manager, you might consider approaching them directly. If you have to be the whistleblower, Muse Career Coach Leto Papadopoulos says, the fruch twein professional and helpful way to relay such feedback is to give actual examples. Owens agrees, emphasizing that you should be strategic about your examples. If you talk about how this persons behavior affected not only you, but also other colleagues, its less likely to come off as a personal vendetta. And if you are asked directly by someone at your own company or elsewhere, definitely dont lie and say that persons great, Papadopoulos says. Because if they come in and behave terribly, in the end I will look bad, and its going to hurt my current company or that of the friend asking. Try Phrases LikeI understand youre interviewing person. I know you didnt explicitly ask for my feedback. But I do feel its important to give a little feedback from my experience with that person for their candidacy. These are some behaviors/patterns/red flags I noticed that I think you should be aware of Person may not be a good fit for this organization.I have to tell you, I know this person, I know their work. Heres what happened Im afraid they might not be the right fit.I would be very disappointed if this ended up happening here. This is great place to work.What to DoIf it Was a Performance IssueIts not just huge jerks that might give you pause. You mightve worked with someone who was super nice, funny, or pleasant to be around, but they just never met their deadlines or always turned in sloppy work or made tons of mistakes. If the issue was related to performance, Papadopoulos and Owens say the situation is less dire. Remember that people can grow and improve, especially if its been years since you last worked with them. You probably dont need to volunteer information about past performance issues. But if someone asks you explicitly, especially within your own company or a close friend, it might be worth saying something, Papadopoulos says. But be as soft as possible. Give the person an opportunity.Try Phrases LikeI did work with this person before. There were some perform ance issues but its completely possible that theyve worked on it. Heres what was going on when I worked with themThis was a great person. However, I did notice a few patterns with this individual in terms ofI dont want you to just base it on my word but might suggest adding questions that would address this kind of issue for this candidate and future candidates.What to DoNo Matter WhatBe ProfessionalNo matter how horrible an experience you had with a former co-worker, remember that how you talk about them and how you articulate your feedback reflects on you. You dont want to become known as the tattletale or the gossiper, or be seen as immature or unprofessional. And remember that its not about getting retribution or vengeance, Owens says. The important thing is, again, making sure the person is making an informed decision.Take Time to Prepare Your FeedbackFirst and foremost, I wouldnt answer the question immediately, Owens says. If someone reaches out to you, acknowledge that you r eceived their request and let them know youll get back to them in a day or two. Take some time to get over any initial impulse or emotional reaction you might have and prepare a thoughtful answer. Ask Yourself How Much You Know and Trust the Person Youre Talking ToThe difficult truth is that if the co-worker in question is someone whos both very awful and very powerful, and word gets back to them, it might hurt you. Or if your feedback is otherwise repeated in a less professional way or without context, it could affect your own reputation. I would hope if it was my own workplace, they wouldnt throw me under bus for it, Papadopoulos says. The same goes for a close friend working at another organization. But it gets trickier when you dont know the person asking well, or at all. Before you say anything, ask yourself how much you trust them. You can always opt to say very little, such as, This isnt someone I could recommend, and leave it at that. You might also decide to decline to spea k about your former co-worker entirely. Id be really wary of sharing that kind of detail with someone dont know or trust, Owens says, because you cant be sure they wont use your name later. In that case, you can just say, I wouldnt be comfortable speaking about that person but I appreciate you reaching out.Plan to Speak in Person, or at Least on the Phone, and Off the RecordEven if youve decided you trust someone enough to give some honest feedback, both Papadopoulos and Owens caution against putting anything in writing. In other words, dont do this over email. The best approach would be to have a conversation in person. Ask the recruiter or hiring manager if you can schedule 15 minutes to sit down one on one. Or, if youre not in the same office, set up a phone call. Owens also suggests explicitly saying you want the information youre sharing to stay just between you. You can tell them, Im happy to share as long as this is completely off the record.No one wants to face a revival of their worst workplace experience (with original cast members). And no one wants to hire someone who will end up bringing down the morale of a team or company. So it can be crucial to both sides that you pass on some honest feedback about people youve worked with in the past. Youve just got to be careful how you do it. So read this, rehearse, and take a deep breath before you do.