EXECUTIVE REFERENCE CHECK FRAMEWORK ==================================== A structured approach to conducting thorough back-channel reference checks PART 1: PRE-CALL PREPARATION ============================ Before the Reference Call ------------------------- [ ] Review candidate's full career history [ ] Understand the reference's relationship to candidate - How long did they work together? - What was the reporting relationship? - How recent was the interaction? [ ] Identify specific topics to probe based on role requirements [ ] Review any concerns from prior references or interviews [ ] Prepare 3-5 must-ask questions specific to this reference Reference Context to Gather --------------------------- Reference Name: _______________________ Company where they worked together: _______________________ Time period: _______________________ Reference's role: _______________________ Candidate's role: _______________________ Reporting relationship: _______________________ How we know the reference: _______________________ ===================================== PART 2: REFERENCE CALL STRUCTURE ================================ Opening (2-3 minutes) --------------------- "Thanks for taking the time. I'm [Name] from [Firm]. We're evaluating [Candidate] for a [Role] position at one of our portfolio companies. I understand you worked with [him/her] at [Company] when you were [Role] and [he/she] was [Role]. Is that right? This conversation is confidential - I won't share specifics of what you tell me with the candidate. I'm hoping to get your honest perspective." Key Opening Questions: - Can you confirm how you worked together? - What was your working relationship like? - How often did you interact? Core Questions - Performance & Results (10-15 minutes) ------------------------------------------------------ Overall Performance: 1. How would you describe [Name]'s overall performance in the role? 2. What were [his/her] biggest accomplishments during your time together? 3. Did [he/she] meet, exceed, or fall short of expectations? Can you give me a specific example? 4. How did [his/her] performance compare to peers at a similar level? Specific Skills (adjust based on role): For CEO/General Management: 5. How effective was [he/she] at setting strategy and aligning the organization around it? 6. How did [he/she] handle board relationships and investor communication? 7. Can you describe how [he/she] managed through a difficult period? For CFO: 5. How strong were [his/her] technical finance skills vs. strategic business partnering? 6. How did [he/she] handle financial reporting and board presentations? 7. What was [his/her] role in any transactions (M&A, financings)? For COO/Operations: 5. How effective was [he/she] at driving operational improvements? 6. How did [he/she] balance short-term execution with longer-term initiatives? 7. Can you describe a specific operational challenge [he/she] solved? Core Questions - Working Style (5-10 minutes) --------------------------------------------- Management & Leadership: 8. How would you describe [his/her] management style? 9. How did people who reported to [him/her] feel about working for [him/her]? 10. Did [he/she] develop talent? Can you give me an example? 11. How did [he/she] handle conflict or difficult conversations? Under Pressure: 12. How did [he/she] perform under pressure or in ambiguous situations? 13. Can you tell me about a time when things didn't go well? How did [he/she] respond? 14. How did [he/she] handle feedback or criticism? Core Questions - Strengths & Development (5 minutes) ---------------------------------------------------- 15. What are [his/her] greatest strengths? 16. If [he/she] were to take on a more senior role, what would [he/she] need to work on? 17. What type of environment or culture brings out [his/her] best work? 18. What type of environment would be challenging for [him/her]? The Critical Question (2 minutes) --------------------------------- 19. Would you work with [him/her] again? - If yes: In what capacity? - If no or hesitant: Can you tell me more about that? Closing (2-3 minutes) --------------------- 20. Is there anything else I should know that I haven't asked about? 21. Is there anyone else you'd recommend I speak with who knows [his/her] work well? "Thank you for your time and candor. This has been very helpful." ===================================== PART 3: READING BETWEEN THE LINES ================================= Positive Signals ---------------- - Specific stories and examples (they remember because it mattered) - Genuine enthusiasm in tone - Unprompted offer of additional references - "I'd work with them again in a heartbeat" - "One of the best [role] I've worked with" - Concrete metrics and outcomes Warning Signs ------------- - Vague or generic praise ("They were... fine") - Long pauses before answering - Hedging language ("In the right environment...") - Changing the subject - Damning with faint praise ("They try hard") - Reluctance to give specific examples - "You'd have to ask someone else about that" Common Phrases - Translation Guide ---------------------------------- "They have high standards" = May be difficult to work with/for "They're very entrepreneurial" = May struggle with process/governance "They're great with the details" = May lack strategic perspective "They're a big-picture thinker" = May miss important details "They moved fast" = Left under pressure or ahead of issues "Strong personality" = Can be abrasive or difficult "Passionate about their views" = May not listen to others "Very data-driven" = May lack emotional intelligence Follow-Up Probes ---------------- When you sense hesitation, try: - "It sounds like there might be more to that story?" - "What would someone who didn't work well with them say?" - "If you had one concern about them in this role, what would it be?" - "What would they need to be successful here?" - "Is there anything that might surprise me about working with them?" ===================================== PART 4: DOCUMENTATION TEMPLATE ============================== Reference Check Notes --------------------- Candidate: _______________________ Reference: _______________________ Date of Call: _______________________ Conducted by: _______________________ Relationship Context: ____________________________________________________ ____________________________________________________ Key Strengths Cited: 1. ________________________________________________ 2. ________________________________________________ 3. ________________________________________________ Development Areas/Concerns: 1. ________________________________________________ 2. ________________________________________________ 3. ________________________________________________ Notable Quotes (verbatim): "_________________________________________________" "_________________________________________________" "_________________________________________________" Would Work with Again? [ ] Definitely [ ] Probably [ ] Uncertain [ ] No Overall Sentiment: [ ] Very Positive [ ] Positive [ ] Mixed [ ] Concerning Red Flags to Investigate: ____________________________________________________ ____________________________________________________ Additional References Suggested: ____________________________________________________ Summary (2-3 sentences): ____________________________________________________ ____________________________________________________ ____________________________________________________ ===================================== PART 5: SYNTHESIS FRAMEWORK =========================== After completing all reference calls, synthesize findings: Consistent Themes ----------------- What came up repeatedly across multiple references? Strengths: 1. ________________________________________________ 2. ________________________________________________ 3. ________________________________________________ Development Areas: 1. ________________________________________________ 2. ________________________________________________ 3. ________________________________________________ Contradictions -------------- Where did references disagree? What might explain the discrepancy? ____________________________________________________ ____________________________________________________ Risk Assessment --------------- Based on references, what are the key risks of this hire? Risk 1: ___________________________________________ Mitigation: _______________________________________ Risk 2: ___________________________________________ Mitigation: _______________________________________ Risk 3: ___________________________________________ Mitigation: _______________________________________ Role Fit Assessment ------------------- Based on references, rate fit for this specific role: Strategic/Vision Capability: [ ] Strong [ ] Adequate [ ] Concern Operational Execution: [ ] Strong [ ] Adequate [ ] Concern Team Leadership/Development: [ ] Strong [ ] Adequate [ ] Concern Stakeholder Management: [ ] Strong [ ] Adequate [ ] Concern PE/Board Partnership: [ ] Strong [ ] Adequate [ ] Concern Cultural Fit (fast-paced): [ ] Strong [ ] Adequate [ ] Concern Final Recommendation -------------------- [ ] Strong Hire - Proceed with confidence [ ] Hire with Plan - Proceed with specific onboarding/support plan [ ] Conditional - Need additional validation before proceeding [ ] Do Not Hire - References raise significant concerns Rationale: ____________________________________________________ ____________________________________________________ ____________________________________________________