References are an integral part of everyday HR life. However, various factors currently diminish the informative value of references. How should references be written and read so that they can be a valuable tool for employees and companies?
"Ramona Fischer was very communicative"
Ramona Fischer receives her reference on time on her last day at work with a friendly farewell. It contains passages such as: "Ramona Fischer was very communicative" and "She showed great commitment in carrying out her work".
At home, Ramona Fischer happily shows the reference to her flatmate. He raises his eyebrows and asks: "Are you happy with this report? It says here that you always chatted too much and had problems with your tasks." Ramona doesn't understand what her flatmate means. But he explains that good-sounding phrases in references can often be interpreted as negative statements.
Well meant instead of well done
Ramona's example puts us right at the centre of the problem. According to the Swiss Code of Obligations (OR), a reference must be both favourable and truthful. In order to fulfil these requirements, HR specialists resort to formulations such as the one we have just read. Many employers issue overly "nice" references to make it easier for their employees to continue their careers or because they don't want to take any risks and want to avoid a legal dispute.
These intentions are counterproductive, as they make the reference less effective. It is characterised by empty phrases that are of little significance. However, a reference only offers added value if it is written truthfully and individualised.
Little time - less meaningful
Individuality, completeness, uniformity and clarity are further legal requirements for an employment reference. Due to these requirements, HR specialists often work with templates or copy references in order to be able to issue a legally compliant document to employees in a timely manner.
The time factor should not be underestimated: As the HR department takes on more and more strategic tasks, among other things, it often lacks the time to create personalised, yet complete and legally compliant references. However, the templates used in turn affect the informative value of the reference: individuality is often neglected.
Tools for personalised and fair references
Tools that create individualised reference drafts based on an evaluation grid provide a remedy. The drafts can be further personalised and edited by HR specialists in a short space of time. We recommend the tool Job reference swiss+ for this purpose. The solution uses over 8,000 Industry and role-specific text modules to create fair, legally compliant and transparent references.
Transparent writing requires unbiased reading
Testimonials that are transparent, truthful and individualised are meaningful documents with added value and deserve to be read accordingly: without bias. Because perhaps Ramona Fischer is actually very strong in terms of communication, approaches people openly and had no trouble making small talk with customers.
We think it's important to read testimonials as they are. This is the only way to create a reference that can be appreciated by everyone - a tool that makes it easier for HR professionals to select suitable candidates. A tool for employees who find it difficult to create a convincing letter of motivation. A valuable document that supports both employers and employees.
Author
Valentina Lokoska
Umantis, Employment Reference
Valentina Lokoska has been introducing the swiss+ job reference to Customers since she joined HR Campus as a Solutions Consultant. She is in daily dialogue with HR specialists on the topic of job references and their benefits. She is therefore keen to show how references can once again become a valuable document.