Reference checking app reaches out to the world

Believe it or not, recruiters no longer need to squander time chasing references. Talentwise has developed an app, Refapp, that does the job instead. Well, almost. The app originally targeted the recruitment and staffing industry, but is now used by an increasing number of companies, municipalities and regions. It saves a lot of time and money.

“Chasing references by email or phone takes time, because the referees need to set aside time to talk about a candidate's strengths and weaknesses. Consequently, they can be difficult to get hold of, which is frustrating. Anyone who has ever recruited staff knows the problem,”, says Per Bergland, Chief Technology Officer at Talentwise.

Now there’s a new possibility: The recruiter can send out a message via computer. After a short explanatory text stating who the recruiter and candidate are, a number of questions about the candidate follow. These deal with such things as efficiency and thoroughness. The responses result in a report with a compilation of assessments based on a combination of qualitative and quantitative answers. Respondents, i.e. the referees, can provide the answers at their leisure whenever it suits them and without having to feel rushed.

“Many companies, and especially the biggest, naturally recruit worldwide. We’ve reached 300,000 reference checks per year, which means the texts in the app must be translated into many languages, and for that we’ve enlisted the help of Språkbolaget,”" says Per Bergland.

Linguistic challenges

What makes the translation assignment so special is the importance of the tone of voice in the app. The person providing the reference must find the text pleasing to read in order to feel motivated to provide answers. While many of the texts are standardised, they must not appear that way; they need to feel personal and genial.

“Some large HR departments like to add their own questions, and they’re welcome to do so. However, most soon see that our standard questions work well," says Per Bergland.

It might seem easiest to do everything in English, but Per argues that very often this does not work. In countries like France, Spain, Italy and Germany, recruiters definitely want to send the questions in the national language, as it increases the chances of refereess replying. And since the texts are standardised, certain problems arise immediately, like how to handle feminine and masculine forms, which naturally differ depending on who is receiving the questions and who the candidate is. And how should dates be formatted?

“I’ve learned a lot. Such as in Italy there's a shift towards the informal 'tu', but it can still be a good idea to use the formal 'lei' in texts for the time being. In Spanish it’s fine to use the masculine form if you’re unsure whether you’re addressing a man or a woman. And in German you can use both forms," says Per Bergland.

Language solutions

“Whenever questions about the translations arise, we’ve noticed that the translators are usually right. They understand the context in the various countries. Such as how the word ”tjänst” cannot always be used as broadly as in Sweden. For example, in Spain, different words are used for ”tjänst” depending on where a person is in the business hierarchy,”

When questions arise regarding the translations, we have noticed that the translators are often right. They understand the context in the various countries. Such as how the word ”tjänst” cannot always be used as broadly as in Sweden. In Spain, for example, different words are used for ”tjänst” depending on where one is in the business hierarchy" he tells us.

Per also appreciates how smoothly the collaboration with Språkbolaget runs. Excel files are sent back and forth quickly and the first translations, into German, Italian and Spanish, were completed in an initial version in just two weeks.

“Having a project manager to harmonize everything makes work easier. And even though we don’t meet very often, I like having Språkbolaget nearby here in Gothenburg, where our head office is also located.”

And now Refapp is going global. There are already offices in Sweden, Norway and Ireland. The US might be next. In the long term, Per Bergland hopes that Refapp will transform the recruitment process and make reference checking an even more important element. The valuable information gathered by the app can be put to good use. And he believes recruiters in the future will conduct reference checks earlier in the process; i.e. before the candidate interview, unlike today, when everything is almost finalised and reference checking is merely a final check.

© Språkbolaget, 2021
Published: 2021-06-11
Ingrid Hagdahl