Latest / Career Coaching with Fexingo: Professional Coaches, Career Counselors, and Guidance for Workers / How to Run a Career Reference Audit
Transcript
- Lucas: So Luna, you've probably had that moment — you're deep into a job search, you've nailed the interviews, and then the recruiter says, 'Great, can we check your references?' And you think, 'Uh, I hope they're still alive.' Luna: Oh, I've been there. You scramble to dig up emails from three years ago, and you pray your former boss hasn't forgotten you entirely. Lucas: Right. And that's exactly the problem — most of us treat references as an afterthought. We list names on a form and never think about them again until we're asked. But a reference can be the difference between an offer and a pass. So today, I want to talk about something we haven't covered on this show: a career reference audit. Luna: A reference audit. That sounds like something you do with a spreadsheet and a lot of coffee. Lucas: Exactly. It's a systematic review of who's on your reference list, how current your relationship is, what they'd actually say about you, and whether they're even the right people to vouch for you. Think of it like a fire drill — you don't want to be figuring out the exits when the building's on fire. Luna: So where do you start? I imagine it's not just 'pick three people who like you.' Lucas: No, it's more strategic than that. First, you want a mix. You want someone who can speak to your day-to-day performance — a direct manager. Someone who can speak to your character and collaboration — a peer or a mentor. And ideally, someone who's seen you handle a crisis or a big project. That's the golden trio. Luna: But how recent should those references be? I mean, a manager from a decade ago might not be relevant anymore. Lucas: That's a great point. The rule of thumb is to aim for references from the last five to seven years. Anything older than that, and the person's memory fades, and their relevance to your current skills diminishes. A reference from a job you had in 2015 might be a nice person, but they can't speak to your latest achievements or your current work style. Luna: So you're saying I need to actively maintain my reference list, not just dust it off when I'm job hunting. Lucas: Exactly. And that's the core of the audit. You want to review your list at least once a year, or whenever you have a significant career milestone — a promotion, a big project, a job change. You ask yourself: Is this person still in a position where their opinion carries weight? Have I spoken to them in the last six months? And what would they actually say about me? Luna: That last one is key. I've seen people list a reference who they think loves them, but when the recruiter calls, the reference is lukewarm or, worse, ambivalent. Lucas: And that can sink your chances faster than a bad interview. A reference who says 'Yeah, they were fine' is a red flag. You want someone who can speak to your strengths with enthusiasm and specific examples. So the audit includes asking yourself: What will this person say if asked about my top three strengths? If you're not sure, that's a signal to reconnect or to swap them out. Luna: But how do you find out what they'd say without being awkward? You can't just call your former boss and say, 'Hey, would you say I'm a good team player?' Lucas: Actually, you can — if you frame it right. You can ask for a brief informational check-in. Something like, 'I'm updating my professional network, and I'd love to catch up. Also, if you're comfortable, I'd value your thoughts on any areas where you think I've grown.' That's a low-pressure way to gauge their view and also keep the relationship warm. Luna: That's smart. And it also gives you a chance to remind them of your recent wins, so they're not scrambling for examples when a recruiter calls. Lucas: Exactly. And that's the second part of the audit: refreshing their memory. When you ask someone to be a reference, you should provide them with a cheat sheet — your latest resume, a summary of key projects, and maybe a few talking points. But even before you formally ask, you can drop your recent accomplishments into a casual update. That way, when they get the call, they're not fumbling. Luna: So, let's talk about the actual audit process. Is there a checklist you recommend? Lucas: Absolutely. Start by listing every potential reference you might use. That's your raw pool. Then, for each person, ask three questions: One — is this person senior enough to carry weight? Two — have we interacted in the last year? Three — do I know they'd give a glowing, specific review? If any answer is no, that person either needs some relationship maintenance or gets dropped. Luna: That's a solid filter. But what about industry-specific references? Like, if I'm switching careers, do I need references from the new field? Lucas: Good question. Ideally, yes. If you're pivoting, you want references who can speak to transferable skills. A former manager from a completely different industry might not know the jargon, but they can vouch for your work ethic, your problem-solving, your leadership. And that's often what matters. But if you have a contact in the new industry — maybe a mentor or a client — that's gold. Luna: So, what's the biggest mistake people make when it comes to references? You see it all the time. Lucas: The biggest mistake is not preparing the reference themselves. You ask someone, they say yes, but you don't tell them what the job is, what the key skills are, or what you want them to emphasize. So they wing it. And they end up talking about that time you helped them with a spreadsheet, when the job is about client management. Luna: Yeah, that's a mismatch. You need to give them a brief: 'Here's the role, here's why I think you're a great reference, and here are two or three points I'd love for you to highlight.' Lucas: Exactly. And you should always ask for permission before listing someone — and ask again if a few months have passed. Don't assume a yes from last year is still valid. People change jobs, get promoted, retire. Luna: I also think it's important to follow up after a reference has been used. A quick thank-you note goes a long way. Lucas: Absolutely. That's part of maintaining the relationship. And that's really what an audit is about — keeping your network warm and active, not just when you need something, but as an ongoing practice. Think of it like tending a garden. You don't just water it when you're hungry. Luna: That's a nice metaphor. And it reminds me — we talk a lot about career tools on this show, and the reference audit is one of those things that's simple but so often overlooked. It's like a free checkup for your career. Lucas: Exactly. And that's why we do what we do. We want to give you practical, actionable advice that helps you make smart career moves. And one of the things that keeps us going is knowing that our listeners find value in these episodes. We keep the show free and ad-free, which means no sponsors interrupting your commute. But we do rely on listeners who appreciate that choice and want to support us. Luna: Yeah, if you've ever found yourself saying 'I should send them a coffee' — this is your moment. Lucas: If you'd like to keep the show ad-free and independent, you can support us at buy me a coffee dot com slash fexingo. It's a small gesture that goes a long way in helping us keep doing this. Luna: And now, back to that reference audit. So, we've covered the basics — who to pick, how to prep them, how to keep them warm. But what if you're in a situation where your references are, well, not great? Like, you had a bad breakup with your last manager. Lucas: That's a real concern. If you can't use your most recent manager because the relationship is sour, you need to be strategic. You can use a peer, a client, or a mentor from that same company. And you should be prepared to explain the gap in a positive way — like 'I worked closely with this colleague on cross-functional projects' rather than 'My boss hated me.' Luna: And what if you're early in your career and don't have a long list of references? Maybe you've only had one job. Lucas: That's fine. You can use a professor, a supervisor from an internship, or even a leader from a volunteer project. The key is to pick people who can speak to your skills and character, regardless of how formal the relationship is. And don't underestimate the power of a well-chosen reference from a side project or a community organization. Luna: So, let's put this into practice. If I were to do a reference audit this weekend, what's the first step? Lucas: Grab a piece of paper, or a spreadsheet if you're fancy, and list every person you've worked with in the last five years. That includes managers, peers, direct reports, clients, mentors — anyone who could speak to your work. Then, next to each name, jot down when you last spoke, what you'd want them to emphasize, and whether they're still in a relevant position. That's your starting map. Luna: And then, you prioritize. Pick your top three to five and start reconnecting with them. Lucas: Exactly. Reach out with a simple, genuine message: 'Hey, I'm updating my professional network, and I was thinking about our work together. Would love to catch up and hear what you're up to.' That reopens the door. And if the conversation goes well, you can naturally mention that you're always happy to be a reference for them too — reciprocity works. Luna: That's a nice touch. And it's a good reminder that networking isn't just about taking — it's about giving too. Lucas: Right. And that's really the philosophy behind this show. We believe in practical, mutual support. So, as you think about your references, think about how you can be a better reference for others. That's the kind of career culture we want to build. Luna: And on that note, if you're listening and you've been meaning to update your LinkedIn or reconnect with an old colleague, maybe today's the day. Lucas: Absolutely. Start small. Pick one person from your list and send that message. You'll be surprised how quickly the relationship warms up again. And when the next job opportunity comes, you'll have references who are ready to sing your praises. Luna: I'm definitely going to do that. I have a former manager I haven't spoken to in a while, but we had a great working relationship. I think she'd be happy to hear from me. Lucas: There you go. And that's the takeaway — a reference audit isn't a one-time project, it's a habit. Just like updating your resume or your portfolio. Do it regularly, and you'll never be caught off guard when someone asks, 'Can you provide three references?' Luna: And if you do it right, you might even strengthen some old relationships along the way. Lucas: Exactly. So, as we wrap up, I'll leave you with this: your references are your professional reputation in human form. Treat them with care, and they'll carry you far.