How one little dash can throw your automations, templates, and filenames into chaos

During our most recent First Friday Virtual Coffee, a seemingly simple question kicked off a surprisingly lively debate:

“How do you name your project files—year/month/day, year/day/month, or month/day/year?”

As members compared formats, the conversation turned to punctuation. One person said their firm was told not to use periods (.) in filenames. Another said they always use underscores (_). Someone else swore by hyphens (-).

And then someone asked, “Wait—does it matter which dash we use?” That question stopped us in our tracks.

Because as it turns out, yes—it matters a lot more than most of us realize.

Why It Matters

Your computer sees a world of difference between a hyphen (-), an en dash (–), and an em dash (—)—even if your eyes don’t. Smart punctuation settings in Word, Google Docs, or macOS can “helpfully” replace a plain hyphen with one of the longer versions.

Those subtle swaps look harmless in text—but when used in filenames, automations, or templates, they can quietly break things.

An en dash or em dash in a file or field name can cause integrations to fail, automations to stop working, or exports to misread the label entirely. So if your workflow ever breaks for no apparent reason… your punctuation might be the hidden culprit.

Quick Fixes That Actually Work

• Hyphen (-) → ✅ Safe for file names and automations. Use it for joining short words or labels.
• Underscore (_) → ✅ Also safe. Common in code or legacy systems.
• En dash (–) / Em dash (—) → ❌ Save these for writing, not for filenames or templates.
• Periods and spaces → ⚠️ Avoid when possible; they can break URLs, links, or scripts.

Bottom line: boring punctuation is reliable punctuation. The plain hyphen will almost always win.

A Member-to-Member Tip

This entire post came out of SDA members sharing real experiences during First Friday Coffee—the kind of everyday troubleshooting that makes our community so valuable.

So if you’ve ever spent hours rebuilding an automation that “mysteriously stopped working,” double-check your punctuation before you panic. Sometimes, one tiny line is the whole problem.

Want to Dig Deeper?

If this kind of detail makes your inner systems nerd light up, you’ll love SDA member, Elizabeth Harris’s full guide on Substack.

The Extremely Niche, Mildly Unhinged Guide to Dashes (for Substack, Notion, and Zapier People)

It’s an entertaining deep dive into the world of dashes, underscores, and invisible formatting gremlins—with screenshots, examples, and even a “dash decoder” visual to help you spot the difference.

Keep the Conversation Going

Join us for our next First Friday Virtual Coffee to share what’s working in your firm—or to pick up a few new tricks from fellow members. You never know which casual question will spark your next great “aha” moment.

When Carrie Hubbard, CDFA, joined the Pacific Northwest Chapter’s Board of Directors, she didn’t just take a seat—she took initiative. Her fearless approach to leadership and unwavering commitment to community engagement have already made a lasting impact. Now, her contributions are being recognized with the 2025 STAR Award, one of SDA’s most prestigious honors. As a proud SDA member, Carrie exemplifies the kind of forward-thinking leadership that strengthens both our organization and the broader AEC industry.

Honoring Excellence: The STAR Award Recipient

The STAR Award, presented annually by SDA, celebrates members who demonstrate outstanding leadership, innovation, and service within their chapters and the AEC community. Carrie’s selection as the 2025 STAR Award recipient reflects her immediate and meaningful contributions to the Pacific Northwest Chapter, where she has consistently stepped up to lead, support, and inspire. From moderating roundtable discussions on emerging topics like artificial intelligence to volunteering on committees and personally connecting with members each month, Carrie’s dedication is both visible and impactful.

Her recognition highlights her inquisitive nature and her willingness to challenge the status quo—qualities that push SDA forward and encourage others to think critically about how we operate and evolve. Her proactive spirit and reliability have earned the trust of her peers, and her influence continues to grow.

A Journey Defined by Action and Integrity

Carrie’s professional journey is marked by strength, determination, and a commitment to excellence. Though newer to the Pacific Northwest Chapter’s leadership team, she has quickly become a driving force. Her insights have encouraged the Board to reexamine processes and embrace innovation, helping the chapter thrive in a rapidly changing industry landscape.

Her SDA involvement reflects a deep belief in the power of community and professional development. Carrie earned her CDFA certification, further demonstrating her commitment to advancing the role of administrative professionals in AEC firms. Her leadership style—rooted in collaboration, curiosity, and consistency—has elevated the chapter’s engagement and effectiveness.

Carrie has worked at Harbor Architects for 25 years as Office Manager. Hobbies include cheering for the Kraken, animals, and a good book.

Inspiring Change Across the AEC Community

Carrie’s influence extends beyond her chapter. By leading conversations on AI and other emerging trends, she helps SDA members stay informed and empowered. Her monthly outreach to members fosters connection and mentorship, reinforcing the collaborative spirit that defines SDA. Her work not only benefits her chapter—it strengthens the entire AEC community by promoting operational excellence and thoughtful leadership.

Celebrating a True STAR

Carrie Hubbard’s receipt of the 2025 STAR Award is a testament to her passion, integrity, and impact. Her leadership inspires others to step forward, speak up, and contribute meaningfully. As SDA continues to grow and evolve, members like Carrie remind us of the strength and potential within our community.

We are proud to celebrate Carrie’s achievements and grateful for the energy she brings to SDA. Her example sets a high bar—and encourages us all to rise to it.

Whether you're an admin, office manager, or assistant in the A/E/C industry, mastering the art of performance reviews is crucial to both your success and the success of your firm. This isn't just about checking off a box; it's about enhancing productivity, fostering growth, and creating a culture where everyone can thrive. Let’s dive into why this process is essential, how to conduct it effectively, and the strategies you can use to make each review impactful.

The Importance of Performance Reviews: Performance reviews are more than just a formality; they’re a vital tool for both evaluating an employee’s contributions and setting the stage for their future growth. For admins and office managers in the A/E/C industry, these reviews are a chance to ensure that staff members are aligned with the firm's objectives, motivated, and equipped with the skills they need to succeed. When done correctly, performance reviews can boost morale, increase productivity, and help retain top talent.

Timing Is Everything - When to Do It Right: The timing of a performance review can significantly impact its effectiveness. While annual reviews are standard, consider incorporating quarterly check-ins to address issues in real-time and celebrate small wins. For remote employees or those working off-site, it’s essential to schedule reviews in advance to ensure both parties can engage in meaningful dialogue without distractions.

Planning and Preparation: The Foundation of Success:  A successful performance review starts long before the actual meeting. Begin by setting clear, measurable goals that align with the firm's objectives. Document your observations throughout the review period, noting both achievements and areas where improvement is needed. This preparation ensures that your feedback is specific and constructive, rather than vague and general.

Tailoring Reviews to Different Roles:  Not all reviews are created equal, especially in the A/E/C industry, where roles can vary greatly. Here's how to tailor your approach:

• Field Workers: Focus on hands-on skills, teamwork, adherence to safety protocols, and the ability to meet project deadlines.
• Project Managers: Emphasize leadership qualities, decision-making skills, budget management, and communication with both clients and team members.
• Engineers and Technical Staff: Highlight problem-solving abilities, technical proficiency, innovation, and the ability to adapt to changing project requirements.

Customizing your reviews based on the role ensures that you're evaluating employees on criteria that truly reflect their responsibilities.

Conducting the Review: Feedback Strategies That Work

When it comes to giving feedback, your approach can make all the difference. Start by conveying your positive intent to help the employee grow and succeed. Use the "STAR" method (Situation, Task, Action, Result) to deliver specific feedback that focuses on observable behaviors rather than personal attributes. This approach minimizes defensiveness and opens the door to constructive conversation.

The Art of Virtual Performance Reviews

In today's hybrid work environment, conducting virtual performance reviews has become a necessity. To make these reviews as effective as in-person meetings, ensure you have a stable internet connection and a quiet, private space. Use video conferencing tools to maintain a personal touch and make eye contact. Share your screen to go over key points, and be sure to follow up with a written summary of the review to reinforce what was discussed.

Post-Review Action Steps: Turning Feedback into Progress

The real impact of a performance review lies in what happens afterward. Set clear action items for both the manager and the employee, with specific deadlines for follow-ups and progress check-ins. Regular check-ins help keep goals on track, provide opportunities to address any obstacles, and reinforce the commitment to continuous improvement.

Fresh Ideas for Performance Management

Innovation isn’t just for design; it applies to performance reviews too! Consider implementing peer reviews or 360-degree feedback to gain a broader perspective on an employee’s performance. Encourage self-assessments that allow employees to reflect on their achievements and identify areas where they seek growth.

Building a Culture of Continuous Feedback

Performance reviews should be part of an ongoing conversation, not a once-a-year event. Encourage open communication and make feedback a two-way street. When employees feel heard and valued, they're more likely to be engaged and motivated to reach their full potential.

Conclusion: Elevating Performance Reviews in the A/E/C Industry

Effective performance reviews are a powerful tool for driving success in the A/E/C industry, especially for admins, office managers, and assistants. By tailoring the process to fit different roles, preparing thoroughly, providing constructive feedback, and following up with actionable steps, you can transform these reviews from a dreaded task into a valuable opportunity for growth and development.

Stay connected with SDA for more insights and best practices that will help you elevate your career and add value to your firm. Together, we can redefine what it means to support excellence in the A/E/C industry.

Pro Tips for Admins: Streamlining Hiring & Operational Workflows

Admins and office managers are often the glue holding the hiring process together—whether you're screening resumes, juggling schedules, or helping managers prep for interviews. Here are a few tried-and-true tips to help you shine even brighter in your role:

• Centralize Your Communication:
Tracking candidate emails, interview notes, and feedback in one place (such as an ATS or shared platform) prevents critical info from slipping through the cracks. A centralized system = a smoother hiring experience for everyone involved.

• Standardize Interview Questions:
Consider building a firmwide interview question bank that aligns with your core values and culture. Not only does this keep interviews consistent and equitable, but it also helps hiring managers stay focused on what truly matters.

Proactive Practices to Keep You Ahead of the Curve

• Keep Job Descriptions Fresh:
Regularly update job roles and responsibilities to reflect what’s actually expected in the position today—not what was listed three years ago.

• Stay Legally Informed:
Attend SDA webinars or browse resources to stay current with employment laws, compliance updates, and administrative trends in the A/E/C space.

• Learn the Tools:
Even if you're not in HR, learning how to navigate or evaluate ATS platforms and AI-driven resume screeners can help you support your team more strategically.

Spotlight Resource: SDA Job Board

Looking for A/E/C-savvy candidates? SDA’s industry-specific job board reaches experienced, vetted professionals who already speak the language of design, engineering, and construction admin.

🔗 Post or browse jobs here