Hiring in the architectural, engineering, and construction (A|E|C) industry comes with unique challenges and opportunities. As BizOps professionals in operations, finance, marketing, human resources, and project management, we play a pivotal role in shaping the teams that drive our firms’ success. This guide outlines key elements to consider in the interviewing process, ensuring a structured, compliant, and mutually beneficial experience for all involved.

What to Ask and What Not to Ask. The cornerstone of a successful interview is asking the right questions. Focus on questions that assess technical skills, cultural fit, and problem-solving abilities. Avoid anything related to age, religion, family status, or health conditions. For example:

• Legal Questions: “Can you share an example of how you managed competing project deadlines?”
• Illegal Questions: “Do you have children?” is not permitted and is irrelevant to job performance.

Why This Matters: Adhering to legal guidelines protects your firm from liability and ensures a fair and inclusive hiring process.

Phone Interviews vs. Face-to-Face Interviews. Both interview formats serve unique purposes.

• Phone Interviews:
  • Suitable for initial screenings.
  • Focus on basic qualifications and interest in the role.
  • Keep it structured with 4-6 questions lasting 15-30 minutes.
• Face-to-Face Interviews:
  • Ideal for deeper discussions about skills, cultural fit, and long-term goals.
  • Use behavioral questions to understand how candidates think and respond in real-world scenarios.

Pro Tip: Have a structured set of questions tailored to the candidate’s experience and the role’s requirements.

How Many Interviews and Who Should Join? The number of interviews depends on the role’s complexity:

• Entry-Level Roles: One to two interviews.
• Mid-Level to Senior Roles: Three interviews, including a technical assessment, cultural fit evaluation, and leadership review.

Include a mix of team members relevant to the position, such as:

• Hiring manager
• HR representative
• Potential peers or cross-functional collaborators

Interview Process Best Practices. A structured process ensures consistency and fairness. Key steps:

1.     Preparation: Review resumés and application materials in advance.

2.     Welcome: Create a comfortable environment by introducing all participants.

3.     Questions: Follow a structured format, with time for candidate questions.

4.     Closing: Outline next steps and provide a timeline for follow-up. 

Mutually Beneficial Relationship: Remember, the interview is a two-way street. While you assess the candidate, they are evaluating your firm. Highlight your company culture, growth opportunities, and unique benefits.

Goals of Each Stage of the Interview Process

• Discovery Calls: Gauge interest, availability, and basic qualifications.
• Initial Interview: Assess technical skills and cultural fit.
• Final Interview: Dive deeper into problem-solving abilities and long-term goals.

Documentation. Proper documentation is critical for maintaining a transparent and defensible hiring process. : It ensures consistency, aids in decision-making, and protects your firm in case of disputes.

• Running Notes: Take detailed notes during interviews, explaining why candidates were eliminated or advanced.
• Zoom Recordings: Record virtual interviews (with consent) for reference and to share with decision-makers.

Conclusion. An effective interview process is more than just a series of questions—it’s a strategic tool to build teams that drive success in the A/E/C industry. By understanding what to ask (and what not to), structuring interviews thoughtfully, and embracing a collaborative, transparent approach, you find the best candidates and strengthen your firm’s reputation as a great workplace. Documentation and consistent evaluation ensure fairness and compliance while focusing on mutual benefit fosters trust and engagement. With the proper preparation and structure, your interview process becomes a powerful opportunity to align the best talent with your firm’s mission, vision, and values, setting the stage for long-term growth and achievement.

Want to learn more? Here are some resources.

SDA National - Forms & Templates for Human Resources

PSMJ - A/E Job Descriptions

AIA - Definition of architectural positions

LinkedIn - Tips on Writing a Job Description

ArchiPro - Architecture and Design Job Descriptions

SDA does not endorse any products or services mentioned, and SDA does not assume responsibility for any circumstances arising out of the interpretation, application, use, or misuse of any information presented. SDA recommends that the reader consult the appropriate legal, financial, or human resource counsel before implementing the information contained herein.       

A quick and friendly reminder about lose and loose.

They are two different words with two different pronunciations.

·      Lose is pronounced with the same “oo” sound as in the word choose. And there’s a “z” sound in there as well.

·      Loose is pronounced the same way you’d say goose. (A definite “s” sound; no “z” sound.)

They have different meanings. Simply:

·      Lose means you no longer (or will no longer) have something, or you didn’t (or will not) win something.

·      Loose means something isn’t secured, or it’s not restrained or restricted.

Putting the words into practice: If you’re trying to make it as a social media influencer in the fashion field of skintight clothing, you probably should think twice about posting pics of yourself wearing loose clothing; you don’t want to lose followers, do you?

Special thanks to Carol Wanda Spradlin, CDFA and Judy Beebe, FSDA, both of the Seattle Chapter,

for providing our current Word Nerd feature.

As we continue our CDFA Spotlight series, we’ve been thrilled by the positive feedback and engagement from our community. Each story has highlighted the dedication and hard work it takes to achieve the Certified Design Firm Administrator designation. We’re excited to keep bringing you more of these inspiring journeys. This week, we’re featuring Molly Stewart,  Vice President/Treasurer with Vansant & Gusler, Inc., in Norfolk, VA. Her insights on the personal satisfaction of passing her exam are sure to inspire!

What motivated you to earn your CDFA certification?

I feel like I have worked hard to work my way up in my firm and that I have a lot to offer and contribute. I felt like the certification helped show my dedication to this industry.

Did you have any concerns, or fears, about taking the exam? If so, how did you address or overcome them?

I was nervous that my firm may be doing some things so far off from best practices that I would struggle with the material, but really, the material reinforced what I knew or help highlight areas for improvement. I was also worried about allocating the appropriate time to prepare for the test. I found once I locked in on a test date, I was able to set a schedule and work towards that date.

What study tools did you find most useful (study group, CDFA-yoU materials, flash cards, other?)

I had several techniques. First, I created my own set of notes. I also highlighted the study materials and flagged areas to go back and revisit. I set a schedule for study time, for 2 mornings a week for about 2 hours each. I focused on one section at a time. To reinforce what I learned, I used notecards for the harder areas and did several practice tests.

Did you learn anything new, or surprising, while preparing for the exam?

The project management section was good for me, as I am always getting project types and the project life cycle mixed up. I enjoyed that section.

What section of the exam was the most difficult for you?

Finance, even though that is what I do. I use excel spreadsheets for formulas and have for so long that I forgot a bunch of formulas. I was nervous about that part.

Did you have a CDFA mentor help you with the material? If so, tell us about that experience.

I did not have a mentor.

What role, if any, has your CDFA played in advancing your professional or personal development, growth, network or career?

My CDFA helps show my commitment to this industry.

Was your employer supportive of your CDFA goals and accomplishment? If so, please share how they demonstrated that support.

I announced I was sitting for my CDFA and my employer supported my study schedule which involved a few hours a week.

What is your top tip to someone considering the pursuit of a CDFA designation?

Set a schedule, book the exam. You got this!

Feeling inspired by our CDFA Spotlight features? If you're ready to elevate your career and join the ranks of Certified Design Firm Administrators, now is the perfect time to take the next step. The CDFA designation not only strengthens your skills but also positions you as a leader in our industry. Visit our certification page to learn more about the application process and how you can start your journey today!