Whatever operations role you have in the A/E/C industry, mastering the art of performance reviews is crucial to your and your firm’s success. Reviews aren’t just about checking off a box; they’re 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 A/E/C operations personnel, 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, scheduling reviews in advance is essential to ensure both parties can engage in meaningful dialogue without distractions. When time-sensitive goals for skills learning or acceptance of a new role are included, it is paramount that follow-ups are performed in time for the individual to still succeed before the due date. 

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 vary greatly. Here’s how to tailor your approach:

• Operations: Focus on their functional role and its ties to a company’s strategic plan, mission, and vision. Are they meeting or exceeding their role accountabilities, competencies, and timelines? 
• On-Site/in the Field Personnel: If operations personnel are in the field or on a construction site, include hands-on skills, teamwork, adherence to safety protocols, and the ability to meet project deadlines.

Customizing your reviews based on the role ensures that you evaluate employees on criteria that genuinely reflect their responsibilities.

Conducting the Review: Feedback Strategies That Work

When 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. For example:

• Situation: Describe the situation the individual was in
• Task: Describe their role in the situation and what they were responsible for
• Action: Describe the steps they took to address the situation
• Result: Describe the outcome of their actions

A new project manager came into your office to request a new project (situation/task). With a smile, you quickly went to your computer and showed her where she could find the form to set up the project and how easy it was to do it herself (action). She thanked you for your help and promised to go there first in the future (result). Feedback:  Your generous instruction method with the new PM made the PM more independent and will avoid work for you in the future.

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 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 review key points, and 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 operations personnel. 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.

Want to learn more? Here are some additional resources.

SDA Store - Webinar Recording: Unlocking the Power of a High Performance Workforce

SDA Store - Webinar Recording: From Performance Management to Employee Engagement

Training Course Material.Com - Assessment tools and training articles in the STAR method

DDI, inventor of the STAR method, explains training using the STAR method
 

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.

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 Elena Gutierrez, CDFA, Administrative Assistant with Langan in New York, NY. Her insights on feeling like a well-rounded Administrator are sure to inspire!

What motivated you to earn your CDFA certification?

I was motivated to earn my CDFA certification to gain new skills and knowledge in my industry as a whole and in areas I do not normally delve into in my everyday work.

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

When I signed up to take the CDFA exam I knew I would be tested on all our focus areas, office administration, project management, marketing, but my fear was the finance section, which I had no knowledge of how financials are handled in our industry. I knew this would be a challenge for me, but I have come to learn with any new challenge, I have to stop the negative talk and then practice saying positive things to myself, "Elena, feeling a certain level test anxiety is normal." "Remember your past successes." I tried to put things in perspective and created a plan to manage my study time.

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

To study for my CDFA, I leaned on past CDFA-earners for advice. I asked what tools they found helpful when they studied. I tried flash cards for most of my studying but quickly found reciting questions and answers with a friend was most helpful for me.

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

There were several things new to me while preparing for the exam, but one thing that surprised me was the history of Gantt and Pert charts. The Gantt Chart was designed somewhere in the years 1910 to1915 and is still a commonplace project management tool used today!

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

Finance was the most difficult section for me. As I previously mentioned it is not something I use in my everyday work and have never been exposed to.

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

My CDFA mentors were Pat Leyden and Amy Nanni. They encouraged me by telling me to visualize myself passing the test and not allowing myself to be discouraged if I did not pass. After all, it had been years since I had taken any exam!

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

Earning my CDFA has helped me gain a better understanding of my role and has helped me to become a more well-rounded Design Firm Administrator. It has taught me new and sometimes familiar vocabulary I see every day but may not have a complete understanding about them.

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

My employer was supportive of my CDFA goal and always understood what this accomplishment meant to me.

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

Don't give up! Even if you fail, keep trying!

How did you, and your firm, celebrate your achievement?

I posted my achievement on LinkedIn. My post was well celebrated and received lots of views and acknowledgement from my peers. My firm's Principals expressed encouraging words and sent me kind messages.

What has obtaining your CDFA meant to you?

As I mentioned earlier, CDFA means I am a well-rounded Administrator and not only in my arena, but in educating myself in more than one of our AEC focus areas. It also means I can use these tools and bring them with me to work and other areas within our industry. One of the added perks or "cherry on top" is having CDFA initials after my name! I sometimes look at it and can't help but smile. I think about all the hard work that went into earning it and feel really proud. It is also a great conversation starter and gives me the opportunity to give those who ask my talk about SDA and what CDFA means to me and my work. :)

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!

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 Terri Blackert, CDFA, Senior Administrative Assistant with DLR Group in Phoenix, AZ. Her insights on learning all aspects of the industry are sure to inspire!

What motivated you to earn your CDFA certification?

A couple other Admins in our firm have earned their CDFA so I talked to them and found out that it is essentially the only certification related to a design firm we can get as an Admin.

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

I have held about four different Admin positions with DLR Group, so at first, I thought, "I got this!" But then as I started looking over the study material, I wasn't sure if I really knew what I was getting into. I decided to just take one section at a time.

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

CDFA materials - I put them in a binder and made a tab for each section so I could go through it and highlight sections. Flash cards were great for quick at a glance items.

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

It has taught me that I know more than I thought I did in areas like Marketing, which I do not normally work in.

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

Financial Section

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

It has taught me that I know more than I thought I did in areas like Marketing, which I do not normally help with.

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

Yes, they pay for my SDA membership and encouraged me to set aside time during the week to study prior to the exam.

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

Give yourself plenty of time to organize the materials and study. Do not try to cram right before the exam.

How did you, and your firm, celebrate your achievement?

They posted it on our internal knowledge sharing platform. People sent congratulations across the firm.

What has obtaining your CDFA meant to you?

It means a lot to me to know that I have a well-rounded knowledge of the different aspects of a design firm and hold a certification for it as an Administrative Assistant.

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!