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Posted By SDA Headquarters,
Wednesday, October 30, 2024
Updated: Wednesday, October 30, 2024
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SDA Fellow Sarah Wallace, Controller for Choate and Hertlein Architects in Atlanta, GA, presented an amazing webinar last Fall all about Performance Evaluations. The session was chock full of best practices and pro-tips for documenting your performance, setting goals, acing the review meeting, and receiving feedback. As we head into the performance review season, we wanted to share a recap of her presentation.
Sarah’s presentation was widely organized into three sections: preparing for your review, at your review, and following your review.
Preparing:
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One thing you can do pre-review is get an understanding of the review process and the forms that will be used. Clarify expectations. Don’t be afraid to ask, “What would it take to get all 10s” (or fives, or Exceeds Expectations.)
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Another way to prepare for your review is by documenting your achievements regularly throughout the year. Note when you’ve earned continuing education hours, attended an event, improved a process, and taken on additional responsibilities. Having these notes available when you complete your self-evaluation improves the chances that you won’t forget your accomplishments if they happened early in the review period.
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Take the time to complete your self-evaluation. If your firm doesn’t ask for a self-evaluation, prepare one anyway. What have you achieved? What are you proud of? What are you working to improve?
At the Review:
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Lose your pre-review jitters by doing some deep breathing, taking a walk, reviewing your list of accomplishments, or whatever you need to do to get in the right head space to talk about your accomplishments and receive feedback.
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Bring your documentation. That sheaf of papers (or digital file) will give you a little grounding as you enter the meeting and make you feel more prepared.
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Know what you want to discuss and be ready to bring it up if the reviewers don’t. Have your SMART Goals and action plans detailed.
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You might get some feedback you aren’t prepared for. That’s okay. Feedback is information and it is perfectly fine to ask for time to think about what they’ve told you and request a follow-up meeting. Above all, don’t get defensive or argue.
Post-Review:
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Take some time after the review to decide how you’re going to act on the feedback you received. Don’t just take the information and file it away. Lean on trusted colleagues and your SDA network to process what you heard, develop an improvement program, and provide accountability and support.
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Set target dates and interim steps for your SMART Goals. For instance, If getting your CDFA is a goal, set the dates for applying, downloading the study guide, and attending study sessions so that you stay on track.
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If you get a “Just keep doing what you’re doing; everything is great” non-review, challenge yourself to keep growing and learning through leadership positions in SDA and other organizations. Keep tracking your achievements and be willing to request a meeting with your supervisor to discuss them.
Top Ten Performance Review Best Practices
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Ask to see the review form and learn about the performance evaluation process during your onboarding if you’ve changed jobs or firms. Clarify expectations.
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Take time to complete your self-evaluation and submit it prior to the meeting. Bring a copy with you to the review.
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Don’t feel limited by the form. Add any information about your skills and accomplishments that you want to highlight.
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Document your achievements regularly throughout the year so you don’t forget any of them.
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Divide your SMART Goals into two separate buckets – short-term Performance Goals and long-term Career Goals.
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Manage your review meeting anxiety by taking a quick break, walking it out (or shaking it out) in the hallway or outdoors, doing some deep breathing, reviewing your list of accomplishments, or listening to your favorite song.
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Remember that feedback is a good thing. Feedback is information and it means that someone is listening and paying attention to what you’re doing and how you’re doing it.
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Have a strategy to bring up topics that you want to discuss if they aren’t mentioned.
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Don’t hesitate to bring up weaknesses that you are aware of and ask for feedback and suggestions to improve. This demonstrates both openness and self-awareness.
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Don’t be defensive and don’t argue if you get feedback you disagree with. It is okay to say, “That caught me off guard. Can we meet again in a few days after I’ve had a chance to digest it?”
Performance Evaluation Pro-Tips
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Track your achievements all through the year. It can be as simple as a one-page Excel or Word document that you keep on your desktop so it is easy to find and use. Make note of what you accomplished, attended, or were awarded and the date it happened.
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Don’t be limited by the form! Most evaluation forms are designed for technical roles. Add a second page that highlights your accomplishments and skills.
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When you set your SMART Goals, build in accountability: add interim steps with dates; be transparent about your goal, ask for help.
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If your firm doesn’t have a structured review process it is a great opportunity to leverage your SDA resources. The HR Forum has several forms to download and your colleagues on MyFeed are always glad to share their expertise.
Fellows in Focus Session 'Sound Bites'
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"Speaking up about what you contribute, and detailing why you're qualified does not make you self-centered or self-serving - it sends a signal that you're ready to rise.”
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“Anytime anybody's telling you something that you need to work on, it means they believe in you, and they want you to grow. So, start changing your narrative about [feedback]. Go into your review thinking that any feedback you get is going to be a good thing.”
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“Don’t just use your review to reflect, come prepared to talk about next steps. You can’t go forward if you spend the whole time looking in the rearview mirror.”
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“If you’re not uncomfortable then you’re not learning something new and you’re missing the potential to grow.”
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“If we’re expecting our Principals to take the time to evaluate our performance over the previous year, the least we can do as staff members is take the same time and come to that review prepared.”
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“Even if you know there are some things you need to work on, don’t let that take away from your sense of accomplishment for all the things you have been learning.”
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“Feedback is good. Growth is amazing. Set your SMART goals. And keep thinking about where you want to go from here. Because it should be up!”
Sarah left us with this closing thought: “Feedback is good. Growth is amazing. Set your SMART goals. And keep thinking about where you want to go from here. Because it should be up!”
Want to listen to the entire program? Click Here to get the program from the SDA Store (be sure to sign-in for member pricing--FREE to SDA Members)
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AEC Performance Reviews
Performance Evaluations
SDA Fellows in Focus
SDA National
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Posted By SDA Headquarters,
Monday, October 28, 2024
Updated: Monday, October 28, 2024
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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.
Tags:
AEC Learning
Performance Reviews
SDA National
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Posted By SDA Headquarters,
Tuesday, October 15, 2024
Updated: Tuesday, October 15, 2024
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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 Sarah Hoyle, CDFA, Executive Assistant with Perkins & Will in Dallas, TX. Her insights on the personal satisfaction of passing her exam are sure to inspire!
What motivated you to earn your CDFA certification?
It was a personal goal.
Did you have any concerns, or fears, about taking the exam? If so, how did you address or overcome them?
I have always had test anxiety and that was my only concern about taking the exam.
What study tools did you find most useful (study group, CDFA-yoU materials, flash cards, other?)
CDFA-yoU and Marathon Training material that is shared.
Did you learn anything new, or surprising, while preparing for the exam?
Learning about other areas of work that I do not normally do in my day to day was interesting.
What section of the exam was the most difficult for you?
Finance.
Did you have a CDFA mentor help you with the material? If so, tell us about that experience.
My chapter answered any questions I had.
What role, if any, has your CDFA played in advancing your professional or personal development, growth, network or career?
It gives me personal gratification on my accomplishment.
How did you, and your firm, celebrate your achievement?
Announcement to the office when I passed, and it was included in our yearly office meeting.
What has obtaining your CDFA meant to you?
I was very proud of myself, and it gave me a boost to continue learning outside of my current position at 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!
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CDFA
Certified Design Firm Administrator
Get Certified
SDA
SDA National
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Posted By SDA Headquarters,
Tuesday, October 8, 2024
Updated: Tuesday, October 8, 2024
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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!
Tags:
CDFA
Certified Design Firm Administrator
Get Certified
SDA. SDA National
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Posted By SDA Headquarters,
Tuesday, September 24, 2024
Updated: Tuesday, September 24, 2024
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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!
Tags:
AEC Learning
CDFA
Certified Design Firm Administrator
Get Certified
SDA
SDA National
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