In a world that never stops moving, time often feels elusive. We juggle work, family, and personal goals—yet somehow, the things we want to do always get pushed aside. Have you ever felt busy all day, only to wonder what you actually accomplished? 

Whether you're preparing for the CDFO exam, leading a team, or simply trying to find time to breathe, let’s explore practical strategies to beat procrastination, increase efficiency, and reclaim time for what is truly most important to you.

Why we procrastinate, and how to break the cycle

Procrastination isn’t laziness—it’s often a response to fear of failure, feeling overwhelmed, or having a lack of clarity. The key is to start small and build momentum. 

At EDS25, speaker Carla Howard reflected on the time management technique known as “Eat the Frog.”  If it’s your job to eat a frog, do it first thing in the morning—it’s likely the worst thing you’ll face all day. The “frog” represents your most challenging task. Tackling it first gives you a sense of accomplishment that fuels the rest of your day.

Break tasks into micro-steps. 

Instead of: “I need to study for the CDFO,” try: “I’ll review one section for 20 minutes.” This micro-commitment lowers resistance and gets you moving.

Time Management Techniques

If frogs aren’t your thing, here are other effective time management techniques:

• Pomodoro Technique:  Work in focused 25-minute intervals with 5-minute breaks. After four sessions, take a longer break. Great for maintaining energy and focus.
• Time Blocking: Schedule your day in blocks dedicated to specific tasks. This minimizes distractions and ensures time is allocated to what matters.
• Eisenhower Matrix: Prioritize tasks by urgency and importance. Focus on what’s important, not just what’s screaming for attention.
• The 2-Minute Rule: If a task takes less than two minutes, do it immediately. It clears mental clutter and builds momentum.

Automate and Delegate

Efficiency isn’t just about doing more—it’s about doing less of what doesn’t matter. What tasks can you eliminate? Ask yourself: Am I being busy, or am I being effective?

• Use automation tools like Zapier, Notion, or Google Calendar to handle repetitive tasks.
• Delegate tasks that don’t require your unique skills.
• Batch similar tasks (like emails) to reduce context switching. (Wearing too many hats hurts your brain!)

Learn to say “No”

Is the task your responsibility, or are you stepping in to be helpful?  Saying no to tasks that drain your time and distract you from your priorities is a vital time management skill.  Learning to say “no” is part of practicing assertive communication and setting healthy boundaries.  If you need to say no, offer an alternative solution. 

What to Do With the Time You Save?

As you advance in your career and leadership, maximizing efficiency empowers you to choose how to utilize your reclaimed time.

• Do another task. Yes, if you’re building momentum towards a goal you've set for yourself.
•  Meditate or journal. Self-care is a way to recharge your mind.
• Travel or explore. Absolutely! A simple walk outside can energize you.
• Stop and smell the roses.   Literally, be present. Living in the moment is powerful.
• Schedule “white space” in your calendar—time with no agenda. White space gives you room to focus and reset, freeing you from constant reactivity, replacing it with intentional, distraction-free time for productive work.

Lead by example

If you’re in a leadership role, your time habits set the tone for your team. Model the following:

• Prioritization over busyness
• Boundaries over burnout
• Purpose over pressure

Empower your team to work smarter—not harder.

Studying for the CDFO? You’ve got this!

If preparing for the new Certificate in Design Firm Operations (CDFO) exam feels daunting, SDA has resources at your fingertips. Join a study group or find an accountability partner. Use the strategies above to break your study plan into manageable pieces, and reward yourself after each session to reinforce the habit.

Time Is a tool—use it with intention. 

Time management isn’t about squeezing more into your day. It’s about making space for what matters most. When you master your time, you reclaim your energy, your focus, and your freedom to enjoy what matters most to you.

You don’t need more hours in the day—you need more intention in the hours you already have. What time management tips have been useful for you? Share them in the comment box below.

Spotlight Resources:

CDFO Information and Application

Online resources:  SDA Blog Article - That One Thing

Thanks to the generous support of the Past Presidents Council, I had the incredible honor of attending EDSymposium25 in Lexington, Kentucky, as a recipient of the 2025 PPC Professional Development Grant. This was my first national SDA event, and I wasn’t quite sure what to expect— but I came home feeling inspired, energized, and deeply connected to a community of administrative professionals who understand exactly what it means to work in the AEC industry.

The sessions I attended weren’t just informative, they were transformational. I walked away with insights I can use right away, and I made connections that reminded me just how powerful our professional network can be. Below are reflections on four sessions that really stayed with me.

Critical Thinking: Think People Are Born with the Ability to Think Critically? Think Again

Presented by Carla Howard

This pre-conference workshop kicked off the week with a bang. Carla Howard guided us through what she called the Critical Thinking Skill Stack, and I was amazed at how immediately useful and relevant it all felt. One of the most empowering things she said was, “None of us were born with a critical thinking gene”—which means this is something we can all get better at.

The session broke down the elements of strong critical thinking: being curious, listening intently, analyzing information, offering solutions, making decisions, and communicating crisply. Each one came with actionable habits and self-reflection questions. I also appreciated the reminder to question assumptions and stay open-minded.

The workshop didn’t just stay theoretical—it included simple strategies, like incorporating mindful observation or even playing puzzle games, to build those skills over time. It was a great reminder that everyday moments are opportunities to sharpen our thinking, and that will help us lead and contribute more effectively at work.

What resonated most with me was the concept of focusing on the idea, not the path. Too often, I find myself getting caught up in how I got to a conclusion, wanting to justify or defend it. Carla reminded us that this tendency can actually distract from the value of the idea itself. That really hit home. I tend to want to explain how I arrived at a decision, but sometimes that can overshadow the idea itself. That insight made me realize how often I can get in my own way. Since coming home, I’ve been trying to notice those moments—when I’m tempted to dig in or defend, and instead, lean into curiosity. That shift feels small but powerful.

R(AI)sing Your AI IQ

Presented by Kristin Kautz

Kristin Kautz’s workshop was fast-paced, exciting, and eye-opening. She talked about how AI is changing the AEC industry, and challenged us to think not just about what tools we’re using—but how we’re using them. One of her core messages was that AI can generate ideas and content, but it’s our human judgment that gives it meaning. That really connected back to the earlier sessions on critical thinking.

Of all the smart strategies and best practices Kristin shared, the most memorable takeaway for me was the idea of an office “safeword” or emoji. With the rise of deepfakes and AI-generated voices and videos, it’s becoming harder to tell what’s real. I never expected a professional development conference to include a cybersecurity epiphany—but there it was. This simple idea gave me a concrete way to bring safety and clarity into our digital communication practices at work.

Kristin also encouraged us to audit our firm’s tech stack—to evaluate where we’re wasting time, what tools we’re underutilizing, and what we can automate. It was a call to action I didn’t know I needed. I left this session feeling ready to not only embrace new tools, but also help lead smarter conversations around how we use them.

Courageous Conversations: Your Key to Career Success

Keynote by Carla Howard

Carla’s keynote the following morning built beautifully on the critical thinking session. Her framework for handling difficult conversations gave me a roadmap for how to speak up when it matters most. We discussed how to navigate conversations where opinions differ, emotions run high, or the outcome really matters to us—scenarios that are all too familiar in our professional lives.

Two specific takeaways really stuck with me: stop overexplaining, and remember that silence is part of the conversation. I’ve always felt a need to fill the air, to explain every angle, but Carla reminded us that influence doesn’t come from talking more—it comes from being clear and confident. Sometimes, the most powerful thing you can do is pause and let the other person speak.

Another big shift for me? Replacing the word “but” with “and.” It’s such a small change, but it transforms the tone of a conversation from confrontational to collaborative. That one word swap will help me communicate in a way that feels more respectful and effective. This session made me braver—and more mindful—in how I advocate for myself and others.

Managing Evolving Risks of AI in Design and Construction

Presented by Diane Mika

If Kristin’s session was about the potential of AI, Diane Mika’s was a clear-eyed look at the responsibilities and risks that come with it. She walked us through how to create thoughtful AI policies and made a strong case for why firms need to start documenting their AI strategies now—not later. Legal, ethical, and professional responsibilities are shifting fast, and this session helped me see how crucial it is that our policies keep up.

What stuck with me most was the concept of the “evolving standard of care.” Diane posed a powerful question: If most firms are using AI tools and you’re not, are you still meeting the standard of care? That one question reframed the conversation for me. It’s not just about innovation—it’s about liability, credibility, and the future of professional practice. The idea that what’s considered “ordinary” is changing really emphasized the urgency of not just reacting to AI trends, but leading with thoughtful, proactive policies.

Diane’s framework emphasized human oversight, documentation, and staying informed as regulations and professional standards continue to shift. This session helped me see that having a clear, written policy isn’t just best practice—it’s a necessity, and one I plan to help develop within our office.

How It All Came Together

What made these sessions especially powerful was how interconnected they were. The conference felt less like a collection of isolated workshops and more like a cohesive learning journey. Critical thinking laid the foundation for assessing information. Courageous Conversations taught me how to use that judgment to communicate with integrity. The AI sessions showed me how to apply those skills in a fast-changing digital world—balancing opportunity with responsibility.

Each session reinforced the others in meaningful ways. Together, they gave me new tools, a new mindset, and a stronger voice. I came home not just with ideas, but with a sense of clarity and confidence about where I want to grow professionally—and how I can help guide others in my firm to do the same.

Final Thoughts

Attending EdSymposium25 wasn’t just a great professional experience—it was a moment of growth. I’m so thankful to the Past Presidents Council for the support, and to the SDA community for creating a space where learning, connection, and encouragement are always front and center. I left Lexington inspired, informed, and ready to keep moving forward.

We’d love to hear from you! What part of Carrie’s EDSymposium25 experience resonated most with you? Leave a comment below to let her know! And while you're at it—think back to your own EDSymposium experience. What session, speaker, or moment made a lasting impact? Or if you haven’t attended yet, what are you hoping to gain when you do? Let’s keep the inspiration (and conversation) going!

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