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

Every SDA member has a unique story - one that reflects their journey, growth, and connection to our vibrant community. In our new blog series, SDA & Me, we’re highlighting the voices of our members as they share what brought them to SDA, how their experience has evolved, and the moments that have made the biggest impact. Whether it’s professional development, lasting friendships, or unforgettable experiences, these testimonials showcase the value of being part of SDA. Today, we feature Kate Petrovich, CPSM, CFA,  as she shares her SDA journey and what keeps her engaged in our community.

When did you join SDA and what initially motivated you to join?

I became a member of the Society for Design Administration (SDA) approximately 18 months ago, but I initially was not very active. During my search for comprehensive resources tailored to all aspects of an architecture, engineering, and construction (A/E/C) firm, I discovered that SDA offers an extensive array of tools and support. Joining SDA has provided me with valuable insights, professional development opportunities, and a network of industry peers dedicated to fostering growth and collaboration. The organization truly encompasses everything I need to thrive in my field.

What motivates you to stay engaged or involved with SDA?

When I first joined the Society for Design Administration (SDA), I did not know anyone in the organization. However, after attending EdSymposium, I felt inspired to become more involved and subsequently joined the MarCom Committee at the national level. Engaging with both the committee and my local chapter has enabled me to build valuable relationships and connect with a supportive team. This network has been instrumental in helping me navigate the challenges I encounter.

Can you describe a memorable experience you have had as an SDA member?

I had the opportunity to attend EdSymposium in 2024, which marked my first experience with the SDA organization. I was truly impressed by the quality of the content presented, but what stood out even more was the exceptional support system among members. Witnessing the genuine encouragement and camaraderie was a remarkable experience. I was particularly moved during the awards dinner, reflecting on the authentic support that women extend to one another within SDA. This level of solidarity is something I have not encountered in other organizations, making my experience at SDA truly unique and impactful.

Want to share your SDA story? Each member’s journey is unique, and we’d love to hear yours! If SDA has made an impact on your career and connections, reach out to us (admin@sdanational.org) to be featured in a future SDA & Me spotlight. Stay tuned for more inspiring stories from our amazing members!

Every SDA member has a unique story - one that reflects their journey, growth, and connection to our vibrant community. In our new blog series, SDA & Me, we’re highlighting the voices of our members as they share what brought them to SDA, how their experience has evolved, and the moments that have made the biggest impact. Whether it’s professional development, lasting friendships, or unforgettable experiences, these testimonials showcase the value of being part of SDA. Today, we feature Judy Beebe, FSDA, as she shares her SDA journey and what keeps her engaged in our community.

When did you join SDA and what initially motivated you to join?

I joined SDA in 1983. I was working for an A/E firm and received a Membership Drive flyer/mailer from the Seattle Chapter. I attended that event, and it was obvious from the start that SDA was an organization I needed to join to continue and grow my chosen career path of working in the A/E/C industry.

How has your experience with SDA changed over time?

It was a tremendous game-changer for me. I learned a lot about the technical side of the industry, as well as the soft side with respect to leadership, communications, the art of volunteering, and learning to work cohesively with administrative teams and on committees.

What aspects of SDA have you enjoyed the most?

The education. I had planned to get a four-year college degree but quit when starting a family (although I did get my Associate of Arts before family started). Attending as many of the educational sessions that National and the Seattle Chapter provide satisfies the love-of-learning aspect in me.

What motivates you to stay engaged or involved with SDA?

While SDA has and continues to broaden my overall knowledge of the industry, it is the life-long friendships (long distance and local) that keeps me wanting to renew my membership each year.

Can you describe a memorable experience you have had as an SDA member?

Other than being recognized with SDA’s 2010 Lifetime Achievement award, what is really memorable for me is the collaboration that I, Diane Klug, CDFA, and Gretchen Renz, FSDA did with the AIA in 2012. We wrote the “Office Administration” chapter for the “15th Edition of The Architect’s Handbook of Professional Practice” that was published in 2013. It was a very intense effort in a very short timeframe; the three of us worked very well together and we successfully met every AIA-imposed deadline that was required of us.

Want to share your SDA story? Each member’s journey is unique, and we’d love to hear yours! If SDA has made an impact on your career and connections, reach out to us (admin@sdanational.org) to be featured in a future SDA & Me spotlight. Stay tuned for more inspiring stories from our amazing members!