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 Connor McCulloh, Operations Coordinator, with Environ Architecture, in Long Beach, CA. Her insights on the personal satisfaction of passing her exam are sure to inspire!

What motivated you to earn your CDFA certification?

I was motivated to have a comprehensive certification that was broad enough to cover certain aspects of the studio that I am responsible for, and gain a deeper understanding of the inner workings of an architectural design firm.

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

I was just mostly afraid of struggling to retain what I was studying- depending on what was going on at work and in my life, it was harder or easier to remember what I needed to, depending on what was going on.

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

What helped me the most was using the written material and creating my own study guides from that. Involves a lot of highlighting, lots of sticky notes, and lots of time.

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

While preparing for the exam, it was interesting to find out how much the exam material would be in direct reference to something I was involved in at work, and vice versa. It was enlightening to be able to fill those gaps where I had questions about specific firm procedures.

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

What I struggled with the most is reflective of where I am at right now in the studio- During the exam I had the most difficulty with the Project Management section. I have the most immersion into the other sections because of my role, and Project Management is the newest to me. The other sections are reflective of things that I have more experience in.

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

Aimee Mandala (also CDFA) who is our COO at Environ, over time has walked me through all of the compliance processes and standards that we engage in as administrators and that knowledge has been solidified thanks to her guidance. She has been instrumental to my personal development and growth as a professional and is also who introduced me to the SDA, sharing the certification process with me. So so grateful for her continuing support and mentorship over the years!

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

So far, the CDFA designation is helping shape the professional that I am becoming, and encompasses the various roles and hats I get to wear.

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

Environ supported me in going to the EDSymposium in South Dakota several Junes ago, and continued to support me in studying and immersing myself in the organizational and administrative aspects of my role. They were very congratulatory and happy to hear that I passed my exam.

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

For those considering pursuing a CDFA, I would recommend spending time creating a study guide and study schedule that works for you and your routine. I also recommend getting enough sleep to make it easier to retain information.

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

I was congratulated and received a card and some nice flowers!

What has obtaining your CDFA meant to you?

Having the CDFA designation is for me a tribute to the dedication I have to learn as much as possible about the AEC industry, and the ability to be more involved in the processes and methods employed by the studio.

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!

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.

Many moons ago Gloria Jackson wrote an SDA blog about Homophones……words that are pronounced alike but have different meanings…..or spellings.

Such as: accept and except.

Both are primarily pronounced “ek” cept or “ak” cept.  Very similar sounding.

Accept functions as a verb….to receive or take something willingly.

Except is most often a verb (but can be a preposition)....to leave out or exclude (key here is “ex”…..exclude).

For example:

I accept your gift of a chocolate cake (yes, I would).

All the kitties were adopted except one (sad little kitty).

And as a bonus….I’ll put them in one glorious sentence:

I would most gladly accept your platter of delicious cupcakes, except the chocolate one with mustard frosting.

For more information on “accept vs except” please see the “Merriam Webster” site. 

Thanks to Carol Wanda Spradlin, CDFA, for providing our current Word Nerd feature.

Carol Wanda is the Office Manager for Baylis Architects in Bellevue, WA and

is a member of  the SDA Seattle Chapter.