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.