Operations personnel keep AEC firms moving, linking project managers, architects, engineers, field teams, and clients. Two development tools can dramatically amplify that impact: coaching and mentoring. They’re related, but not the same, and knowing when to use each helps your people (and projects) level up.

Guiding Principle:

• Choose coaching when someone must perform now.
• Choose mentoring when someone needs context, confidence, and a longer-term growth plan.
• Add sponsorship when someone needs visible opportunities and advocacy to advance.

Your Field Guide: Moments to Coach & Mentor

The “Lock It In” Principle: Learn It → Apply It → Now

Lock It In, as taught by Jonathan Wilson (PSMJ Resources), turns passive listening into active learning by having the learner apply the skill immediately after you teach it.

For example, after you explain the Accounts Payable (A/P) process, ask:

• “Can you explain it back to me?”
• “Can you show me the file naming convention we use?”
• “Can you tell me 2 details that must be on the invoice before paying?”
• “Will you come back to me with improvements in the process if you find any needed?”

Lock It In = Don’t just tell it. Don’t just show it. Let them do it.

Celebrate Mistakes (Learn, Don’t Shame)

• Own it in the moment: “That was my miss, thanks for catching it.”
• Debrief quickly: “What happened here?” “What can we try next time?”
• Strengthen systems: Would a checklist or workflow catch this earlier?

Coaching Opportunities by Time Frame

• 3 minutes – Quick learning bite: Share a tip/video; ask, “What’s one thing you’ll try next?”
• 5 minutes – Micro-training: Demo a step; “Now you do the next one.”
• 10 minutes – Focused 1:1: Tackle a challenge; end with clear next step + date.
• 30 minutes – Coffee chat / Lunch & Learn: Build relationship; “What insight will you apply next?”
• 60 minutes – Team workshop / Firm-wide learning session: Assign action items for next check-in.
• 1–3 hours – Deep dive learning: Apply immediately to a live operational system or project.
• 1–3 days – Retreat / Intensive: Close with written action plans, accountability partners, and scheduled follow-ups.

Coaching Best Practices

• After every moment, ask: “What did you take away?”
• Slow down; focus on one or two lessons at a time.
• Reinforce by repeating key ideas in future touchpoints.
• Follow up: “Did you try it? What came up?”

Coach with Empathy

Listen without interrupting, match their pace, and check in with “How are you feeling about this?” before “Any questions?” Psychological safety fuels real growth.

When to Coach vs. When to Mentor (Quick Scenarios)

• Coach a project coordinator to run tomorrow’s OAC meeting: rehearse the agenda, role-play stakeholder questions, and commit to one improvement.
• Mentor an operations person mapping a move from project support to marketing/BD: share how the firm wins work, offer feedback on a portfolio, and make two introductions.
• Sponsor a rising team member: put their name forward to lead a client touchpoint or an internal improvement sprint.

Make It Real in Your Firm

1. Publish a shared one-pager (use the table above) so PMs and PMAs align on terms and expectations.
2. Offer both pathways: short, skills-focused coaching for immediate performance and relationship-based mentoring for broader development.
3. Measure what matters:
   • Coaching: observable behavior change, meeting outcomes, accuracy/quality.
   • Mentoring: role readiness, internal mobility, retention, engagement.

1. Equip leaders to teach basic coaching skills (questioning, contracting, and feedback) and how to mentor without turning sessions into status updates.
2. Close the loop: schedule brief follow-ups to check what was applied and what’s next.

References/Resources

• Coaching vs Mentoring Cheat Sheet
• Harvard Business Review – A Guide to Mentors, Sponsors, and Coaches (clear distinctions + when to use each).
• Center for Creative Leadership (CCL) – How to Use Coaching and Mentoring Programs to Develop New Leaders (program design & best practices).
• PSMJ Resources – AEC TalentMAX pre-conference AEC Executive Workshop (source of “Lock It In” as taught by Jonathan Wilson).
• PSMJ Resources – Jonathan Wilson bio (coach/instructor background).

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.