Roundtable Wrap Up

Posted on by cguske

Meeting of the Roundtables | Thursday, May 27, 2021 | Meeting Notes

The next Meeting of the Roundtables gathering will occur on August 4, 2021 at the Art of Practice.

Large Firm Roundtable – 11 participants
Chair: Paul Battaglia, AIA

The following comments were shared from the roundtable participants:                     

Topic 1: Defining and Mentoring Leaders

  • Emerging professionals within the firm were having difficulty being mentored by those that are not on their project team.
  • Peer-to-peer mentoring is suffering because of remote working.
  • A participant shared that their firm has a structured mentoring program that rewards participants.
  • One firm provides formal education that includes speakers/consultants and rewards participation.
  • The building of relationships is missing unplanned gatherings and exchanges during remote working. It used to be organic and now requires formal programming (ex: 6-month dating game structure)
  • People who are looking for mentorship can find it.
  • Mentorship is different from training. Mentorship is messy and creates future leaders. The question, “how do you teach people to run at problems?” was posed.
  • There is a new focus on equity and diversity. One firm shared they are trying to reach out to institutions like Hampton University and Howard desiring to set up mentorships as students start their education. This is a much different approach to the traditional “wait until they graduate” model.
  • One participant shared that they had a good mentorship experience through NOMA and was assigned a mentor who gave notes on their portfolio and helped keep them in the profession.
  • Firms are shifting to the development of remote work policies.
  • A discussion was held on how do firms identify and/or entice new leaders in their firms? There are employees with 15–20 years of experience who are not ready to move into leadership.
  • A participant expressed that Zoom calls are for project discussions and business; not so much for mentoring conversations and cultivating those to become firm leaders.
  • Rebuilding social capital is intensely needed. There is a need for getting back to gathering for informal/organic discussions.
  • There is a need to disassociate age from career longevity. Firms must intentionally cultivate leadership as an important component of diversity.
  • A firm leader shared that when they were intentional about reaching out and calling people one-on-one during remote work, the individuals were more vulnerable and shared struggles.
  • It seems more younger leaders are stepping up to ownership and leadership roles.
  • Current leaders are already choosing replacements for succession regardless of how many years they have left in the practice.
  • An important distinction was made between ownership and leadership. Those terms should be divorced. Anyone can own part of the firm. Not all have leadership potential.
  • A participant shared that the firm has been so busy that they struggle to spend time with their people.

Topic 2: Construction Costs

  • There is a desire to have a presentation given by an economist such as Kermit Baker from AIA or Ken Sorenson from AGC to talk about volatile construction costs.
  • The current issue seems to be deliverability.
  • One participant noted that deliberate conversations with clients are needed regarding rising project costs so that it can be built into the project’s scope and fee.

Mid-Size Firm Roundtable – 9 participants
Chair: Andrew McKinley, AIA

The following comments were shared from the roundtable participants:

Topic 1: Getting Work Done

  • Firms in the residential and multi-family markets are very busy.
  • In general, employees are returning to the office. One firm leader shared that a little more than half of the staff is back in the office.
  • One firm had a slower than anticipated start in the first quarter of the year, but projects are starting to pick up.
  • Some firms noted that they were hiring.
  • A firm shared that it attended a virtual career fair and noted that students want to access architects in-person.
  • A participant shared that they are resuming the firm’s internship program which was suspended last year due to COVID-19.

Topic 2: Getting Back to Work

  • One firm interviewed staff, developed cleaning strategies, and built group consensus before returning to the office.
  • In general, firms are not mandating vaccinations for employees and following CDC + Virginia public health policies.
  • A firm shared that employees have fully returned to work and may work remotely one day per week.
  • A participant noted that it encourages daily check-ins if an employee is working across offices.
  • Some firms are just starting conversations around coming back to the office.
  • Generally, employees have had a desire for some in-person collaboration.

Topic 3: Navigating Code Enforcement

  • One participant shared how they have been having increasingly more non-collaborative experiences with code officials.
  • Another participant noted that they have been having great experiences with younger plan reviewers. The non-collaborative attitude has occurred more with code inspectors.
  • The spirit of collaboration differs from locality to locality.
  • A firm who does projects for the Commonwealth of Virginia shared challenges with the Division of Engineering and Buildings’ inspections being performed by video chat.
  • A participant noted that local government project reviewers are changing between design submittals thus increasing required time investment.

Small Firm Roundtable – 6 participants
Chair: Tim Colley, AIA

The following comments were shared from the roundtable participants:

Topic 1: Getting Work Done

  • Short-term and long-term impacts on elevated material costs:
    • Some are trying to delay projects because due to volatile material costs.
    • One participant noted that they stopped giving cost estimates because they are changing so fast.
    • There was a concern about how long residential projects could be delayed with new building codes becoming effective on July 1.
    • There is a belief that the profession should be prepared for inflation in the construction business for the foreseeable future.
    • Participants noted that there is a shortage of sub-contractors.
    • One participant shared that they are finding alternate specifications to replace materials they cannot access.
    • A firm shared that working with smaller general contractors makes it difficult to handle increasing costs since their profit margins seem to differ from larger general contractors. When the cost per square foot increases, the scope of work changes (more work for the architect).
    • Clients are now breaking projects into phases which creates more work for the architect, more permits, and the necessity to explain increased cost of phased construction.
  • Hiring, recruiting, and retention in post-COVID:
    • There is a concern about finding candidates with the increased competition with large firms who can offer larger salaries.
    • Firm leaders shared that they may have to pay current staff more to keep current with market conditions.
    • There will be a need to go back to the office when a small firm hires a new person just to orient/collaborate.
  • PPP forgivable loans
    • For some, the PPP program was a financial lifeline.
    • One firm received a grant from the Alexandria Development Corp.
    • One firm leader indicated that the PPP program was beneficial if one had a delay in the project pipeline, otherwise you were delaying the inevitable.

Topic 2: Redefining Firm Culture in the Age of Remote Working

  • An issue discussed was generational gaps and the ability to feel comfortable in the digital realm.
  • Small firms were using online collaborative software to meet with staff and clients.
  • Firm leaders discussed how to bring in new employees/interns with no office space.

Topic 3: Returning to Work

  • One firm got rid of office space eight months ago.
  • One participant shared that it is most helpful to talk to employees and meet them where they are regarding vaccinations. An example was given regarding an employee who had not planned to get vaccinated until discussing it with their peers in the office.
  • A firm is having conversations around eliminating 100% remote work. The conversation in some firms include allowing employees to work remotely 20%-40% of the time.

Emerging Professional’s Roundtable – 5 participants
Chair: Krystal Anderson, AIA

The following comments were shared from the roundtable participants:

Topic 1: Mentoring

  • One firm mentors emerging professionals informally through events such as happy hours with senior leaders.
  • In another firm, emerging professionals select an “advocate” within the company to perform their employee review as a chance to obtain a different perspective.
  • One participant shared that annual reviews are performed by a project manager and one other individual. The mentor role can be fulfilled by anyone.
  • A firm has “employee advocates” in the Human Resources department to coach emerging professionals in career advancement.
  • The group discussed the question of “how do you pick a mentor?”
  • Mentoring through COVID has been difficult due to the required intentionality.
  • A participant noted that mentoring was needed most when onboarding at a new office.

Topic 2: Career Advancement

  • In general, demystification of the path to career advancement is needed within firms. One firm was noted as doing this well.
  • Emerging professionals desire to know what it means to be a shareholder in the firm and the associated responsibilities.
  • It was noted that emerging professionals have left firms because of a lack of career mobility.

Topic 3: Justice, Equity, Diversity, and Inclusion

  • One firm has a committee of employees evaluating strategies for diversity.
  • Book clubs and Slack channels are being used to engage in conversation on this topic.

The next Meeting of the Roundtables gathering will occur on August 4, 2021 at the Art of Practice.

Roundtables Wrap Up

Posted on by cguske

The Meeting of the Roundtables [Small Firm, Mid-Size Firm, Large Firm, and Emerging Professionals] occurred on Thursday, February 25. The below captures the highlights of each conversation. Please plan to join us for the next session on May 27.

Large Firm Roundtable         

Topic 1: Remote Work and Transitioning Back to the Office

  • Employees have the choice on when to return to the office in person
  • Some firms have purchased PPE for employees and performed deep cleaning for the office
  • Many firms have requirements for masking when in common areas and moving throughout the office
  • In general, firms have not imposed a requirement for employees to vaccinate
  • It was noted that there are varying requirements for re-opening in different states, thus posing challenges for firms with multiple offices in the U.S.
  • One firm leader shared how vaccinations are not embraced by everyone which will influence office policy development
  • Some firms shared that productivity (measured as revenue per employee) has been high during this period of remote work
  • Some firms classified 2020 as a “so-so” year in terms of financial performance

Topic 2: Justice, Equity, Diversity, and Inclusion

  • The 21 Day Racial Equity Habit-Building Challenge by the American Bar Association was shared as a resource: https://www.americanbar.org/groups/public_contract_law/leadership/21-challenge/
  • Firm leaders thought they should let the next generation take the lead on JEDI issues
  • Some firm leaders are mentoring more than ever during the pandemic
  • There was consensus that firm leaders need to understand our future generation as individuals, particularly minorities
  • Some firms have established a J.E.D.I. Committee
  • Firm leaders were encouraged to use Virginia NOMA as a resource.

Topic 3: Cultivating Emerging Professionals

  • One firm leader indicated that emerging professionals were obtaining knowledge and advancing it on their own
  • Firm leaders reported that it seemed emerging professionals in their firm missed the camaraderie of the office environment and desire to come back; however, are accomplishing a great deal from home
  • It seems that conversations on EDI have flourished amongst this demographic
  • There is a concern by some firm leaders if the development of some emerging professions is “falling through the cracks” in the remote work environment
  • Some emerging professionals have risen as key players in contributing to firm vision and strategy during this time
  • The question of how to grow the firm without growing the firm’s real estate was discussed
  • It seems the vast majority of emerging professionals desire flexibility to work from home and the office
  • Some firm leaders believe that the pandemic will change the culture of the profession; the office will likely become a destination for specific tasks opposed to pre-COVID times where the office was a place that you “go just to go”

Mid-Size Firm Roundtable

Topic 1: Remote Work and Transitioning Back to the Office

  • There is a blend of approaches: some are working remotely, bringing in staff in shifts, and some are back in the office.
  • Once teams are vaccinated, many envision returning to the office
  • There seems to be adequate information about safe space planning.
  • Some firms are offering incentives to encourage vaccination, paying for vaccinations, or providing time off. None were mandating vaccination as a requirement to return to work.
  • Site meetings and construction administration have been flowing fairly normally. Some are hosting hybrid meetings or in-person meetings with 6-feet social distance and movement every 15 minutes. Many try to schedule meetings early or late in the day when fewer people will be onsite.

Topic 2: Justice, Equity, Diversity, and Inclusion

  • One firm formed a diversity and inclusion council that is charged with reviewing all policies. They began with evaluating recruitment and legal and have been working for 6 months.
  • Some have not adopted any J.E.D.I. initiatives
  • Hiring/recruitment has been challenging
  • One firm just hired several new team members. Another hired several new people in June right out of school and developed new virtual training/orientation methods to support them.
  • One firm went through the JUST process which is posted on their website. They used the information like a report card and have implemented several new policies and practices as part of their continuous improvement efforts.

Topic 3: Cultivating Emerging Professionals

  • Several firms are seeking to hire emerging professionals at this time.
  • Shortly before the pandemic, one firm hired a student part-time. He has now graduated and is full time. Because the firm is not planning on hiring anyone else, he is advancing very quickly out of necessity.
  • One firm hired several new graduates and has implemented regular virtual check-in meetings and virtual check-sets to help support them.
  • There are a lot of people participating in ARE support sessions which is helping them to be well prepared for the test. One office just had a staff member pass the ARE.
  • There was some discussion about mentorship programs in Seattle and New York. The group talked about the differences between mentorship and training as well as challenges of mentoring in a smaller firm.
  • One firm is considering a more structured mentorship program and evaluating their existing methods. They have had some success with summer interns who are “attached at the hip” with a firm principal. This firm is back in person, so it is easier – to do this.
  • Because of the virtual environment, one firm in creating more structure to their mentorship programming out of necessity.
  • The group discussed the various challenges of having multiple partners with different styles.
  • One firm matches each new hire with an in-house “mentor” who helps them on the job.

Small Firm Roundtable

Topic 1: Remote Work and Transitioning Back to the Office

  • Some firm leaders shared that it is difficult to manage projects remotely as a small firm
  • One firm has employees working in the office but seated 12’ apart with masks optional at one’s desk
  • One firm requires clients to make an appointment before visiting the office; “walk-ins” are prohibited
  • A firm leader stated that the company was so busy that they are turning down clients

Topic 2: Justice, Equity, Diversity, and Inclusion

  • One firm made Martin Luther King Jr. day a paid holiday for staff. This day will eventually be made a day of service for the firm
  • A firm leader shared that the company is being more intentional about casting a “wider net” in search of interns
  • J.E.D.I. conversations take on a much different context in small firms; for example, firms with 3 to 4 people
  • Several firms believed they could make a stronger impact with J.E.D.I. by serving the community (example projects mentioned: converting a church to a community center pro bono for a disadvantaged neighborhood, making oneself available to the Government as a contract vehicle, “Architects Anonymous” pro-bono services program]

Topic 3: Cultivating Emerging Professionals

  • The group discussed AIA Virginia’s Amber Book ARE prep scholarships being sponsored by the Branch Museum of Architecture and Design
  • The Chair of The Branch voiced opportunities for engagement with the 501c3

Emerging Professional’s Roundtable

Topic 1: Remote Work and Transitioning Back to the Office

  • Overall, most firms have been supportive of the remote working arrangements
  • Some reported that their teams have become more dynamic and flexible in their scheduling. The group appreciated that flexibility and most hoped that it would continue.
  • Document review and redlines/mark ups have been challenging.
  • The group discussed the various advantages and challenges with Blue Beam, Miro, and Mural
  • Some discussed the challenges of remote work during the early career stage
  • Most are still working remotely, though some are in the office.

Topic 2: Justice, Equity, Diversity, and Inclusion

  • Some firms’ J.E.D.I. efforts have been disappointing or have seemed performative (rather than substantive and sustainable)
  • The group discussed the challenges of bringing J.E.D.I. issues to firm leaders
  • One firm is trying to identify information to see if there is unconscious bias in the review process
  • The size of the firm seems to impact diversity; larger firms are (in general) while smaller firms seem less diverse
  • There seems to be some level of “tokenism” in some firms
  • AIA should reward/recognize/celebrate firms for genuineJ.E.D.I. efforts
  • Michael Marshall – who has suggested a hiring diversity/staffing rating system like LEED was discussed.
  • The group wondered how many firms are willing to sponsor visas for international applicants.

Topic 3: Cultivating Emerging Professionals

  • It can be difficult to get the information/support that one would normally get when in the office
  • It is difficult to build professional relationships within firms in a remote setting
  • Some have felt like there is a lack of connection and communication in the virtual space.
  • Despite good intentions by firm leaders, some are not feeling supported and don’t know how to ask for it.
  • It is very hard to learn when personal or mentorship relationships are absent.
  • Some were uncomfortable asking for things/support/help because they feel like firm leaders are doing them a favor by keeping them or offering more flexibility in scheduling
  • “It feels like you should know what you’re doing, but you don’t — and you don’t know who to ask?”
  • Being paired with a firm “mentor” (who you aren’t afraid to ask questions/ whose “job” it is to help you) has been a successful approach
  • Some didn’t find out until several years into their architecture program that a Masters program was necessary to be licensed and that expensive testing was necessary (following a long internship/training process).

Emerging Professionals Roundtable Meeting

The “Meeting of the Roundtables” serves as an educational opportunity to bring AIA members together from firms of various sizes to discuss pertinent practice topics in a structured and facilitated format.

Engage in a dialogue regarding how the AIA can best position you to be successful in creating positive change in the built environment and the profession.

Earn 1.0 AIA LU

Register online.

Learning Objective 1:
Describe risk management techniques and best practices

Learning Objective 2:
Discuss human resource management and understand how to implement best practices

Learning Objective 3:
Discuss best practices for firm transitions and describe how to support emerging leaders

Learning Objective 4:
Share your experiences navigating firm management during an economic downturn. Discuss collaboration, business development, and project management during COVID-19 and hear the experiences of other firm leaders and designers.

Earn 1.0 AIA LU

Register online.

 

Emerging Professionals Roundtable

Emerging Professionals Roundtable
for those on the path to licensure or licensed 10 years or less
Wednesday, June 10, 4:00 p.m. – 5:00 p.m.
Moderated by Krystal Anderson, AIA of Gresham Smith
Register>>

Please register for the roundtable that corresponds with your respective firm size. You may register for multiple roundtables, but note that you can only receive 1 LU regardless of how many you attend.