College of Fellows Peer Review Presentation to Member Organizations
ACEC’s Peer Review Program was started in 1984 and has received high ratings from firms which have participated. Approximately one thousand reviews have been completed. Many firms have been reviewed twice, some three times!
Who has had their firm Peer Reviewed?
Who has been or is a peer reviewer?
So, how does a Peer Review work?
- You invite other professionals – your peers
- You are in control – you select them, you pick the time
- They report their findings to you
- Is your firm really working the way you want it to?
ACEC’s Peer Review Program is offered to all firms:
- Regardless of size of firm or number of offices
- Regardless of disciplines practiced
- Regardless of types of clients
Many times a substantial part of the cost is paid for by your insurance carrier – they believe in and support the program!
Fundamental Features
Focus on your general typical procedures – not on any particular project.
You are in charge of your Peer Review. It is keyed to your practice and your way of doing things.
It is not judgmental.
It does not make recommendations.
It is confidential.
You select Reviewers from a trained group of experienced people.
Preparation time is minimal.
What Happens?
- Once a Peer Review Team is assembled and several weeks prior to the scheduled Peer Review, firm leaders and staff members fill out and send confidential, standardized questionnaires to each of the team members. No one sees this material except the Peer Review team. This information gives the team a “jump start” prior to the review.
- Review Team meets with you and other selected leaders of your firm.
- They tour your office.
- They interview key people and a representative sample of employees at all levels.
- Candid, confidential comments are solicited.
- They review policies and procedures.
- Branch offices can be included.
- Tentative conclusions are developed along the way.
- Reviewers do not decide how your firm should be run but only how it appears to be operating.
Exit Conference
Reviewers come to a consensus on conclusions and findings to be presented to the firm’s leadership. The exit conference is the culmination of the Peer Review process.
The team delivers an oral report with findings as to strengths and issues discovered during the Peer Review. It is separated into seven areas of practice:
- General Management
- Financial Management
- Human Resources and Professional Development
- Quality Management
- Project Management
- Business Development
- Computer System Management
The Exit Conference is delivered to any group you wish to invite. The report may be audio or video recorded with everyone’s permission.
All of the firm’s advance material (except the questionnaires) is returned prior to the team’s departure. Individual questionnaires and team members’ notes are taken with them off the premises of the firm and subsequently destroyed.
One of the final items requested of the firm is an evaluation form for the firm to complete regarding the Peer Review process. This is important so that ACEC can monitor the process and look for areas to improve the program.
What is the Cost?
Any Peer Review is always cost effective! Reviewers who are very experienced work essentially free. They receive no compensation for preparation time prior to the actual review – this can be a considerable amount of time if you are analyzing 100 advance questionnaires and reviewing the advance material.
Each reviewer receives a $300 per day honorarium while at your offices plus travel and lodging costs. There is a minimal administrative fee for ACEC staff time. These costs are a fraction of comparable management consultant fees which some of you may have experienced.
Good news continues! Most professional liability insurers cover much of the cost or offer reductions to your premiums upon completion of a Peer Review.
The Fear Factor
Are you concerned your firm will not measure up? Remember, we compare your actual operations to procedures you have established and wish to have followed – not any national standards nor other firms’ standards. You should realize that more of what the team reports will be very good news – strengths of the firm.
Employees are generally very loyal to their firm and want to see it succeed and become better. They will appreciate the opportunity to participate in the review and will applaud you for it.
Some issues will arise during your Peer Review. These should not be viewed with alarm but rather as an opportunity to improve your firm’s operations.
Remember, the peer reviewers are managers just like you. They have many of the same issues back home. The reviewers are kind and have been in your shoes. They generally do Peer Reviews as a way of giving back a little to a profession we all love. They want your firm to succeed.
Advance Documents
Does the gathering of advance documents concern you? Some CEO’s shy away from a Peer Review because they fear they do not have things documented. Remember, the whole idea is to see how your firm really works. Having fancy policy manuals may not be necessary, especially for smaller firms. Creating new policies shortly before a Peer Review generally leads to a finding that some of the staff is not aware of it and is not following them.
As discussed earlier, you can tailor your own Peer Review and request certain projects or areas of inquiry be deleted or de-emphasized. Likewise, you may request that more effort be made in certain other areas.
How Can We Get Started?
Call ACEC and ask for the Peer Review Administrator. They will be happy to work with you. Upon receipt of the material they will send you, your first step is to select the team leader. You and the team leader can select the rest of the team or you can set certain criteria and ask the team leader to find the members.
What happens after the peer reviewers are selected and the time of the review arranged?
- Advance documents (if available) are sent to the reviewers.
- Standard advance confidential questionnaires are completed by your staff and mailed directly to the peer reviewers.
- Peer reviewers read whatever promotional, policies or training materials you send.
- Peer reviewers each tabulate the questionnaire comments.
- Peer reviewers spend a couple of days interviewing staff and reviewing your operations.
- On the last day of the Review they report their findings to you.
Are there any questions? I will be available after the meeting for your individual questions or will be glad to talk to you at some other time. Peer Review information is available for your perusal. Talk to your colleagues who have had a Peer Review and get their suggestions.
|