contractor role in succession planning - …...succession planning critical for all employers as we...
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Contractor Role in Succession Planning
ROBBIE L SARLES
AASHTO- MTAP WINTER MEETING
Baby-Boom Bubble
Succession Planning
♦ Critical for All Employers as We Hit the Baby-Boom Bubble
○ Compounded in Transit
Establishment of FTA Grant Programs in 70’s and Early 80’s—Creation of State DOT Transit Offices
Staffed By Lifers—Not Much Turnover
Lower Retirement Eligibility Criteria
Hiring Freezes/Early Buyouts
Retire/Rehire Prohibitions
Benefit Packages Changing
Economy Rebounding
Observations of an Outsider
♦ Challenges
Observations of an Outsider
♦ Challenges
○ Plan Early, Be Realistic, Build In Contingencies
More Than Filling Positions
Requires Time, Foresight and Commitment
Transition Is On-Going
○ Focus on Big Picture Is Sometimes Missed When Focusing on “How” Rather Than “Why”
Mission
Ultimate Customers
Observations of an Outsider
♦ Challenges
○ Replacing Specific and Unique Skill Set and Knowledge Base
Complexity Has Increased Exponentially Over Time• Takes Years To Understand Some Programs
• Often Not Taken Into Consideration
• Build Knowledge in Layers
○ Weed Out Negativity
○ Be Precise, Define Deliverables, and Make People Accountable
Observations of an Outsider
♦ Challenges
○ Recruiting and Hiring
DOT Hiring Procedures Can Be Cumbersome• Depository for Lame Ducks
• Young, Energetic Clean Slate
Hiring Freezes and Other Issues May Prevent Overlap Between New Hire and Retiree
Morale of Existing Employees Not Selected for Vacant Positions
• Impact on Working Environment
Observations of an Outsider
♦ Feeling overwhelmed yet?
Observations of an Outsider
♦ Challenges
○ Recruiting and Hiring
Attracting Quality Personnel• The Most Qualified May Not Be The Most Successful
Managing Expectations—Management and New Hires
Avoiding the Revolving Door—Retaining the Keepers• Good People With Good Intentions Will Be Overwhelmed
Without Proper Support and Training
• May Result in Compounding of Errors
Observations of an Outsider
♦ Challenges
○ Marrying New and Old Cultures Can Be Tricky
○ Establish Credibility of New Hires
Area(s) of Expertise
○ Provide Sense of Stability Throughout Transition
○ Prioritize/Phase In Implementation of Task Responsibility and Corresponding Training
○ Align Position Responsibilities With Skill Set
Observations of an Outsider
♦ Best Practices
○ Create Comprehensive Standard Operating Procedures
Review, Modify and Simplify
○ Focus on the Big Picture—Provide Relevance
○ Provide Mentors/Coaches
○ Dedicate Time—Training/SOP Development
○ Establish and Communicate Realistic Expectations
Difference Between Knowing It and Getting It
Observations of an Outsider
♦ Best Practices
○ Passing on the torch
Observations of an Outsider
○ Make Sure Retirees Don’t Get In The Way of Implementing New Procedures
○ Encourage Legacy Approach Rather Than Knowledge Is Power Philosophy
♦ Use Retirees As A Resource
○ Be Selective
○ Define Timeline
○ Monitor To Ensure Skill and Knowledge Are Actually Being
Contractor Role
♦ Review of the Organization with Fresh Eyes
○ Knowledge of Many Effective Organization Structures
○ Experience with Transition and Implementation
♦ Helps Management Avoid Ill-Informed Decisions and Costly Mistakes
○ Buys Time to Find the Most Qualified Personnel
○ Can Be An Emergency Measure for Unexpected Loss of Specialized Expertise
Contractor Role
♦ Assist with Developing Strategic Plan
○ Modifications to Organization Structure and Alignment of Responsibilities and Duties
♦ Provide Options for Managing the Transition Period
○ Short Duration Interim Staff
Response To Hiring Freezes
○ On-Going Technical Assistance
Contractor Role
♦ Free Up DOT Staff Time By Contracting Out Specialized Functions
○ Compliance
○ Drug and Alcohol
○ RTAP
○ Transit Asset Management
○ Safety and Security
○ Preventive Maintenance
○ DBE, Title VI
○ Procurement
Contractor Role
♦ Train DOT Staff
○ Classroom
○ Transit Academy Still
○ E-Learning
○ Webinars
♦ Assist with Grants Management Process and Development of SMP
♦ Assist With SMR Preparation
Contractor Role
♦ Role Should Be Short-term and Well-Defined
○ Work Ourselves Out of a Job
○ Be a Resource, Not a Crutch
♦ Can Advise, But Can Not Establish Policy
♦ Cannot Address Personnel Issues
