AASHTO / TRB State Reps Meeting Wichita, KS July 25, 2018 Survey Results: What Makes a Great State Visit? Claire Randall Senior Program Officer Technical Activities Division So, once a year, you get a call or email from TRB staff asking to schedule your annual TRB state visit. How can we work together to plan a great visit? What does that even mean? I distributed a survey in early April to all our TRB state reps, and received 29 responses. Thank you all for participating! I will quickly present the survey results, then I have invited four state reps to talk a bit about state visits. Hopefully, we’ll be able to share some ideas.

Formats Employed State visits can take several formats. Here are the eight main formats that have been used in the past. It seems the most common are: Setting aside a small conference room for meetings and discussions; Holding small group discussions (where group members can be from one office or multi-discipline); and Presentations by TRB staff to larger groups, including an overview of TRB.

Most Effective Format When asked which of the eight main formats is most effective, most respondents agreed that holding small group discussions is the best way to go, followed by one-on-ones.

Why?: Small Groups “Small group meetings, each on a specific topic. These work well because the attendees are focused on similar topics.” “Small group discussions as it allows effective information exchange as a response to questions.” “Small group visits with staff from other disciplines, but organized on a specific topic.” “The small group topic discussions seemed the most effective. It gave TRB staff an opportunity to inquire about our work, and provide suggestions about where and how DOT staff could engage with TRB on related topics.” “On the whole, I think having break-outs for different disciplines has worked best as it allows focused questions.” “Small group discussions can be way of generating research needs.” Why are small group discussions the most effective format? Respondents indicated that this is because: They allow attendees from different disciplines to focus on the same topic They allow for an effective information exchange They allow for focused questions They are a way of generating research needs

Why?: One-on-ones “One on One. More time for detailed information.” “[Meetings with] the Director and upper staff is always done by appointment.” “A brief one on one meeting with [the] CEO can improve awareness and importance of research.” “It really depends on what is best for each situation. Some like one on one better.” Why are one-on-ones an most effective format? We heard that this is because: There is more time for detailed information to be exchanged They are a good way to engage with state DOT leadership Some individuals simply prefer one-on-one discussions

Why? Other Formats TRB Overview to Large Group: “Large group was good to introduce DOT members to TRB.” “Over lunch, TRB provides overview of program to new staff (managers and engineers).” Off-site Visits / Peer exchanges / Inviting universities: “Trips to universities have also been very good.” “Including TRB in our peer exchange was beneficial in letting the rep learn about our process in-depth.” “Had another visit which TRB met with our Research Staff in the morning and then in the afternoon had an afternoon session with TRB, our DOT and approximately 30 Research Faculty from multiple Universities that we conduct research.” What other formats are effective, and why? We heard that: TRB overview presentations work well as initial introductions to TRB, especially over lunch. Other state visits have included trips to universities or site visits. Still others held visits held in conjunction with peer exchanges, or research forums.

Great Visits Description: “We've been doing one day visits focused on a key area (e.g., safety, freight, materials/pavement) with both a Technical Activities Division rep and a NCHRP staffer. These visits have been well received and productive.” “The content of our visits tend to be driven, at least in part, by the technical area of the TRB staff person. Since our program is broad in scope, we find all of these visits highly beneficial.” Why was it great? “The visited connected our staff in a particular area with TRB experts in that area. Information was shared about TRB completed and ongoing research in the area and our staff were about to discuss our research needs and innovative work.” “TRB staff members do a great job of relating the issues we are researching to work going on elsewhere (within the TRB/NCHRP/TCRP program or in other states they have visited).” Survey respondents were asked to describe great visits they have had: One respondent described a visit focused on a specific topic area, and to which both TAD and CRP staff were invited. Another respondent indicated that it is important to tailor the visit to the technical area of the TRB staff.

Great Visits Description: “Honestly haven't had a bad one. We've done a 2 day visit and a one day visit in the last few years and both were good.” “Our 2017 visit was great. It was in conjunction with our peer review, but we also held subject area meetings in the afternoon of the last day.” Why was it great? “Lots of interaction. The ability to have questions answered and to allow outreach from TRB to get state agency folks up to speed on what is going on. I will say that a visit from 3 years ago stands out because of the substantial follow-up information that was later forwarded.” “Good mix of learning about [our state], getting information and feedback from TRB, and sharing subject matter information between TRB rep and the subject matter experts at the department.” Another person indicted that it is important to provide a forum for lots of interaction and questions, and to continue the dialogue after the visit. One state found success through holding a visit in conjunction with their peer exchange.

Great Visits Description: “When we were able to get time for the TRB representative to meet with the Secretary. It's difficult for us to engage our leadership in these meetings so we considered getting time with the Secretary to be a great success.” It was a give and take visit. TRB came and gave focused presentations on how TRB can interact with different DOT Divisions. They brought lists of TRB committees and recent publications tailored to their scheduled meetings with different divisions. (ie Planning TRB committees and planning research reports). In return, we supplied what we were working on, what we had concerns with, and future plans for each Division visited. Why was it great? “Being able to get leadership perspective on challenges and how TRB can assist.” We felt it was successful since the communication was two-way. Another state managed to score time with state leadership. Finally, one respondent indicated that a visit was great because it was a give and take visit supported by significant preparation of materials and information beforehand.

Peer ideas Focus on a specific topic Request the appropriate TRB staff Let TRB staff know what you would like to discuss ahead of time Everyone comes prepared for two-way information sharing Give and take Try different lengths/formats Take advantage of the opportunity to meeting with state leadership So, major take-aways from the survey:

Panel Dale Peabody Maine Department of Transportation Darryll Dockstader Florida Department of Transportation Vicky Fout Ohio Department of Transportation Cameron Kergaye Utah Department of Transportation Now, I’d like to invite some of your peers…