Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans (2014)

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93 In a one-on-one discussion, a host State official conducts an informal in-person, telephone, or virtual discussion with an official from a peer State. This type of discussion includes focused topics and involves a small group of individuals, typically from two to five. Topics may include SHSP updates to emphasis areas and strategies, specific issues and concerns, challenges, and best practices. At the conclusion of the exchange, the peer State official reports on the findings and suggestions in a format agreed upon by the participants. The chapter is organized in the following manner: C H A P T E R 8 One-on-One Discussions SECTION TOPIC 8.1 Plan a Successful One-on-One Discussion 8.2 Identify Funding and Staff Resources 8.3 Establish a Planning Lead 8.4 Discuss the Event with Key Stakeholders and Confirm Objectives 8.5 Select the Delivery Method 8.6 Consult with Another State with Experience Hosting Similar Meetings 8.7 Select the Date, Time, and Location 8.8 Identify Event Needs and Peer Exchange Roles 8.9 Create an IT/AV Support Plan 8.10 Build the Event Agenda 8.11 Conduct the One-on-One Discussion 8.12 Evaluate the Event 8.13 Conduct Follow-Up Meetings Table 8 Activity Checklist: One-on-One Discussion 8.1 Plan a Successful One-on-One Discussion The suggestion to solicit additional information from a peer State may originate from the host State leadership, SHSP steering committee, or SHSP program manager. Based on need and resources, that person or organization will determine the appropriate type of exchange to be used and appoint a planning lead to implement it. A successful one-on-one discussion begins with the willingness of the host State to learn from successful peer State programs. A one-on-one discussion will involve fewer participants

94 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans and logistics than an in-state or multi-state/regional peer exchange or a peer review. It could also require less pre-meeting preparation. It is critical for the host State to identify carefully and define clearly the key issues to be addressed during the discussion. It is important for the host State to articulate the focus and goal of the discussion. The method of delivery may be either in-person or virtual. The findings and recommendations may be formal or informal and may be written, oral, or a combination of both. The reporting mechanism should be decided through mutual agreement of the two parties. Peer Exchange Event Timeline Planning for the one-on-one discussion can be much shorter than other peer exchange types due to the low logistics needs of the delivery method. In fact, in some cases this could occur immediately. If a State has a question about a particular topic, they could pick up the phone to call a peer in another State whom they know has addressed the issue. For a more structured dis- cussion, sufficient planning time ensures that the specific needs of the participants are properly addressed. Table 8 provides timelines and detailed steps for organizing one-on-one discussions. The tasks can be adjusted based on the specific needs of the planner(s). The timeline includes a general start date for planning activities, which should be more specific as planning activities commence. It is important to identify the person or group responsible for specific activities so that tasks can be tracked and modified as needed. 8.2 Identify Funding and Staff Resources It is important to the success of the one-on-one discussion to appoint qualified staff to plan and participate in the session. This may be a time-consuming task, and leadership should understand that they may need to adjust some of the current tasks and assignments of the individual(s) involved in the planning process to allow for sufficient time to prepare for the discussion. The resources needed to carry out the session may be quite inexpensive compared to in-state or multi-state events. In this case, the typical one-on-one conversation will be a telephone call or in-person meeting in conjunction with another event (i.e., the participants are traveling for another purpose, not just for this meeting). 8.3 Establish a Planning Lead Before planning commences, the State should choose a knowledgeable staff person to take on the responsibility for planning, implementing, and overseeing the event, and recording follow- up actions. The individual(s) selected should have knowledge of the SHSP process and clearly understand the goals and objectives of the one-on-one discussion. 8.4 Discuss the Event with Key Stakeholders and Confirm Objectives The planner(s) should include key stakeholders in discussions leading up to the one-on-one discussion to gain their insight and perspective on the objectives, relevant topics to discuss, and desired outcomes. Stakeholders may include law enforcement, traffic engineering departments,

One-on-One Discussions 95 Event Title: Event Type: Event Date: Local (Host) Agency Contact: FHWA Division Office Contact: FHWA HQ Contact (if applicable): FMCSA Contact: NHTSA Contact: TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED PRE-PEER EXCHANGE PLANNING 6 MONTHS PRIOR TO THE EVENT Determine if a discussion is needed Secure buy-in and permission from leadership Review possible peer exchange delivery methods and select preferred delivery method INITIAL PLANNING AND PREPARATION 4+ MONTHS PRIOR TO THE PX Contact another State who has held a similar one-on-one discussion If appropriate – Analyze crash data to determine trends to support SHSP Review State’s current SHSP Secure date and location DESIGN THE PEER EXCHANGE 3+ MONTHS PRIOR TO THE PX Begin logistic planning (room set up, break out rooms, supplies and equipment) Develop IT/AV plan (See Tool A for further information) Develop list of invitees Select peers Prepare draft agenda Finalize agenda Prepare meeting materials ADMINISTRATIVE STEPS LEADING UP TO THE PX Recruit participants Collect and distribute background information Send out “reminder” save-the-date e-mail Assign individuals to distribute and collect evaluation forms Review the needs and schedule of the upcoming discussion Conduct a test of IT/AV equipment CONDUCTING THE PEER EXCHANGE EVENT EVENT DAY Arrive at event location early Meet with facilities staff to review the day’s needs and schedule Collect and organize data for final meeting reports Table 8. Activity checklist: one-on-one discussion. (continued on next page)

96 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans local and regional governments, Federal agencies, health agencies, the truck- ing industry, EMTs/first responders, advocacy groups, or others involved in the SHSP process. Some questions for the group to consider are: • Which of the current SHSP emphasis areas are lacking in progress? • What topics, strategies, or objectives would you like to see the one-on-one discussion address? • Who will prepare topic briefings for the discussion? • How will the findings and recommendations of the discussion be used to update and/or enhance the SHSP process? In many cases, the topic of a one-on-one discussion is more specific than the other types of peer exchange events. Technical topics could include one or more of the following: • Analyzing crash and roadway data on local roads • Identifying noteworthy countermeasures to address prominent types of fatal/serious injury crashes (e.g., curve-related roadway departure crashes, intersection crashes) • Applying the Highway Safety Manual (HSM) methodologies to an already-established net- work screening process • Ensuring HSIP funding is being spent to drive SHSP emphasis areas • Identifying the most effective outreach tools, including the pros and cons of emerging oppor- tunities (e.g., social media). Selection of the potential peer State can be supported by determining perceived strengths in a peer State’s program that match up with gaps identified in the host’s program. Peer matching can be supported by national-level agencies and organizations that may have some insight on best practices and lessons learned (e.g., FHWA, NHTSA, FMCSA, CDC, and AASHTO). 8.5 Select the Delivery Method The next step in planning the peer event is to determine which delivery method best suits the needs of the host State, participants, and the budget. In-Person An in-person exchange offers the opportunity for increased exposure and relationship build- ing. The cost may be higher because of the possible need for travel for a small number of people. TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED DOCUMENTATION/REPORTING DURING AND AFTER THE PX Document proceedings of the discussion Prepare and distribute report (if needed) and solicit feedback Conduct follow-up meetings Event debrief Immediately following or next day Internal follow-through 2-3 weeks after event Table 8. (Continued). TIP FOR A SUCCESSFUL PEER EXCHANGE: When confirming peer exchange topics, it is important to ensure that topics are narrowly focused so that they can be sufficiently covered in the established peer exchange time frame.

One-on-One Discussions 97 In-person meetings generally require some advance planning and scheduling to assure avail- ability of the desired participants. To lessen travel costs, in-person peer exchanges may take place in conjunction with other events where both the host State and peers will be present. The peer exchange may be conducted after the other event has concluded, in the evening hours, or between sessions. Virtual Events Virtual peer exchanges occur with participants at remote locations instead of in-person, using telephone, video, Internet, or a combination of these tools to connect attendees. These events are often used when: • Feedback or direction is needed promptly • Financial constraints exist that limit the ability to travel • Planning sessions are needed for in-person peer exchanges. Virtual exchanges are not considered a one-to-one replacement for an in-person event. A virtual event reduces the need for extended travel, but limits the face-to-face exchange of infor- mation and networking. Current guidance on peer exchange programs discourages the use of back-to-back virtual peer exchanges. Instead, it supports the concept that a virtual exchange should be followed by an in-person event. Video and Internet-based tools can also be used to facilitate virtual peer exchange events. Since these tools are relatively new, it is important that the participants choose the most appropriate tech- nology, and ensure that it is in working order. Guidance on conducting a successful virtual event, including Internet-based, video-based, and teleconference meetings, is available in Tool A, Essen- tial Steps for Conducting a Successful Virtual Meeting, in the Appendix. Table 9 provides criteria for selecting the delivery method. When considering the mode of the peer exchange, the host State should have an awareness of the funds needed to hold the event and a list of potential locations. The extent and diversity of objectives and topics may influence the length and preferred delivery method. 8.6 Consult with Another State with Experience Hosting Similar Meetings The host State planner may find value in speaking with another State that has held a one- on-one discussion using the same delivery method to get a feel for the logistics, content, best practices, and lessons learned in the planning process. If there is no opportunity for a meeting, States may review any post-event notes or reports from other discussions to scan the topics and the results of the exchange. 8.7 Select the Date, Time, and Location The planner should give careful consideration when setting an event date and time to ensure that no competing priorities or events conflict with the two participants. The length of the meet- ing can vary based on content method of delivery. In most cases, the meeting lasts 2 to 8 hours, depending on delivery method. Since only two participants are involved, the host official may want to hold the meeting in a conference room at the State facility to reduce expenditures. 8.8 Identify Event Needs and Peer Exchange Roles Once the method of delivery and objectives are established, the planner should determine what is needed to carry out the meeting. Since this meeting involves only two individual groups, the logistics for the meeting itself should be minimal. The majority of the needs can be addressed

98 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans DELIVERY METHOD (AND LENGTH) LOGISTICS NEEDS ADVANTAGES DISADVANTAGES IN-PERSON (2-4 HOURS) Meeting space. Travel. Logistics. In-person communication is the most effective. Additional contact time before, after, and between sessions. Networking opportunities. Direct audience contact. Easy for participants to gauge each other’s reactions and attention. High cost of travel and meeting space. Significant labor commitment. Potential for limited attendance by senior management. Coordinating schedules can be challenging. TELE- CONFERENCE (2-4 HOURS) Telephone equipment at each site. Facilitator who can keep attention of telephone participants. Lower cost. Smaller time commitment. Participants may attend from any location. Participants can be distracted by other duties. Small time commitment limits the scope of the event. Without a visual, relationships beyond the event are not built. Risk of divided attention. VIDEO CONFERENCE (2-4 HOURS) Video equipment. Meeting space at each site to view video. Facilitator experienced in video- based events. Maintains the visual of an in-person meeting. Lower cost than in- person events. Focus of participants is high when on camera. Participants may attend from various locations. Miss out on the pre- and post-session discussions. If not properly planned and tested, video communication can fail or provide poor visual images. INTERNET- BASED / WEBINAR (2-4 HOURS) High-speed Internet connections. Computer work station for each participant. • • • • • • • • • • • Telephone equipment (typically combines Internet and audio). Can allow for parallel processing and input. Works well for brainstorming. Nearly unlimited number of attendees. Participants may attend from any location. • • • • • • • • • • • • • • • • • Discussion documentation assisted through chat logs and recording. Miss out on the pre- and post-session discussions. Participants can be distracted by other duties. Does not work as well for reaching consensus. • • • • • • • • • • • • • • Risk of divided attention. Table 9. Criteria for selecting delivery method.

One-on-One Discussions 99 before the meeting. One key task involves preparing supporting documents. All materials should be prepared by the SME prior to the event and sent to the reviewer in advance to allow for familiar- ization with the topics and preparation of questions for the host State official. The host State official (typically also the meeting planner) guides the meeting. They may want to have note taking or audiovisual support available, depending on delivery method and the objectives of the discussion. Notes of the proceeding can be kept by the two participants and/or a note taker. The format for reporting the findings and recommendations should be determined by mutual agreement, and can range from an informal swap of rough draft telephone notes to a formalized report from the discussion. Subject Matter Experts SMEs are to be identified to prepare topical material relevant to the objectives and needs identified by the host State. The SMEs may come from within the State government or may be stakeholders associated with the SHSP. 8.9 Create an IT/AV Support Plan Based on the method of delivery, the planner(s) should identify the IT/AV needs to suc- cessfully implement the one-on-one discussion. This may involve projection equipment or teleconferencing equipment. The planner(s) is responsible for the successful deployment. This plan should identify and define the roles of persons involved and cover the following items: • Laptops • Printer • Wireless Internet • Communications equipment • Internet access codes • Extension cord • Audiovisual equipment (sound systems, projection screens) Early coordination with IT/AV experts can lead to troubleshooting problems before they arise during the actual peer exchange. A test run of the audio/video equipment should be conducted at least 24 hours before the event. 8.10 Build the Event Agenda Even for a relatively informal one-on-one discussion between safety practitioners, it is neces- sary to develop an agenda to ensure focus on the topics, objectives, and expected outcomes. The agenda for the discussion should include the topic areas agreed upon by the host State and its stakeholders. It might include a brief topic presentation or discussion by one State, and an open discussion between the two participants. 8.11 Conduct the One-on-One Discussion Both parties should have received adequate briefing documents and be prepared for the dis- cussion. Depending on the method of delivery, the planner should ensure that all or parts of the following items are available for the session: • Adequate and comfortable meeting facility – If held outside of a State facility, meet with facility staff to review the meeting needs, time- line, and agenda

100 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans – Ensure all equipment is returned to the State facility – Conduct a post-conference wrap-up meeting with facility personnel to ensure proper invoicing • Laptop computer • PowerPoint presentations, if applicable • Internet access • Audio visual equipment, if needed • Teleconferencing equipment, if needed • SME briefing papers • SME on standby for questions • Note taker available, if needed • Collect and organize data for final meeting reports, if needed. 8.12 Evaluate the Event The full benefit of the one-on-one discussion can be achieved with a thorough and detailed follow-up of the event, including a list of action items to pursue. Post-event activities should be scheduled as part of the initial planning and timeline process to ensure adequate knowledge of the intent for follow-up. In many cases the one-on-one discussion will not require a formal report. If a report is appropriate and desired, guidance for its development can be found in Section 6.21 of this guide. 8.13 Conduct Follow-Up Meetings Event Debrief Immediately following or, at the very least, within a few days after the one-on-one discussion, the planner should consider the following questions in an event debrief: • Did the discussion meet the objectives? • Did we achieve the desired outcomes? • Do we have a clearly defined direction based on discussions or decisions that transpired from the event? • What, if anything, was missed during the planning process or the one-on-one discussion? Internal Follow-Through Approximately 1 to 2 months after the event debrief, the planner should meet with applicable emphasis area teams connected to the ideas discussed in the one-on-one discussion. Subsequent evaluations could be taken at 1-, 2-, and 3-year intervals to help gauge and sustain momentum and track progress between events. Some strategies may not be implemented within the 6- to 9-month time frame, but rather have longer term implementation periods with results being measured at later intervals.