Best Practices for Effectively Training Research Staff: Research Peer Exchange Report November 16-19, 2020

NHTSA · 2020 · ROSA P / Georgia. Department of Transportation. Office of Performance-Based Management & Research

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Summary

This report documents the findings of a virtual Research Peer Exchange conducted by the Georgia Department of Transportation (GDOT) from November 16–19, 2020. The exchange was motivated by GDOT’s recent loss of experienced research staff and the subsequent need to establish a standardized, robust training program to preserve institutional knowledge and effectively onboard new hires. The primary objective was to identify best practices for training both new and existing research staff across five key areas: the research project life cycle, research program management, national research activities, library services, and general skillsets. The methodology involved a collaborative review with peers from six other State Departments of Transportation (Florida, Louisiana, Mississippi, Montana, Ohio, and Tennessee) and the Transportation Research Board/National Cooperative Highway Research Program (TRB/NCHRP). The exchange consisted of program overviews, detailed presentations on current training activities, a SWOT analysis of GDOT’s training program, and a structured questionnaire to identify best avenues and recommendations. Participants shared specific procedural details, including budget sizes, staff structures, and existing training mechanisms such as manuals, on-the-job training, and mentorship programs. The report synthesizes diverse training strategies employed by participating agencies. Common practices include the development and maintenance of comprehensive research manuals, standard operating procedures (SOPs), and standardized templates for proposals, contracts, and reports. Agencies like Louisiana DOTD and Mississippi DOT emphasized formal onboarding processes, including probationary periods and mandatory structured training, while others like Ohio DOT relied heavily on on-the-job training, shadowing, and checklists. National research activity training frequently involved participation in TRB committees, AASHTO Research Advisory Committee (RAC) mentorship, and attendance at annual meetings. Several agencies, including Montana DOT, utilized recorded training sessions and digital guides to capture institutional knowledge. The report also highlights the use of external resources such as the National Highway Institute (NHI) and TRB’s Ahead of the Curve (AOTC) courses for skill development. The significance of this report lies in its compilation of actionable recommendations for enhancing research staff training. Key findings suggest that effective training requires a combination of documented procedures (manuals, SOPs, checklists) and experiential learning (shadowing, mentorship, cross-training). The report concludes with specific recommendations for GDOT, including the creation of training videos, the establishment of "go-by" folders for new hires, and the integration of knowledge management principles into daily workflows. These practices aim to mitigate the risks associated with staff turnover, ensure consistency in research project management, and foster a culture of continuous professional development within state transportation research programs.

Key finding

State DOT research programs utilize a combination of formal documentation, such as research manuals and checklists, and informal methods like mentorship and on-the-job training to effectively onboard new staff and preserve institutional knowledge.

Methodology

review

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• Applied Guidance: countermeasure evaluation