The Regional Exchange Toolbox (RET)

Welcome to the TPM Regional Exchange Toolbox! This site provides resources, checklists and templates to help you plan a successful TPM regional exchange. The regional exchange toolbox is for those new to conducting regional exchanges, planning committees that want to be able to efficiently plan a regional exchange, leadership who are considering hosting or having staff participate in a TPM regional exchange, and agency staff who have been invited to participate in a TPM regional exchange.

Transportation Performance Management (TPM) Regional Exchanges are for sharing best practices, responses to emerging issues and lessons learned related to TPM topics of mutual interest. They are self-facilitated events using guidance and resources that will be available in the Toolbox. An agency or group of agencies will be encouraged to use the Toolbox to design a Regional Exchange and implement it. The Toolbox could be used for both in-person and virtual events.

Getting Started

There are several different ways to use the TPM Regional Exchange toolbox, depending on your experience designing and conducting regional exchanges. Feel free to read the guidance, review the sample documents, and use the templates that meet your needs and the needs of your Regional Exchange planning team:

  • Use the index to access the resources by 1) pre-planning, 2) planning and implementation, and 3) post-event phases. You can also filter your search within each phase for sample documents or templates.
  • Use the Search box to look for a specific resource.
  • Click on Additional Resources to view a curated list of Regional Exchange and other Peer Exchange sample summary reports, sample presentation decks, research reports, and websites. You can also see a video of Matt Haubrich from the Iowa DOT discussing the benefits of the Regional Exchange Toolbox.

Matt Haubrich’s video embedded into page here

Pre-Planning

start 4 months before the Regional Exchange

Guidance

  • Determine TPM regional issues to be addressed
  • Determine expected outcomes
  • Choose date, time, location, host
  • Select participants
  • Decide who needs to provide support

Special Considerations for Virtual Events

  • Make sure regional exchange roles are clear (see Regional Exchange Roles and Responsibilities) and have a contingency plan in place to address any technical issues
  • Make sure the goals, objectives and expected outcome are clear (see TEMPLATE: Regional Exchange Pre-Planning Checklist)
  • Make sure participants are prepared (see TEMPLATE Regional Exchange Background Pre-Workshop Packet)
  • Make sure attendees know how to use the technology – set up a test “lobby” so they can test their connection and practice using the software
  • Limit the attendees (use the scope and objectives in your scoping document as a guide for who to invite)
  • Shorten the session time compared with an in-person event

Resources

Roles and Responsibilities

Planning and Implementation

start 4 months before the Regional Exchange

Guidance

  • Establish planning team
  • Schedule kickoff to develop detailed scope and objectives
  • Start to plan logistics
  • Develop Agenda
  • Invite Participants
  • Coordination presentations
  • Develop Materials
  • Finalize Logistics
  • Finalize Logistics
  • Finalize Materials
  • Send pre-event packet
  • Conduct event

Special Considerations for Virtual Events

  • HBR recommends displaying a welcome screen and instructions as participants sign in, such as “Welcome to the Regional Exchange! Please exit full screen (but maximize your viewing window), open your chat window (by clicking on “chat” in the toolbar), and raise your hand (by clicking “raise hand” in the toolbar).”
  • Engage with your participants
    • Icebreaker (there are lots of examples online)
    • Breakout sessions
    • Surveys, polls, voting
    • Collaboration tools
    • Use the meeting software chat function
    • Engage with quiet participants
  • Establish ground rules (see Sample Ground Rules)
  • Be clear about next steps (see TEMPLATE: Post-Event Action Planning)
  • Take plenty of breaks (HBR suggests 15-minute breaks for every 90 minutes of virtual exchange)
  • Focus on dialogue and screen sharing as opposed to long presentations

Post-event

start immediately after the Regional Exchange

Guidance

  • Conduct post-event debrief
  • Document proceedings
  • Summarize results
  • Draft and finalize Summary Report
  • Publish Summary Report and other materials
  • Conduct post-event action planning (event + 30 days)

Special Considerations for Virtual Events

  • Get attendee feedback (see TEMPLATE: Post-Event Reflection)
  • Ask attendees to review and provide feedback on the DRAFT summary report (See TEMPLATE: Summary Report)

Additional Resources

Special Considerations for Virtual Events

Summary Reports

Presentation Decks

Research on Best Practices

Websites about Conducting Regional and Other Peer Exchanges