Transition Happens: Getting Ready for the New Administration

1. Transition Happens: Getting Ready for the New Administration Government Web Managers Conference May 5-6, 2008 Rachel Flagg, HUD Bev Godwin and Sheila Campbell, USA.gov Kirk Winters, Dept. of Education Kate Donohue, Office of the Comptroller of the Currency

3. Getting Ready for the New Administration Transition! • A wonderful strategic opportunity! • A time of uncertainty, rumors, upheaval • A time for change • Everyone – at all levels – will be affected by transition in some way • Get ready, be ready Presentation materials courtesy of Candi Harrison, Web Manager University faculty

4. Today, we’ll talk about… • What to expect from new bosses • The phases of transition • Getting ready: how you can (and should) prepare for the coming change • Tips for success • From the trenches: Bev and Kirk’s experiences from previous transitions • Transition White Paper: government-wide goals to improve our websites Presentation materials courtesy of Candi Harrison, Web Manager University faculty

5. What do all bosses want? They want to: • look good, personally • have their organization look good • have knowledge that other people don’t • solve problems • be the first one to do something • have public recognition Presentation materials courtesy of Candi Harrison, Web Manager University faculty

6. What do all bosses want? So how do you get their attention? • You give them what they want! Presentation materials courtesy of Candi Harrison, Web Manager University faculty

7. What we learned the last transition In 2000-2001: • New political leaders wanted their own “look” • They wanted personal recognition • Many were top aides from the Hill • Not used to focusing on agency missions • Increase in front-page photos of execs • Immediately got into “message” vs. “mission” • Wanted to promote each initiative • “Las Vegas effect” was one result Presentation materials courtesy of Candi Harrison, Web Manager University faculty

8. Every web manager was asked to add these links from the home page Presentation materials courtesy of Candi Harrison, Web Manager University faculty

9. What we learned the last transition • “Out with the old!” • Many agencies were directed to wipe out references to past administration • Had to figure out how to maintain history without frustrating new bosses who wanted to start fresh Presentation materials courtesy of Candi Harrison, Web Manager University faculty

10. About our next leaders • They’ll be web savvy • They may bring in their own internet advisors or managers • They want change…new directions • They’ll be open to those who propose ways to make those changes happen • They all have “open government” on their radar Presentation materials courtesy of Candi Harrison, Web Manager University faculty

11. What the candidates are saying Obama: • Open up government to its citizens • Use technology to promote citizen participation • Make gov’t info available in accessible formats • Require appointees to conduct business in public • Let public review/comment on non-emergency legislation it’s signed Presentation materials courtesy of Candi Harrison, Web Manager University faculty

12. What the candidates are saying Obama: • Appoint first Chief Technology Officer (CTO) • “Google for Government” • a Google-like search engine to track grants, contracts, earmarks, and loans online • Read more: http://www.barackobama.com/issues/technology/ Presentation materials courtesy of Candi Harrison, Web Manager University faculty

13. What the candidates are saying Clinton: • Be leader in broadband (“Connect America”) • Post all contracts online • Publish budget justifications within 48 hours of delivery to Congress • Allow citizens to track issues (i.e. local air quality, traffic flow) -- "Results America" • Read more: http://www.hillaryclinton.com/ Presentation materials courtesy of Candi Harrison, Web Manager University faculty

14. What the candidates are saying McCain: • Ensure broadband access • Publish gov’t documents that citizens want (“Ten Most Wanted”) • “I welcome the Internet as an agent of enfranchisement and democratic participation” • Read more: • www.johnmcain.com • www.ontheissues.org/Senate/John_McCain_Technology.htm • www.pcmag.com/article2/0,1759,2237378,00.asp Presentation materials courtesy of Candi Harrison, Web Manager University faculty

15. Four stages of transition • The Void (late summer – Inauguration) • Current politicals leave; senior career staff in charge • Transition team arrives (November-December) • Often former agency staff or former agency politicals; campaign staff; future politicals • First arrivals (Inauguration – Spring) • Agency leader (getting confirmed), political aides • Second arrivals (Spring-Summer) • Top tier politicals (confirmed/getting confirmed) Presentation materials courtesy of Candi Harrison, Web Manager University faculty

16. Getting ready… What can you do to prepare for transition? Presentation materials courtesy of Candi Harrison, Web Manager University faculty

17. Getting ready… #1: Shore up your web organization – NOW! • Make sure you’ve got all the basics in place • Show you’re a good web MANAGER Presentation materials courtesy of Candi Harrison, Web Manager University faculty

18. Presentation materials courtesy of Candi Harrison, Web Manager University faculty

19. Getting ready… • These are basics…your foundation • If you don’t have them in place, get them in place before the transition team comes • If you can’t get them in place, be ready with a strategy for how to do them • Use the “Governance Self-Assessment” to identify holes Presentation materials courtesy of Candi Harrison, Web Manager University faculty

20. Getting ready… #2: Do your homework • Know your boss before he/she walks in the door • Read press: What priorities/promises has the incoming administration made? • Google the new appointees • What have they done? • What do they care about? • Look at the campaign websites… • Keep alert to rumors (some do come true!) Presentation materials courtesy of Candi Harrison, Web Manager University faculty

21. Getting ready… #3: Know where you’re going • What does success look like? • Be able to articulate the vision for your new bosses • Try to incorporate their vision within your vision (and use their words) • Be able to describe what citizens should be able to do with our websites (be ready to paint the picture…) Presentation materials courtesy of Candi Harrison, Web Manager University faculty

22. Getting ready… #4: Know how to get there • What policychanges need to be made to achieve your vision? • Within your agency? • Across agencies? • Look at the Forum Strategic Plan and draft White Paper Presentation materials courtesy of Candi Harrison, Web Manager University faculty

23. Presentation materials courtesy of Candi Harrison, Web Manager University faculty

24. Getting ready… #5: Make your plan • Narrow your list to “three wishes” • Again, focus on policy issues – not process • Remember – these folks are dealing with budget, legislation, and big ticket policy issues, initially • Be ready to show how yourwishes fit your boss’s wishes Presentation materials courtesy of Candi Harrison, Web Manager University faculty

25. Tips for Success Spend time on strategy • Don’t leave this to chance • Plan how you will work through each phase of the transition Presentation materials courtesy of Candi Harrison, Web Manager University faculty

26. Tips for Success Use the “void” time • Sometimes you can accomplish important changes in the time between political bosses • Especially processchanges that high level execs don’t really want to waste their time on • Think about it…be ready Presentation materials courtesy of Candi Harrison, Web Manager University faculty

27. Tips for Success Seek opportunities to meet with new players • Don’t wait to be called or asked • Get to the top aides…stick out your hand…be first in line Presentation materials courtesy of Candi Harrison, Web Manager University faculty

28. Tips for Success Provide written materials • Write a “white paper” on your three wishes • Limit to vision and policy changes needed • How you write will inform as much as what you write • Concise, punchy, action-oriented, plain language! • When you meet with them, leave paper behind so they can reflect, absorb • Be sure to include your name and contact info Presentation materials courtesy of Candi Harrison, Web Manager University faculty

29. Tips for Success Put yourself in their shoes • Whenever you communicate, keep it brief • Don’t overload them with “process” and minutia! • Don’t whine or complain – stay positive Give them a “heads up” • Brief them on issues that could blow up • Suggest options for solving or heading off problems • Don’t “delegate up” Presentation materials courtesy of Candi Harrison, Web Manager University faculty

30. Tips for Success Need their help? Tell them exactly what you need • Don’t leave it up to them to figure it out • Do the staff work…write the memo…craft strategy • Again – focus on policy Don’t let them fail • They’ll bring ideas, give you directions • Don’t salute and let them fail • Advise, offer options to achieve the same end, explain trade-offs Presentation materials courtesy of Candi Harrison, Web Manager University faculty

31. Tips for Success Volunteer • If you hear about a new initiative, let your boss know you’d like to help • There’s always a web angle Presentation materials courtesy of Candi Harrison, Web Manager University faculty

32. Tips for Success Look for “expeditors” • Special assistants and trusted advisors can be treasures Show what you know • Look for opportunities to show your knowledge • Your knowledge of your web audience • Your knowledge of your boss’s vision and objectives Presentation materials courtesy of Candi Harrison, Web Manager University faculty

33. Tips for Success Carpe Diem! • Be ready to seize unexpected opportunities – through all phases of transition • Have a “fourth wish” always ready in your back pocket • Again, look for ways to tie what they want to do with something you want to do Presentation materials courtesy of Candi Harrison, Web Manager University faculty

34. Tips for Success Get your web organization ready • Make sure everyone knows the top priorities • Make sure everyone can articulate what they do • In terms that are meaningful to new executives • Write talking points – distribute to all web managers • You never know who is going to get access to new leaders – so prepare everyone Presentation materials courtesy of Candi Harrison, Web Manager University faculty

35. Tips for Success Line up your ducks • Have alliances ready across the agency and among agencies – look for those thought leaders • Consider cross-agency briefing teams • Show web manager community is unified in its vision and goals • Often easier to sell something new if it’s a government-wide initiative or partnership Presentation materials courtesy of Candi Harrison, Web Manager University faculty

36. Tips for Success Participate in cross-agency planning • Forum calls every month • Task groups • Listserv discussions • Stay informed Do the right thing • If you can show your boss that your plans are the right thing for the American people, you will succeed In any moment of decision, the best thing you can do is the right thing. The worst thing you can do is nothing4 --Theodore Roosevelt Presentation materials courtesy of Candi Harrison, Web Manager University faculty

37. Tips for Success Parting shots: • Keep briefing papers down to 1-2 pages • Paint the picture – the vision • Describe policy issues impeding achievement • Tell them what you need from them • Give them what they need to do it (memo, etc.) • Use critical mass wherever possible • We serve best when we serve together Presentation materials courtesy of Candi Harrison, Web Manager University faculty

38. Tips for Success • Show your leadership • Show you’re someone they want on their team • Show your ideas, your “can do” attitude • Be bold! • As long as you’re doing the right thing, walk into the void and do what needs to be done • Sometimes it’s easier to ask forgiveness than permission Presentation materials courtesy of Candi Harrison, Web Manager University faculty

39. From the trenches Bev and Kirk’s experiences from previous transitions Presentation materials courtesy of Candi Harrison, Web Manager University faculty

40. Draft White Paper Purpose is to help the next Administration use the Web to create a new level of: • efficiency • transparency • accountability • participation Presentation materials courtesy of Candi Harrison, Web Manager University faculty

41. Draft White Paper Promise to the American people -- when using a government website, you’ll be able to: • Easily find relevant, accurate, and up-to-date info • Understand information the first time you read it • Complete common tasks efficiently • Get the same answer regardless of “channel” • Provide feedback and hear what will be done with it • Access critical information if you have a disability or aren’t proficient in English Presentation materials courtesy of Candi Harrison, Web Manager University faculty

42. Thank You Rachel Flagg Rachel.flagg@hud.gov 509-368-3205 Sheila Campbell Sheila.campbel@gsa.gov 202-208-5588 Bev Godwin Beverly.godwin@gsa.gov 202-208-5163 Kirk Winters Kirk.winters@ed.gov 202-401-3540 Presentation materials courtesy of Candi Harrison, Web Manager University faculty