Your Next Operator is Out There: Preparing for Retirement Before it Arrives

Written by: Analisa Munhall, Program Manager at the Environmental Finance Center at Wichita State University

a white and black text crossword puzzle with words like JOBS, SHADOW, SUCCESSION PLAN, IDENTIFY.

Word Search created with Free Word Search Puzzle Generator at www.superteacherworksheets.com

THE PUZZLE

For many small and rural utilities, finding a new operator can feel like searching for hidden words in a challenging word-search puzzle. The letters are all there, but locating the right combination can take time. Utility leaders are not simply looking for an employee. They are looking for someone with technical aptitude, a willingness to learn, and ultimately the certifications needed to operate the system. With many experienced operators nearing retirement, the search is becoming increasingly difficult.

The good news is that workforce challenges are not insurmountable. While replacing a long-time operator may seem daunting, taking proactive steps today can help utilities build a pipeline of future operators and ensure continuity of service for years to come.

A GROWING CHALLENGE FOR SMALL UTILITIES

If you are like other rural water and wastewater systems with a single operator, you know that your operator not only carries decades of institutional knowledge; but also, the system’s history, maintenance needs, regulatory requirements, equipment quirks, and emergency procedures. When they retire, utilities risk losing more than an employee. They risk losing all of that valuable knowledge.

A challenge to find and hire from a pool of qualified candidates is also present for most small and rural systems.

PPWSD #20 Manager from Sedan, KS described the challenge candidly, noting that finding someone to train, “let alone a certified operator,” can be difficult in rural communities. She also highlighted the value of internship programs that allow utilities to introduce young people to the profession, provide hands- on experience, and evaluate potential future operators before staffing shortage becomes a crisis

Rather than viewing operator retirements as an unavoidable problem, utility leaders can approach them as an opportunity to strengthen their workforce for the future.

THREE STEPS TO START THE SEARCH

Start earlier than feels necessary

Start now. Begin conversations about future staffing needs early and create a succession plan that identifies critical duties, certifications, and responsibilities. The more lead time a utility has, the more opportunities it has to recruit, train, and transfer knowledge.

Grow your own workforce

Your next operator may already live in your community. Partner with local schools, community colleges, workforce development programs, or internship initiatives to expose students and job seekers to careers in the water sector. Job shadowing, internships, and seasonal employment can help future operators gain experience while giving utilities a chance to evaluate potential candidates.

Capture institutional knowledge

Successful transitions and low turnover depend on more than filling a position. Document operating procedures, maintenance schedules, vendor contacts, emergency response plans, and system-specific tips that experienced operators have learned over the years. If possible, create overlap between retiring and incoming staff so mentoring can occur before retirement.

Don’t just replace the operator, preserve the knowledge that keeps the system running safely and efficiently.

MANAGER CHECKLIST

Use this quick checklist to determine whether your utility is prepared for an operator’s retirement.

☐ Discuss anticipated retirements during annual planning meetings.

☐ Identify different positions that are difficult to replace

☐ Document critical operating procedures and key contacts

☐ Develop a written succession plan

☐ Explore internship, apprenticeship, or job-shadowing opportunities

☐ Build relationships with local schools and training programs

☐ Budget for recruitment, training, and certification costs

☐ Crosstrain existing staff whenever possible

☐ Schedule a knowledge-transfer period before retirement

☐ Review your succession plan annually

ACCEPT THE CHALLENGE

The search for a new operator may feel like a difficult word-search puzzle, but successful utilities understand that the solution rarely appears overnight. By starting early, investing in workforce development, and preserving institutional knowledge, utility leaders can position their systems for long-term success.

After all, the future of small and rural water systems depends not only on infrastructure but also on the people who operate it. Planning for the next generation today can help ensure safe, reliable service for years to come.