Operating aircraft safely and efficiently in the constantly evolving and complex world of business aviation may require managers and chief pilots to enlist the talents of contract pilots, and while it may seem simple, it can be challenging for the inexperienced.
With that in mind, we asked NBAA member-experts to share four key tips that business aircraft operators should keep in mind when hiring temporary pilots.
1. Define Your Why
“You need a clear understanding of why you are looking for a contract pilot in the first place,” said Hangar Aviation Management Director of Aviation Kellie Rittenhouse, CAM Fellow and longtime NBAA member. “We have an unusual flying pattern, and I need to supplement our full-time pilots with contractors to ensure all of our crewmembers remain proficient.”
Having a concise goal for the contract pilot is necessary to help ensure that all the proverbial boxes are checked when it’s time to start filling a short-term need.
2. Start Searching as Early as Possible
In addition, because of the increasing need for qualified contract pilots, it’s best to start your search long before you have a vacant seat on the flight deck, said Clint Cannaday, assistant director of operations for NBAA member company In-Flight Crew Connections.
Starting early not only gives you time to find a current pilot, but also to take care of any internal paperwork and budget approvals in advance of the need. There’s nothing more stressful than having to find the pilot and get the cost approved in time for next week’s flight.
The key question here is whether you should undertake the search yourself or hire a professional staffing company.
“While some flight departments may choose to manage the process internally, partnering with a placement professional is often the most efficient choice,” Cannaday said. “Agencies not only ensure compliance and provide a thorough vetting of a pilot’s credentials, but they also handle background checks and drug screening.”
“A big reason why I use our staffing provider is that they handle all of the insurance and workers’ comp coverage. Very few contract pilots carry the right policies,” Rittenhouse added. “If I were to contract with the pilots directly, I would have to take care of all that, so the agency actually reduces my workload.”
3. Bring the Team Into the Process
Both Rittenhouse and Cannaday said that while ensuring any candidate contract pilot has all the required experience, training and proficiency with your aircraft is nonnegotiable, what can be just as important is ensuring that they are the best fit for your organization.
“When time allows, involving your current pilots in the search and selection process can be extremely beneficial since they will be spending extended periods of time in the aircraft and on the road together.”
Clint Cannaday Assistant Director of Operations, In-Flight Crew Connections
“It’s critical to establish that the individual is a good cultural and personality fit,” Cannaday explained. “When time allows, involving your current pilots in the search and selection process can be extremely beneficial since they will be spending extended periods of time in the aircraft and on the road together.”
“We involve everyone on our team with a contract pilot’s evaluation, and if anyone says ‘no’ to a candidate, there is no questioning their reason,” Rittenhouse said. “Any concern or hesitation for any reason is taken very seriously here. They may be fine for one position but not another. Nothing wrong with that, but they must be a good fit to fly with us.”
“When we bring someone on a trip with us, they have to seamlessly fit in and adhere to the same high standards and practices as all of our crewmembers,” she continued. “Our safety manager and the trip lead for the mission ensure that every contract pilot meets our requirements.”
4. Consider Compensation, Benefits and Perks
It wasn’t long ago when paying a fair day rate was enough to attract a qualified contract pilot, but that’s not enough in today’s tightening freelance market. Sometimes it takes an added incentive to attract the best.
“Compensation and benefits vary across flight departments and contracts, but offering meaningful perks can help attract and retain top-tier contract pilots,” Cannaday said. “Providing even small gestures, such as access to company travel perks, demonstrates respect for the contractor’s contribution and strengthens the relationship.”
“Training support or recurrent training assistance is another desirable benefit,” he continued. “Because training costs are often borne directly by the contractor, any contribution in this area signals that the operator values their professionalism and long-term success.”
“Along with paying for their training, we also pay a full day rate to that pilot during the training. That’s a huge benefit,” Rittenhouse said. “Because we rely so much on contractors, I feel we are extremely fair with how we pay – even if they only fly part day for a short positioning flight, they get the full day’s pay.”
“We are very clear and consistent about what we expect from our contract pilots, but we also understand they are professionals, and we make sure they are treated correctly,” she added. “That way we know that when they’re needed, there’s no hesitation on their part to fly for us.”
International Business Aviation Council Ltd.