Getting Started

Objectives of Getting Started  To define the tasks FRG leaders need to conduct when assuming leadership of unit’s FRG ▫ Assessment ▫ Planning ▫ Set up and/or revisions  To discuss and provide guidance on the initial issues FRG leaders face  To identify support resources available to FRG leaders

Situation New FRG Leader Faces  A new FRG leader’s tasks will be based on the phase of the unit’s training cycle  Since each unit is unique, the FRG leader will need to assess the unit’s past FRG operations

Preparation for FRG Leader Role  Meet with the unit commander and MPOC  Review Operation READY materials for FRG leaders which provide how-to information  Obtain necessary training as required from your State Family Program office (online training is also available at and  Meet with previous FRG leader of the unit, if possible  Meet with volunteers in the unit’s FRG, especially FRG volunteers who held key positions

Assessment of FRG Operations (optional)  Does the unit have required documentation (VOL forms, appt. letters, SOP’s)  What resources does the FRG have?  How many volunteers does the FRG have AND in what roles?  What is the status of the FRG communication tree? (i.e., how current is the unit roster, does the structure need updating, and how is the tree activated?)  What information do the soldiers and family members need?  Has all required training been completed (CDR’s, MPOC’s, volunteers)  What issues and/or challenges does the FRG face?

Planning of FRG Operations  Purpose of planning is to get organized and ensure FRG has capability to support the unit commander, soldiers and families  Areas where planning should occur include: ▫ FRG procedures ▫ Resources ▫ Volunteers ▫ FRG communication tree (phone and ) ▫ FRG newsletter/social media  Keep in mind that you can (and are encouraged to) build on the FRG’s efforts to date

FRG Set-up Tasks  Review Army regulations (especially AR-608-1, Appendix J) and unit SOPs related to FRG operations ▫ Task: Discuss with unit commander any documentation needed  Identify resources needed for FRG activities ▫ Task: Discuss with unit commander resources available for ongoing FRG activities. Identify and coordinate with community partners OR establish FRG Informal Fund, if not set up  Identify roles and responsibilities of volunteer positions ▫ Task: Develop written job descriptions

FRG Set-up Tasks (continued)  Determine how to recruit volunteers ▫ Task: Recruit volunteers as needed. Keep in mind that volunteers do not have to be in same geographical area  Determine training volunteers need ▫ Task: Arrange training for FRG volunteers  Decide how to recognize volunteers ▫ Task: Establish system for volunteer recognition. Share with FRG chairs/supervisors to encourage them to acknowledge volunteers’ efforts as well

FRG Communication Tree Planning and Set-up Tasks  Review the communication tree structure (i.e., accuracy of information, key caller roster, family groupings) ▫ Task: 1) Obtain updated unit roster from unit or FRSA. 2) Set up or reorganize tree groupings, as necessary. 3) Recruit 1) Obtain updated unit roster from unit or FRSA. 2) Set up or reorganize tree groupings, as necessary. 3) Recruit volunteers to replace and/or supplement key caller roster.  Review communication tree operations, protocols and forms ▫ Task: Develop necessary operational procedures, guidance and forms for key callers. Prepare volunteers (i.e., training and materials). Get community resource information and prepare Smart Book for key callers

FRG Newsletter/Social Media Planning and Set-up Tasks  Review previous FRG newsletter an/or social media page (i.e., process for development) ▫ Task: Develop or revise FRG operational procedures and guidance as needed  Review AR 608-1, Appendix J and unit newsletter/social media SOP ▫ Task: Discuss with unit commander how often FRG newsletter will be produced and/or social media updated. Indicate need for SOP if not available

Initial Issues for FRG Leaders  Focus of FRG’s efforts will depend on phase of unit’s training cycle  Relationship with unit leadership  Publicity of FRG  Reputation of FRG  Meeting with FRG members  Communication with FRG volunteers  Understanding of emerging family issues

Guidance on Relationship with Unit Leadership  Keep in mind FRG is the unit commander’s program  Prepare to discuss at first meeting with unit commander: ▫ commander’s family readiness plan and unit’s deployment and training schedule ▫ commander’s vision for FRG, FRG activities and FRG leader’s role ▫ expectations (e.g., what issues to be handled by commander vs FRG leader, when to seek guidance, unit military point of contact MPOC) ▫ resources for FRG ▫ types of support command will provide FRG ▫ frequency and methods of communication between unit leadership and FRG leader ▫ Other pertinent issues

Guidance of Promoting FRG  Reaching out to Soldiers and families in different ways is essential  Promotion requires ongoing effort and involvement of FRG leader and volunteers  Ways to promote FRG include: ▫ Attend unit and community events to introduce yourself and FRG ▫ Inform new arrivals to unit ▫ Command promoting FRG to Soldiers and families ▫ Include FRG activities in vFRG and social media site ▫ Encourage Soldiers and families to talk about FRG to others (i.e., word of mouth)  Key take-away messages for Soldiers and families are what the FRG does and how the FRG can help them

Guidance on Reputation of FRG  The FRG’s reputation is based on past support the FRG has provided  Factors critical to establishing a positive reputation include: ▫ Providing timely and accurate information and meaningful activities ▫ Meeting family needs ▫ Having a positive environment ▫ Representing all unit families ▫ Treating families with respect ▫ Encouraging input and acknowledging contributions ▫ Having personable and approachable FRG leader and volunteers ▫ Controlling or effectively addressing negative situations  The FRG leader has a direct influence on FRG’s activities and environment

Guidance on FRG Member Meetings  Keep in mind some families cannot attend  The frequency of FRG meetings depends on event calendar, deployment cycle and need for meeting  Meeting provide an opportunity to: ▫ Recruit volunteers and get assistance with FRG activities ▫ Have families identify issues of concern ▫ Share important information ▫ Provide education of an important topic ▫ Foster connections between families

Guidance on FRG Member Meetings (continued)  Ways to increase attendance at FRG meetings include: ▫ Conduct virtual meetings (e.g., via conference calls or webinars) ▫ Make them meaningful to provide practical information ▫ Involve members ▫ Use incentives (e.g., childcare, food) ▫ Include fun or social element ▫ Keep meetings brief ▫ Be organized ▫ Access and meet members’ needs ▫ Identify and address barriers

Guidance on FRG Communications  It is essential for FRG leader to maintain communication with volunteers to manage FRG activities  Communication can be conducted in different ways. Meetings, conference calls, and distribution are some examples  Keep in touch with all FRG volunteers, including those not in your geographical area

Guidance on Emerging Family Issues  Each unit is unique and the need to develop an understanding of emerging issues is essential  Current issues of concern are: ▫ Mental health issues of soldiers and families ▫ Financial/Employment ▫ Relationships (single, married, and youth)

Resources for FRG Leaders  Operation READY materials  Other FRG leaders  FRSA and FAS  Web-based FRG forum (on vFRG web site)  Guard/Reserve Family Program Offices  Unit leadership (commander, MPOC, RDC)

Closing Remarks You are not on your own. There are a variety of tools and resources to help you in your efforts. This training and the handbook are intended to provide a roadmap. In addition, opportunities to see ongoing guidance are available.

Questions ?