FRG: Getting Started | 1 Getting Started Third Edition, 2006

FRG: Getting Started | 2 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

FRG: Getting Started | 3 Situation New FRG Leader Faces  A new FRG leader’s tasks will be based on the phase of the unit’s deployment cycle.  The FRG most likely will not have “to be started from scratch” and thus FRG leader will need to assess the unit’s FRG operations.

FRG: Getting Started | 4 Preparation for FRG Leader Role  Meet with the unit commander.  Review Operation READY materials for FRG leaders which provide how-to information.  Get any training needed. (Online training also available on web at  Talk with previous FRG leader of the unit, if possible.  Talk with volunteers in the unit’s FRG, especially FRG volunteers who held key positions.  Meet with current or past FRG leaders.

FRG: Getting Started | 5 Assessment of FRG Operations (optional)  Does the unit have required SOPs?  What resources does the FRG have?  How many FRG volunteers does the FRG have AND in what roles? What “staffing size and arrangement” is needed to conduct FRG activities?  What is needed to set up and mobilize FRG phone tree? (i.e., how current is unit roster, does phone tree structure need updating?)  Are there procedures/protocols for FRG activities and how well do these work? (e.g., key caller protocols)  What issues and/or challenges does the FRG face?  What is the FRG’s reputation? What perceptions do leadership, Soldiers and families have of the FRG?  What activities or information does the FRG members (families) need?

FRG: Getting Started | 6 Planning of FRG Operations  Purpose of planning is to get organized and ensure FRG has capability to support the unit commander and families.  Areas where planning should occur include:  SOPs and FRG procedures  Resources  Volunteers  FRG telephone tree  FRG  FRG newsletter.  To develop plans, gather information and think about your (and the FRG’s) needs.  Keep in mind that you can (and are encouraged to) build on the FRG’s efforts to date.

FRG: Getting Started | 7 FRG Planning and 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 SOPs needed.  Identify resources needed for FRG activities.  Task: Discuss with unit commander resources available for ongoing FRG activities. Establish FRG Informal Fund, if not set up.

FRG: Getting Started | 8 FRG Volunteer Planning and Set-up Tasks  Identify roles and responsibilities of volunteer positions.  Task: Develop written job descriptions, if not in unit’s current files.  Determine how will recruit volunteers.  Task: Recruit volunteers 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.

FRG: Getting Started | 9 FRG Volunteer Planning and Set-up Tasks (continued)  Decide how to manage and supervise volunteers.  Task: Inform each FRG volunteer who their supervisor is. Notify FRG volunteers how they will be supervised and expectations of 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.  Identify administrative tasks related to FRG volunteers.  Task: Get necessary forms and information from unit and provide to FRG volunteers. Ensure FRG volunteers complete and submit necessary paperwork for volunteer registration.

FRG: Getting Started | 10 FRG Telephone Tree Planning and Set-up Tasks  Review the phone tree structure (i.e., accuracy of family information and key caller roster, family groupings).  Tasks: 1) Obtain updated unit roster from unit. 2) Set up or reorganize tree groupings, as necessary. 3) Recruit new key callers to replace and/or supplement key caller roster.  Review phone tree operations, protocols and forms.  Task: Develop necessary operational procedures, guidance and forms for key callers. Prepare key callers (i.e., training and materials). Get community resource information and prepare Smart Book for key callers.

FRG: Getting Started | 11 FRG List Planning and Set-up Tasks  Review the distribution list (i.e., accuracy of addresses).  Tasks: 1) Obtain completed Family Readiness Information forms from command to collect current addresses. 2) Set up or revise address book.  Review protocols.  Task: Develop or revise operational procedures and guidance needed.

FRG: Getting Started | 12 FRG Newsletter Planning and Set-up Tasks  Review AR 608-1, Appendix J and unit newsletter SOP.  Task: Discuss with unit commander how often FRG newsletter will be produced, unit resources available, and other issues related to developing and producing newsletter. Indicate need for SOP if not available.  Review previous FRG newsletters and FRG’s internal operational procedures (i.e., process).  Task: Develop or revise FRG operational procedures and guidance as needed.

FRG: Getting Started | 13 Initial Issues for FRG Leaders  Focus of FRG’s efforts will depend on phase of unit’s deployment cycle  Relationship with unit leadership  Publicity of FRG  Reputation of FRG  Meetings with FRG members  Communications with FRG volunteers (i.e., staff and committees)  Understanding of emerging family issues

FRG: Getting Started | 14 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’s point of contact)  resources for FRG  ways command will support FRG aside from resources  frequency and methods of communication between unit leadership and FRG leader  other pertinent issues.

FRG: Getting Started | 15 Guidance on Publicity of FRG  Reaching out to Soldiers and families in different ways is essential.  Publicity requires ongoing effort and involvement of FRG leader.  Ways to publicize FRG include:  Attend unit and community events to introduce yourself and FRG  Inform new arrivals to unit  Have command promote FRG to Soldiers and families  Include FRG activities in vFRG web 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.

FRG: Getting Started | 16 Guidance on Reputation of FRG  The FRG’s reputation is based on all the FRG and volunteers do.  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.

FRG: Getting Started | 17 Guidance on FRG Member Meetings  Keep in mind some families cannot attend.  The frequency of FRG meetings depends on where families live and need for meeting.  Meetings provide an opportunity to:  Recruit volunteers and get assistance with FRG activities  Have families identify issues of concern  Share important information  Provide education on an important topic  Foster connections between families.

FRG: Getting Started | 18 Guidance on FRG Member Meetings (continued)  Ways to increase attendance at FRG meetings include:  Make them meaningful; provide practical information  Involve members  Provide transportation  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.

FRG: Getting Started | 19 Guidance on FRG Staff Communications  It is essential for FRG leader to maintain communication with FRG “staff” to manage FRG activities.  Communication can be conducted in different ways. Staff meetings and meetings with committees are an option, but not required.  Keep in touch with all FRG volunteers, including those not in your geographical area.

FRG: Getting Started | 20 Guidance on Emerging Family Issues  Each deployment is unique and the need to develop an understanding of emerging issues will be needed  Current issues of concern are :  Supporting families of Soldiers KIA  Supporting families of wounded Soldiers  Mental health issues of combat deployment

FRG: Getting Started | 21 Resources for FRG Leaders  Operation READY materials  Other FRG leaders  Garrison FRG forum  Web-based FRG forum (on vFRG web site)  Garrison ACS and Guard/Reserve Family Program Offices  Unit leadership (commander, RDC)  Battalion FRG steering committee

FRG: Getting Started | 22 Closing Remark 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 seek ongoing guidance are available.