Remote AC Training Notes
Post to AC section of Family Force Website – notes, draft
November 23, 2010
SWOT Remote Community
Strengths
Weaknesses
Opportunities
Threats
Diverse backgrounds,
skills and experience to
share
Complete spectrum of
life experiences to draw
on
Disconnected from each
other
Connection with others
through web-based
meetings, courses messages,
newsletter, warm-line calls,
volunteer opportunities
Both general and Centre
staffing and resource
shortages make it
challenging to be timely
– ie Family Force
website still isn’t really
helpful so we have been
without anything useful
as far back as the
Centrepointe days.
Feelings of isolation moved
to threats
Employment/income issues
Chain of Command
support
Language/culture
challenges
E-business, e-employment
possibilities
Educational opportunities
Stable office
Support from CMFRC
and other CFSU(E)
elements
Lack of understanding of
the role of the CMFRC and
what it can and can’t do
Chance to exchange ideas
Some Mmght not be
comfortable with computer
technology
Virtual Coffee morning
Scattered through Europe
Cultural experiences
Psycho-social issues,
which because of
distance may go
undetected
Employment/income
issues – lack of
knowledge on how to
pursue “E”
opportunities
Difficult to communicate
Local politics/issues
Getting to the family
Lack of reliable
technology in some
areas
Situations/Needs change
with personnel each
year creating a rolling
target
Surveys are at least a
year behind and don’t’
create a true picture of
the current needs of the
community.
Lack of childcare
options in some areas
Lack of adequate
screening measures for
overseas postings and
lack of realistic pictures
of and preparation for
what “remote” life is
like.
Budget
Funding
Feeling of isolation
SWOT Advisory Committee
Strengths
Weaknesses
Opportunities
Threats
Energy, enthusiasm and
a desire to get involved
Committed Advisory
Committee
To develop a sound
understanding of the MFSP
program and Parameters for
Practice, how it applies here
in Europe and how to use it
effectively for our community
Privacy issues make
communication
challenging
Diverse locations – data
from all over
Still working out how to
function as a team and find
what it is we can and
should do to make the
remote experience an
easier, more pleasant one,
both in the transition
phases (arrival and
departure) and in the
“stuck-in” phase.
Support of Director, upline managers and
Chain of Command
Everyone is busy and it is
a challenge to have
everyone at every meeting.
Virtual coffee morning
Lack of thorough
understanding of the
Parameters for Practice
A wide variety of skills
and abilities
Virtual meetings
Lack of understanding o
how to look at issues,
surveys and information
critically from and AC
perspective.
Continuity (moved to
threats)
Overworked staff
Professional development
Recruitment difficulties
pose a potential threat
to funding and create
difficulties in succession
planning
Volunteer training
All the same issues that
apply to the community,
because we are the
community, and these
things can affect how
we function as a
committee
What if no one wants to
join?
Continuiy
Opportunities Summarized
Programming
AC
Connection with others through web-based meetings,
courses messages, newsletter, warm-line calls,
volunteer opportunities
To develop a sound understanding of the MFSP
program and Parameters for Practice, how it applies
here in Europe and how to use it effectively for our
community
E-business, e-employment possibilities
Educational opportunities
Chance to exchange ideas
Cultural experiences
Virtual Coffee morning
Increase outreach
warm line calls
o capture feedback
connections
Professional development
Analysing details, issues, surveys, and
information
Operating effectively as a team/committee
WebEx Training for AC members and/or
volunteer facilitators
Adding training component to each On line
meeting
Community Connection to Remote AC – all locations
Team Operating Agreement
Succession Planning
Volunteer Program
Capture feedback from virtual coffee mornings
Cultural Awareness Session/Info (more detailed,
possibly add Fodor)
- Check out the local.de, the local.nl
Childcare Care Option Investigation
Realistic European Posting Information
Virtual Coffee for Canadian market
Gather/note location challenges
IT
Politics
Peer support
possible family that returned to Canada
youth program
Ensuring information gets to family
- f/u CFSU(E) master list
Volunteer training
Pre-posting member information
www.familylforce.ca
Virtual meeting
Include MFRCs in communication
Priorities:
Communication / Marketing Plan
- brochure
- Newsletter
Training
- WebEx for AC and/or volunteers
AC Succession Planning
Marketing / communication plan
SCO’s
Sponsors
MFRCs in Canada
Identify communication protocol (AC to
community)
Naples SWOT analysis
Ramstein SWOT analysis
Heidleberg SWOT analysis
-
Naples rep
Recruitment
Recruitment package
Pre-posting member information
- www.familylforce.ca
- Virtual meeting
- Include MFRCs in communication
Action Item
AC Development
I/C
Sub-Committee
Membership
Completion Timeline
Priority
(low, medium, high)
Task/Item
AC structure
AC Recruitment Plan
AC Standard Operating Procedures
AC Training Plan
i/c
Deliverables
Summary of current structure
Recruitment package: Application, Brochure,
Benefits handout, contact information for
questions
Recruitment Campaign
Recruit Naples committee member
Succession plan
-documentation of current membership departure
dates
-summary of current membership skills
Face to face meetings: frequency, open/closed
meetings
Teleconferences
Emails
Location of AC files
Departing AC Member:
 Thank you letter template
 Exit interview questions
 Recognition process
AC Calendar
New Member Orientation Checklist
New Member Training Plan
Committee Training Plan
Timeline
Mentoring program by current member
Member evaluation process
Schedule WebEx for AC and/or volunteers
Training Plan
Action Item
Strategic Plan
I/C
Sub-Committee
Membership
Completion Timeline
Priority
(low, medium, high)
Task/Item
Needs Assessment Review
Review of business plan
DMFS Site Visit Report
Strategic Plan
Prepare Strategic Plan
i/c
Deliverables
Strategic goals and objectives from CNA results
Summary of needs assessment information
List of creative ways of assessing needs for
Remote community
Recommendations for change
Action plan
Review and completion of SWOT analysis for AC
Review and completion of SWOT analysis for
Remote Community
Transfer all known information (SWOT, action
plan, etc) to draft plan
Timeline
Action Item
Communication/Marketing Plan
I/C
Sub-Committee
Membership
Completion Timeline
Priority
(low, medium, high)
Task/Item
Clarify what the MFRC is and what
it is there to do
Communication Plan
Promotional Materials
i/c
Deliverables
Agreement on messages
Communication plan: frequency, media to be
utilized, evaluation mechanism
 Email
 Web
 Brochure
 Mailers
 Welcome package
 Welcome visits
 Newsletters
AC Messages
AC presence/messages communicated personally
by members at Community functions
AC email checked on a regular basis
Promotional Package
Promotion plan for AC email
AC section in newsletter
AC web page
AC Brochure
AC Members Business Cards
Timeline
Communicate AC activities
Annual General Meeting
Publication/distribution of agenda
Publication./distribution of meeting minutes
Publication/distribution of annual calendar of
meetings
Scheduled and Planned
Personalities:
Linda: Gold – Blue – Green – Orange
Mike: Green – Gold – Orange – Blue
Laurel: Blue – Green – Orange – Gold
Michelle: Green – Gold – Blue - Orange
Trisha: Blue – Gold – Green – Orange
Maggie: Green – Gold – Orange – Blue
Recruiting an Orange exercise:
- offer a challenge
- offer leadership
- offer competition
- offer faced pace, exciting environment
- offer action
- offer risk
Needs Assessment/Evaluation Method Exercise
Notes: Information needs to get back to community
Remote Community Situation versus Remote Community Needs
Other methods:
- Briefing/Formal Presentation
- Anonymous mail box
- On line survey
- Town Hall
- Have community identify their needs/situation
Feedback Form
Pros
- tailored questions
- creative answers
- immediately and timely
Telephone Interviews
Pros
- personal
- tone of voice (caller can react)
- can problem
- good method for Remote
Cons
- timing could be too soon
- question design critical
- language challenges
(interpretation)
- no body language
- people may not want to answer
honestly
Cons
-
Personal (invasive)
Timing problems
No body language
More timely
Tone of voice (caller may have
tone in their voice)
Statistics
Pros
- Concrete
- Can show failings/successes
- Scientific analysis
- Impartial
- Indentify long term trends
Personal Interview
Pros
- Get individual’s opinions
- Can control
- Ability to react to body language
- Tangents can reveal other
important notes
Cons
-
Doesn’t answer “why”
Out dated
Subject to interpretation
Need expert analysis
Boring/dry
Cons
- Can lead
- Reluctance to provide negative
feedback
- Complaint tangents
- Difficult to organize/coordinate
- Requires active listening skills
- Results dependent on skills of
interviewer
Volunteer Opportunities
-
-
-
Web Master
Newsletter writer
Warm line caller
o Outreach
o Deployment
Tour guide
Seminars on line
o Skill sharing
o Business
Local tour guide
Volunteer Coordinator
Web Content gathering/populating
Friendly visits
Community information and/or resource gathering
AC membership
Skype video programs
Chaperone
Community Liaison
Focus Group
Pros
- Many voices and opinions
- Discussion reveals more
- People braver in a group
Survey
Pros
- Time to think about
questions/responses
- Target everyone
- Anonymous
- Frank comments
Cons
-
“Lemming” effect
Tangents
Monopolizing participants
Difficult gathering people
Need a facilitator
Cons
-
Survey fatigue
May not reach right person
Mail delays
Difficult to structure
Team Operating Agreement
Communications
- acknowledgement of emails or nil responses required within 48 hours, use of
“out of office” automatic reply is encouraged
- committee members need to notify Chair when they will be away
Meetings
- Remote AC meetings will be held monthly, with the exception of July,
August, and December
- Committee members are to read documents and/or prepare for meeting agenda
items and discussions
On line meeting protocol
- members to register for on line meetings
- committee members to go online 10-15 minutes before start
- start and end times on agenda will be respected
- members to raise hands before speaking
- members to use x and check to respond to yes/no questions
o rotating message agenda/protocol
- on line meetings will be held from 0900 to 1100
- Skype is encouraged with training and procedures
Document distribution
- documents for review and/or input: to be sent one week in advance
- agenda and other online meeting documents: to be sent to Caterina one week
in advance
- Meeting minutes will be distributed within 2 weeks of the meeting
o Amendment requests will be handled at next meeting
Note: This agreement should be signed by all members of the Remote CMFR
Advisory Committee