Effective staff reports

I've been giving considerable thought to how to craft an effective staff or leadership report over the last few weeks. We place a great emphasis on reporting in the Auxiliary with little guidance on what a staff report should contain. An effective staff report needs to contain more than simply a record of accomplishments. I believe we can positively influence our staff to think in big picture terms by asking them to report on a broader set of activities.

I have identified six components of an effective staff report and I would appreciate critique and additions.

1. Execution: What has been accomplished in my area of staff responsibility including my own efforts, those of my reporting staff and those of the membership?
2. Expected execution: What accomplishments/missions are expected in the near term?
3. Execution opportunities and planning: What accomplishments/missions are in the planning stages? What is on the horizon? What are our opportunities?
4. Program development execution: What have I and my team done to build program capacity? Who has been trained? What partnerships have been developed? What materials have been developed or are now available?
5. Program development planning: What is planned to build program capacity?
6. Needs/gaps: What is missing that I need and/or needs leadership attention or action to resolve?

Happy Thanksgiving

Shipmates,
As I reflect upon the many things I am thankful for the privilege to serve with each of you ranks high on the list. Enjoy a wonderful Thanksgiving holiday.

Daren

Reflections on the Coast Guard Innovation Expo

Shipmates,

I'm back in Portland after a very exciting four days in Virginia Beach for the Coast Guard Innovation Expo. There are always benefits to a hot wash after an operation, here are mine:

1) When holding a camera and the Headquarters Command Master Chief comes up to you and asks what you are the appropriate answer is not what I said, "I'm an Auxiliarist" (he knows that), but rather, "Master Chief I am whatever you want me to be!" Master Chief Petty Officer of the Coast Guard Bowen, Master Chief Isherwood (the aforementioned CMC questioner) and our D13 Command Master Chief, Master Chief Dunn bestowed honorary Master Chief status on VADM Currier, our former District Commander and the current Chief of Staff. As PAC Paul Roskowski notes on the D13 Blog:

The title of Honorary Chief is bestowed on individuals by the Master Chief of the Coast Guard as a way to recognize people who have demonstrated a significant commitment to Coast Guard Chiefs, the Chief's Mess and the enlisted corps.

1a)  Being Semper Paratus applies when at a social event too.

2) The three D13 booths, External Affairs, Citizen's Action Network and Web Resources each included Auxiliarists on the team. We have an extraordinary working relationship here in D13 which is, in itself, innovative.

3) The Commandant is even more impressive in person.

4) It really makes a difference to be there in person. The Expo is a great opportunity to meet the current leadership of the Coast Guard and also the officer and enlisted leadership. Some of the best conversations were had on the bus as I found myself seated next to outstanding members of our community who I would never have otherwise met.

5) We all innovate in ways large and small. I'd like to make the effort to identify at least one innovative project to submit for consideration next year and it would be great to see two or more of you to Tampa for the 2010 Expo.

I have a number of additional videos and photos I'll post over the weekend including 12 Guardian Innovator videos we did highlighting just a few of the many innovations at the Expo.

2009 USCG Innovation Expo Field Reports

Report 5: I had a great day discussing social media with fellow Guardians I had previously met only in the virtual world. Participants included (by Twitter handle) @xpconcept, @petermello, @benjaminstrong, @katiehood, @pastinson, @simplydan, @MVittone, @uscgd13 and many more. You can see some of the highlights here: PodcampUSCG We've a number of initiatives that will emerge in the coming days and weeks including a Wiki, a code of conduct for Guardians when participating in social media unofficially (because there is one when participating in the course of our duties), plans for PodcampUSCG2010 and an ongoing community between now and the 2010 Podcamp. If you are interested in social media and the Coast Guard please join the conversation.


Report 4: At PodcampUSCG
I'm participating in the inaugural PodcampUSCG hosted here at the Virginia Beach Convention Center. It is great to meet so many fellow Guardians and associated shipmates who I have only met online.

Ben Strong of AMVER (if you are not following AMVER on Twitter, Blogger and/or Facebook you should).


Report 3: Sunrise opening day


The sun rises over the water here, go figure.

Report 2: From Virginia Beach

First video from Virginia Beach kicking off the Innovation Expo




Report 1: Intro and PDX
Shipmates,
I'm on my way to Virginia Beach for the 2009 Coast Guard Innovation Expo. I'll be posting field reports during my trip so you can join me "virtually".

Rather than a new post each time I will update this post with notes and new videos so check back from time to time between now and Thursday.

[Update - Intro Video]




Best,
Daren

Disaster Recovery Working Group

If you have been impacted by a Federally declared disaster or have been deployed to assist with disaster recovery, this is your opportunity to voice your thoughts, insights, and observations to assist in the development of a better national strategy for an effective approach to long term disaster recovery.

On October 28, 2009, the Housing and Urban Development (HUD) Secretary Shaun Donovan and Homeland Security (DHS) Secretary Janet Napolitano announced the launch of DisasterRecoveryWorkingGroup.gov - a new interagency website that will allow federal disaster recovery officials to solicit public comments from state, local, and tribal partners and the public.

The full text of the press release can be found at: http://www.disasterrecoveryworkinggroup.gov/releases/pr2009-10-28.cfm

The Questionnaire to Strengthen Disaster Recovery in Our Nation can be found at: http://www.disasterrecoveryworkinggroup.gov/questionnaire/

Disaster Recovery Working Group.gov’s home page is located at: http://www.disasterrecoveryworkinggroup.gov/index.html

Remembering Rescue 1705

Shipmates, Please take a few moments today to remember our seven shipmates and two Marines.

This video is a moving tribute to 9 brave souls.

Why the Coast Guard Needs CAN

Shipmates, This is the slide deck Pat Easton is using in his outreach to develop the Citizen's Action Network. As mentioned previously Pat can use help in many aspects of this program.

Why The Coast Guard Needs Can

View more documents from eastmech.

Loss of CG-1705 and a Marine Corps AH-1 Cobra

Shipmates, By now you have likely seen the message traffic related to the collision of CG-1705, one of our  C-130s, and a Marine Corps helicopter. Please keep the crew of CG-1705, the crew of the Marine helicopter and their families in your thoughts. Our people, Guardians and Marines, go into harms way every day in service of our country to protect us, save lives and preserve our liberty. All of them, no matter where in the world they serve, are in my thoughts tonight.

Please be safe in all your activities and look to the safety of your shipmates.

From: Allen, Thad Admiral

Sent: Friday, October 30, 2009 1:50 PM

Subject: ALL HANDS - Loss of Coast Guard C-130 and Marine Corps Helicopter

To the Men and Women of the United States Coast Guard:

I am deeply saddened to report that one of our C-130 aircraft, CG-1705 out of AIRSTA Sacramento, crashed last night about 15 miles east of San Clemente Island off the coast of San Diego. CG-1705, with seven Guardians onboard, was searching for an overdue 12-foot pleasure craft when there was a collision with a Marine Corps AH-1 Cobra helicopter at 1915 Pacific local time. There were two personnel on the Marine Corps helicopter which was conducting a separate training exercise.

The Coast Guard, Marine Corps, and Navy have been working collaboratively overnight and throughout today in response to this tragedy. I want to ensure our workforce is kept fully apprised as well.

We have been and continue to actively search for survivors. Two Navy surface vessels were on scene almost immediately after the accident. Several Navy and Coast Guard aircraft, along with a Customs and Border Patrol helicopter, are flying sorties in the area while multiple cutters including the BLACKFIN, BLACKTIP, EDISTO, PETREL, GEORGE COBB, and JARVIS are conducting surface searches. One of the Navy ships is remaining on-scene as well. No personnel have been found at this time but we will continue to work with our Marine Corps and Navy partners in this massive effort.

While we continue the search, we will fully support the men and women of AIRSTA Sacramento and their families. We are actively assisting the local field units to respond to this tragic event so they can focus on the ongoing search. This includes flowing resources and critical incident stress management teams where they are needed, supporting our fellow families and Service members, coordinating a joint military investigation, and working with our Department, the interagency, the Congress, and the media to keep people informed.

I know many of you want to know the names of the people who are missing. We are following the appropriate notification procedures and working closely with our sister Services and the impacted families to ensure the proper steps are followed. We will release that information as soon as possible.

I will provide further updates as they become available. I encourage all Coast Guard members to keep these missing Guardians and Marines in your thoughts during this difficult time and to continue looking after your shipmates.

Admiral Thad Allen

Commandant, U.S. Coast Guard

Operations Safety: Ejections from boats - an update

Shipmates, The following appeared on MCPOCG Bowen's blog and, as we posted the initial message on boat ejections from Captain Harrop, I wanted to also post the follow-up message.

To all those who operate our boats:

On 12 June, I issued the attached Cause for Action and sought help distributing it to every coxswain in the Coast Guard. I was pleased with how many people helped in this effort. While I know not everyone has seen it, I do believe many have. It is still being used at BM school and at the Boat Force Command Cadre course and other schools and venues. It has been circulated widely throughout the Auxiliary and even in the Canadian Auxiliary. But more importantly, I want to thank every coxswain who has gotten a Coast Guard boat underway during the past 3 months.

The last ejection from a Coast Guard boat occurred on 22 July, exactly three months ago. Our coxswains have safely operated their boats for 90 straight days without throwing anyone out. They have logged over 170,000 hours of safe and effective boat operations in support of all Coast Guard missions. That is impressive. Next time you see one, please pass on my heartfelt thanks for a job done well. Bravo Zulu! Thanks.

Now is not the time to let our guard down. Please continue to encourage our coxswains to be vigilant. The Office of Boat Forces goal is to complete 2010 without a single boat ejection. Coast Guard coxswains operate in a very dangerous environment and we must do everything in our power to ensure they are enabled to bring their crews back safely. Please continue to do your part.

Sincerely, Capt Ted Harrop

Chief, Office of Boat Forces.

PS: To those who oversee or manage others who operate boats, I also thank you for your help and request you pass this along to those who do operate boats for you.

Captain Harrop is reporting good progress. I'd encourage all of our Coxswains and Crew to remain vigilant and watch out for each other. As a reminder here are a few strategies to manage the risk of ejection:

• Communicate, communicate, communicate - Call and get a response to wakes, maneuvering, changes in speed, going out of the cockpit or going forward, etc.
• Slow down: Operate at prudent speed for the conditions, situation and the capabilities of the vessel
• Remind your crew to hold on and if possible sit down - seated is almost always better when at higher speeds
• Keep crew off the bow except when operating at low speeds and only then when operationally required
• Assure PPE is properly donned at all times including all buckles and zippers
• When you find yourself loosing your balance or see a shipmate doing so bring it to everyones attention - this is an indicator that action needs to be taken

Required reading: Drowning Doesn't Look Like Drowing

Our fellow Guardian, Mario Vittone, has an article on gCaptain about how drowning can be a deceptively quiet event.  Please read the article - we will be incorporating this as a training topic.

To get an idea of just how quiet and undramatic from the surface drowning can be, consider this: It is the number two cause of accidental death in children, age 15 and under (just behind vehicle accidents) – of the approximately 750 children who will drown next year, about 375 of them will do so within 25 yards of a parent or other adult. In ten percent of those drownings, the adult will actually watch them do it, having no idea it is happening(source: CDC).

http://gcaptain.com/maritime/blog/drowning/