Strengthening the role of groups

Group Officer Gavin Brien from Beeac Group

 

Groups play an important role in supporting brigades, coordinating incidents and developing the next generation of volunteer leaders.

 

To further strengthen this role, a new volunteer-led initiative is underway in District 6 to develop a Group Procedures Template.

The template provides a clear starting point for how groups operate, creating greater consistency while aligning with CFA regulations, Group Model Rules and Chief Officer Standard Operating Procedures (SOPs). It has been shaped by input from group leaders across South West Region and beyond, capturing practical ideas and approaches already working in the field.

The template introduces several initiatives that are new to District 6, including a Group Duty Officer role, a single group contact number, and a Group Readiness Matrix supported by actionable checklists (pictured above).

For Group Officer Gavin Brien from Beeac Group (pictured above), the duty officer model is a worthwhile improvement.

“The duty officer will make a big difference for us. It spreads the load from the group officer to the deputy group officers during the Fire Danger Period, instead of everything coming through one person,” Gavin said.

“With a single group number and a roster, we can better share the responsibilities across the group.”

The Group Readiness Matrix is another key feature, helping duty officers understand the readiness tasks to be completed at different Fire Behaviour Index ratings. Paired with simple checklists, it makes these tasks practical and easy to follow.

Deputy Group Officer (DGO) Andrew Smith from Camperdown Group sees this as an important step to build leadership capability.

“A lot of what we rely on across groups and brigades is in people’s heads, it comes from experience and isn’t always written down,” Andrew said. “In the past, we weren’t always clear on what the group officer role involved or how best to support the group.

"These tools really help pull that together to give us a clearer idea of what needs to be done and to make sure we don’t miss anything important.”

Across District 6, groups are now reviewing the template, which they can refine to suit their own needs. This collaborative approach is helping ensure the document is straightforward, flexible and relevant across different operating environments.

Deputy Group Officer Phil Downie from Apostles Group reflected on how valuable this type of guidance would have been earlier in his journey

“When I first started as a DGO, I had no idea what was expected of me,” Phil said. “Something like this would have really helped. It’s a simple guide that helps new leaders understand what they’re meant to do.”

Gavin also highlighted the broader value of the initiative.

“It’s a great opportunity for our group leaders to have real conversations about how we’re doing things and get everyone on the same page. It should make it easier to work together,  across brigades, between groups and with the team in the district control centre.”

Overall, the Group Procedures Template is a practical step towards stronger, more consistent group operations in District 6. By making roles clearer, supporting shared responsibility and encouraging collaboration, it will help build more capable and sustainable groups into the future.

What is a Readiness Matrix?

• A simple table that shows what actions need to be taken at district, group and brigade level as fire risk increases.
• It links fire behaviour conditions to specific actions, so everyone knows what to do at each level of risk.
• Readiness levels are based on the Fire Behaviour Index (FBI), which indicates how dangerous a fire could be on a given day.
• As the FBI increases, the matrix outlines escalating actions (eg increased staffing, preparedness and coordination).
• It provides a consistent, shared approach to planning and readiness, helping ensure nothing important is missed.

If you would like a copy of the Group Procedures Template and the tools, email the Volunteer Sustainability Team in South West Region: vst-swr@cfa.vic.gov.au

 

Submitted by	News and Media