Congregational Teams
Suggested Time Line
This time line is written on a 9-12 month planning process. A mission trip can certainly be done in less than 12 months simply with all the work compressed into a shorter amount of hours. This time line will need to be adjusted to fit you and your congregation. These are simply suggestions from people who have been there, done that. When you set up your time line, make sure you start at departure day and work back from there. Keep this close by to review from time to time!
9-12 months before departure
1) Lay the Foundation - Contact MOST Ministries regarding church's interest, possible dates, service, location and number of potential team members - Elicit pastoral and leadership support Recruit prayer support foundation - Hold informational meeting to build interest in potential team members, organizational helpers and for congregational support - Keep list of those interested.
2) Prepare the groundwork - Select one person to act as Church Partnership Team Liaison (please read Roles and Responsibilities) - The Church Liaison is now the primary leadership on behalf of congregation - Develop objective or perhaps a vision statement - Develop funding guidelines and budget - Contact those who have shown interest - Contact church treasurer regarding handling of funds Mission location, dates and service - The Church Liaison and MOST Ministries together will determine and confirm the best location, dates and service for your team.
3) Commitment - MOST Ministries will mail to the Church Liaison a Letter of Intent which needs to be signed by the Pastor and returned to MOST Ministries along with the non-refundable registration/deposit - MOST Ministries will then mail to the Church Liaison the agreed upon # of registration forms and Church Partnership Liaison Training Manual.
4) Team Registration - Hand out registration packets to ONLY those who have committed to participating on this team. The Church Liaison shall collect registration, emergency health forms and copy of their signed passport. Make one copy to keep in your records; send all originals to MOST Ministries. Only those having returned a completed registration will be considered a team member. Shortly after receiving the completed registration forms, MOST Ministries will send a letter of acceptance and then books B-D of the Team Training Series. (training materials can be sent directly to the individual Team Members, or as a group to the Liaison) - Hold Team Development Meetings and begin strategic planning for Involving People.
Continue fund raising and public awareness campaigns. Select Team Medic and begin to assemble first aid kit. Schedule Commissioning Service with your pastor for the Sunday before departure if possible.
6 - 9 months before departure
Continue fund raising and public awareness campaigns. Select Team Medic and begin to assemble first aid kit. Schedule Commissioning Service with your pastor for the Sunday before departure if possible.
2 months before departure
Communicate with prayer partners. Consider giving them a training itinerary, such as training meetings and subjects and specific prayer requests, and also a daily itinerary for while you are on the field. - Begin weekly team building/training meetings. - Consider a team building field-trip, (most camps have team building programs already in place), day retreat or weekend camp!
1 month before departure
Continue team meetings. - Complete personal/congregational fund raising. - Final payment due into MOST. - Select luggage coordinator. - Schedule Team Packing Meeting with MOST Ministries and your Team Leader.
2 weeks before departure
Confirm flight itineraries with MOST Ministries and schedule departure prayer service with pastor (brief prayer/communion service inviting family, prayer partners, church leadership). - Complete arrangements for personal medical needs (immunizations, re-fill prescriptions, etc.).
1 week before departure
Commissioning of team members in worship service. - Give prayer partners a daily itinerary for departure and on-field schedule and projects. - Final Team Meeting - Make sure emergency information and #'s are given to appropriate people (pastor, church secretary). Departure - Make sure everyone has their passport and allotted luggage with MOST luggage tags attached - Brief prayer service (at the church prior to departure to the airport).
On The Field!
Continue Leadership. The team members are accustomed to looking up to you for guidance, encouragement and support. They will continue to look to you as a role model for servanthood and cultural understanding. - Communicate to MOST Ministries' Team Leader any concerns regarding team members (health, culture shock) that may be reported to you.
Back Home
1 week after return
Team Meeting - Debriefing. Call/contact every team member (privately) to see how they are doing. - Contact MOST Ministries regarding any concerns.2-3 weeks after return
Team Meeting - Photo Exchange. Debrief with pastor and leadership. Report to congregation. Report to prayer partners. Where do we go from here?