MODULE 1 - Section 4
Creating A Healthy Short-Term Team: Process
15 Minutes to complete section and related assignments
In this section, you will learn:
Pre-Community: Plan details, form team, prepare, and communicate.
In-Community: Arrive, orient, engage community/team, debrief, depart.
Post-Community: Return home, debrief, partnership, and account funds.
Introduction
With our strong foundation of Purpose, Priorities and Perspectives in place, we can now build off of those elements to create healthy short-term teams.
We already discussed the two of the additional three components needed for a healthy team in Parameters and People, but now we turn our attention to the final component - Process.
Process refers to the practical steps and items needed to bring order and forward progress to a team. Process helps to ensure that all short-term team opportunities have a similar flow and experience every time they are carried out. This brings a level of consistency and ensures that key aspects of an opportunity are incorporated every time.
Presently, we have three distinct short-term team opportunities to invite goer-groups and individuals to come alongside our communities:
Virtual Tours Virtual Short-Term Teams Traveling Short-Term Teams
Each platform has the intentionality of the PPP foundation built into each unique opportunity and process. While the primary focus for this section will be on the process of Traveling STTs, you are highly encouraged to learn more about Virtual Tours and Virtual Short-Term Teams. They offer numerous benefits of allowing goers a convenient and accessible way to connect with your community as they grow in their compassion and interest in what God is doing in your community either before visiting or to continue the relationship after they return. These opportunities are especially helpful for secure context communities or those that require significant travel time. As you’ll also see, all three STT opportunities complement each other and provide an increasing invitation to come further alongside the vulnerable, among many other benefits.
The STT Dept leads the administration involved in the execution of Traveling STTs. Virtual Tours and Virtual Short-Term Teams are largely executed by you, the short-term team coordinator, with support from the STT Dept.
Both virtual opportunities have a 1hr+ training along with fully developed resources that will walk you through either of these platforms. The heavy lifting has been done for you. For a brief overview of what a Virtual Tour or Virtual Short-Term Team is like, please access the resource at the end of this section entitled Virtual Tours & Virtual Short-Term Teams Flyer.
The Traveling Short-Term Team Process
At this point, we want to give you a brief overview of the process to give you a feel for the timing and flow of how this opportunity unfolds.
The process of a Traveling Short-Term Team is represented by three distinct phases:
Pre-Community
In-Community
Post-Community
You will see under each phase its ideal timeframe, along with a brief overview. Further down, each phase is explained in more detail. Keep in mind that while the process is shared in an ideal linear fashion, there may be times when several aspects may occur simultaneously depending on when a team starts the process. To that end, please take note of the ideal timeframes in the overviews to ensure a team has enough time to prepare.
Finally, as you look at the process overview, remember the STT opportunity requirements we discussed back in Section 2. You will see how those are woven throughout the process as well.
Pre-Community
Initial Details
The STT Dept. works with host-community coordinator and goer-group to ensure a good fit for all involved. If fit is established, the STT Dept. works with host-community coordinator and goer-group to finalize team details (dates, # of team members, and budget). Meanwhile, the goer-group recruits a team leader and the STT Dept receives final approval from the host-community. After, the STT Dept sends the team registration document to the goer-group, which includes important deadlines and details. Goer-group acceptance of the team details makes the team official.
Team Formation
Once the team details are set, the team leader begins to recruit participants and the team deposit is placed.
Preparation
The STT Dept has a leadership coaching call with the team leader prior to the start of team meetings to help set healthy expectations for the team and to help move this group of individuals into becoming a team. Meanwhile, the team begins fundraising, completing the necessary documentation, and engages in team meetings that include required training from the STT Dept.
Communication
As the team is preparing, the STT Dept and the host-community coordinator are in communication regarding team progress. The STT Dept gives the team time to build chemistry and engage training before connecting the team leader directly to the coordinator to converse regarding any questions while in-community. At this point, the coordinator distributes any resources (ex. community guide) and has any pre-field calls with the team to enhance their preparation.
Final Steps
Team funds are distributed to the host-community approximately 30 days prior to team arrival. The STT Dept has a leadership coaching call with the team leader prior to departure to shift perspective to leading while in-community.
Post-Community
Team Returns
The STT Dept welcomes the team home and invites them to take next steps with your community and One Collective.
Debriefings
The STT Dept Director connects with the host-coordinator to debrief the team's visit. Afterward, the STT Dept Director debriefs with the team leader to gather stories, feedback, and discern partnership potential.
Partnership and Beyond
If desired by the host-community, the STT Dept will coordinate with the host-community and Global Partnerships on a plan to invite the goer-group into deeper partnership with the community. This could include but isn’t limited to planning a recurring short-term team.
Financial Accounting
The host-coordinator submits a financial reconciliation to account for the funds received to execute the short-term team.
In-Community
Arrival & Orientation
The STT arrives and is welcomed by the coordinator. The coordinator/community team holds an orientation within 24hrs of the STT's arrival.
Community Engagement
The STT engages in daily activities relevant to the long-term work going on in the community.
Daily devotions and debriefs
The STT has daily time both to engage in personal/group devotions and to engage in a daily debrief, processing what happened that day. The STT Handbook has spaces designed for both these daily activities. It is the host-coordinator’s role to facilitate daily debriefs with the STT.
Final Debrief
Within the STT’s 24-48 hours before departure, the host-coordinator leads the STT in a final debrief in which they reflect together as a group and begin the mental transition home. This is an essential part of their time in the community and may be planned in partnership with the Catalyst.
Departure
The STT departs the community.
The STT Dept. has a well-structured process that is tried and true. We are here to guide you through this entire process. From relationship building to encouragement to leadership equipping and consistent team direction, we are here to ensure teams are set up to enter your community with a flexible, listener-learner posture.
Lastly, if you are wondering what role you will play in the team process, see the Role Breakdown section found on the main dashboard of Modules 2, 3 and 4. You will also learn more about your role within the sections of each module.
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