MODULE 2

Preparing for a Short-Term Team (Pre-Field)

Introduction

A short-term team is often envisioned as one to two weeks in the community. However, well before a team arrives it is the preparations being made that set the team and community up for success.

The pre-community season offers a timely and opportune time to lay a strong groundwork for your visiting short-term team. This module will give you the information and tools to consider how to prepare well.

In this Module you will learn:

  • How to navigate initial steps with goer-group
  • Logistical and travel considerations
  • How to budget and manage STT finances
  • Ways you can help the STT prepare
  • Safety and security considerations
  • Creating a community guide

Pre-Field Role Breakdown

    • Approve goer-group in conjunction with community

    • Communicate healthy expectations and an overview of the STT process to goer-group

    • Develop relationships with goer-group throughout the STT process

    • Leadership coaching calls with the team leader

    • Connect team with host community & Short-Term Team Coordinator

    • Administrative oversight of the STT process

    • Collect and confirm initial team details with goer-group and the community

    • Send budget template to Coordinator

    • Create and send Team Registration Document to STT Leader

    • Manage team members through the Profile site

    • Send completed Team Information Sheet to Community Coordinator

    • Initiate funds transfer with community

    • Assist in receiving team funds and transferring to the community

    • Communicate team interest to STTs Department upon first inquiry from goer-group

    • In conjunction with STTs Department, approve goer-group and initial team details

    • Readying locals/local leaders for the role they will play while the team is there, including leading/co-leading when appropriate

    • With experience, may help manage team members through the Profile site

    • Prepare on-field accommodations and arrangements for things like meals, lodging, transportation, translators, etc.

    • In conjunction with local staff, consider appropriate team activities that leverage team skills and feed ongoing long-term transformation

    • Creates team schedule

    • Communicates important information to the team needed prior to arrival (i.e., regarding projects, packing list, travel tips, etc.)

    • Have at least one call with the team leader/team prior to arrival

    • Send Community Guide to STT prior to arrival

    • Receive and distribute team funds for related expenses

    • Communicate with host-community or STTs Department on details of interested team

    • Correspond with Short-Term Team Department and Coordinator/Host on initial team details

    • Meet with STTs Department Director to confirm the fit of team

    • Confirm details in Team Registration document (i.e., dates, costs, deadlines, etc.)

    • Recruit team members

    • Engage in leadership calls with STTs Department Director

    • Lead STT members in pre-community training, ensuring the team is embodying a teachable, flexible posture and overseeing team chemistry and participation during their visit

    • Submit team deposit

    • Complete all paperwork and documentation as required by the Home Office

    • Assist team members in collecting funds/completing documentation as needed

    • Submit final payment to Home Office

    • Book team flights after conferring with Community-Coordinator

    • Cast vision for team activities and create a team schedule

    • Make reservations as necessary/applicable

    • Communicate with Community-Coordinator regarding logistics/information prior to arrival

Section 1

Initial Steps

Section 2

Logistics & Travel

Section 3

Finances & Creating a Trip Budget

Section 4

Preparing the Team

Section 5

Safety, Security, & Emergencies

Section 6

Creating a Community Guide

Module Review

Hosting a Short-Term Team

Review the topics you learned in this module, and give feedback on what you learned

On Field

Resources

End of Module 2: Preparing for a Short-Term Team (Pre-Field)