MODULE 2
Preparing for a Short-Term Team
(Pre-Community)
Introduction
A short-term team is often envisioned as one to two weeks in the community. However, well before a team arrives, the preparations being made set the team and community up for success. The pre-community season is the opportune time to lay a strong groundwork for your visiting short-term team. This module will give you the information and tools to prepare well.
In this Module you will learn:
- How to navigate initial steps with the goer-group
- Logistical and travel considerations
- How to budget and manage STT finances
- Ways you can help the STT prepare
- Safety and security considerations
- How to create a community guide
Pre-Community Role Breakdown
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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
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Administrative oversight of the STT process
Collect and confirm initial team details with goer-group and the community
Send budget template to host coordinator
Create and send Team Registration Document to STT Leader
Manage team members through the Profile site
Send completed Team Details Report to Community Coordinator
Initiate funds transfer with community
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Assist in receiving team funds and transferring to the community
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Communicate team interest to STT Dept upon first inquiry from goer-group
In conjunction with STT Dept, 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
Prepare on-field accommodations and arrangements for meals, lodging, transportation, translators, etc.
In conjunction with local staff, consider appropriate team activities that leverage team skills and feed ongoing long-term transformation
Cast vision for team activities and create a 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
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Communicate with host-community or STT Dept about details of interested team
Correspond with Short-Term Team Dept and Host-Coordinator on initial team details
Meet with STT Dept Director to confirm the fit of the team
Confirm details in Team Registration Document (i.e., dates, costs, deadlines, etc.)
Recruit team members
Engage in leadership calls with STT Dept 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 Host-Coordinator
Communicate with Host-Coordinator regarding travel itinerary prior to arrival
Section 1
Initial Steps
Section 2
Travel & Documentation
Section 3
Team Finances
Section 4
Preparing the Team
Section 5
Safety, Security, & Emergencies
Section 6
Create Your 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
