MODULE 3 - Section 5

Creating a Schedule

20-25 Minutes to complete section and related assignments

In this section you will learn:

  • The basics of creating a schedule for an STT

  • Get a schedule temple to get started

The goal in creating a team schedule is to maximize the potential impact of a team while in the community. By giving a structure to their time, we create intentional spaces for the team to connect with locals, invest in community development and experience where God is at work.

In this module, you have already covered all the key elements that will create the basis for a team schedule: 

  • Lodging

  • Meals

  • Transportation

  • Orientation

  • Final Debrief

  • Daily Debrief

  • Community Engagement Activities

  • Rest Days/Times

  • Cultural Activities

The remainder of this section will be devoted to creating a schedule. 

To help you get started, Below is a sample schedule. You will see that it holds the major elements of a short-term team.

Goal of a team Schedule

Creating a Schedule

Imagine a short-term team and the time they spend in the community like a glass jar. Their engagement, much like the glass jar, has limits and is contained within a finite period of time. 

The foundational aspects of a short-term team are like larger rocks put into the jar, while the complimentary activities are like pebbles that fill in the remaining space.

To build a team schedule you start with the foundational pieces, and then the finer details will often ‘fill-in’ the rest naturally.'

When building out the team schedule, we recommend starting with the “non-negotiables” such as arrival/departure times and meals.

Based on a team’s arrival time, schedule in an appropriate time for introductions and an orientation. Prior to a team’s departure, be sure to build in time for their final debrief. Within the other spaces provided, build in community engagement activities, meal locations, periods of rest and daily team debrief time. 

tips to consider

  • For your schedule-creation tool, use a format that is easy for you to navigate, read, and edit.

  • If a team arrives late at night/early in the morning after a red eye flight, for example, build in time to rest and become acclimated before jumping in to the schedule.

  • When building in any type of activity/event, be sure to calculate time for transportation to and from the event.

  • If applicable, consider the activities your community participates in on a weekly basis and how a team may participate in those pre-existing activities.

  • Consider alternative events/projects and record them somewhere. Just as we ask teams to be flexible, part of the ability to be a flexible host-coordinator is to be prepared if something forces a change to the schedule.

  • Remember, each section of this module contains additional insights into each of the key schedule elements above and that are helpful to consider when scheduling.

Highlighted Resource

Schedule Planning Worksheet

Use this worksheet to help you create a schedule for the team during the week.

Be sure to use the tabs at the bottom of the document to see examples of additional layers of scheduling detail.

End of Section 5