This is also true for the fellowship or goer-group that is sending the short-term team. They know it’s a big step the STT is taking, and they are glad that their fellowship/organization is stepping out to make a difference. They are also interested to see how it goes.

You have the opportunity to take advantage of the attentiveness and motivation created by this phase of anticipation. Help the STT and those who are sending them to feel connected to the community, the people and the culture before they even arrive. Begin to whet their appetite to see where God is moving and how they are going to get to be a part of that. Anticipation is the energy here; let’s use this!

1. Execute

It should be said right out of the gate that we can’t ensure every short-term goer will have a ‘perfect’ experience. It’s impossible to control all the circumstances. Furthermore, joining Jesus on His global mission is a stretching experience - by His design. 

However, short-term team experiences can be plagued with difficulties and disruptive setbacks that are often entirely avoidable. While executing a short-term team may not feel connected to partnership, goer-groups notice when details are handled efficiently, communication is consistent and informative and those they are working with have a strong handle on the work happening in the community. Excellence makes a positive impression on others, and potential partners are attracted to the possibility of a longer-term relationship. As an important side note, this kind of diligence also demonstrates the ability to steward well the time, energy and monetary resources expended to make the short-term team as impactful as possible. 

Here are some practical tips for how excellence can foster partnership in the pre-community phase:

• Be diligent to prepare your team, your local partners and the logistical arrangements well in advance in order to maximize the time the short-term team is there. This includes things like housing, transportation and translation, but also preparations for materials, space and scheduling needed for anticipated projects. Prepare your local team with the schedule and expectations that help them to be ready to engage in building relationships with the short-term team.

• Consistently provide clear and timely communication, including responding to email inquiries within 24-48 hours. Think through the information a team needs to prepare their hearts, minds and bags as they prepare to enter your community and share that info in advance of when they need it (example: sharing entry instructions at customs a month ahead of time so they can prepare before arrival). When you find a short-term team needs more information, consider updating your information for the next group so they won’t have to ask for it.

• Send the Community Guide that will help the team feel prepared to enter the community well. This critical document, already covered in Module 3, will clearly demonstrate you know your community, and you’ve thought through the important items the team is already wondering about.

• Executing with excellence doesn’t mean giving into all of the short-term teams’ demands. Sure, there may be times where you need to be more accommodating, but when a team asks for above and beyond it can make more of a hindrance than a help. If you arrive at this place, consider a conversation around alternative solutions so the relationship continues to be at a place of equanimity as you move forward.

2. Connect

Building your relationship with the STT leader is an important connection to focus on in this phase. However, there are a lot more connections that can be made in simple ways, which will put the relationship on a path to partnership. Wouldn’t it be great if the whole fellowship/goer-group began to understand the needs of your community and a vision for transformation during this phase? The anticipation of the pre-community phase makes this possible. Here are some ideas to start creating valuable connections between the goer-group and your local team/ministry.

• Share with the STT members a video that gives an overview of what ministry in your community is all about or tells a story of life-change. Encourage them to share the video with those in their network that they are inviting to pray for and/or support them.

• Weeks before the STT is to arrive, ask your Catalyst to email the goer-group staff person responsible for global outreach to form a relationship (You’ll need to get the name and email address from the STT leader). The goal is to create a connection by communicating the importance of the STT’s work and appreciation for the goer-group. The Catalyst can use the resource at the bottom of the page entitled Catalyst Communication Points to Goer-Group