Blog

The Right Person

It really does start with the right person and this is often best known by watching people as they experience serving opportunities and how they handle smaller responsibilities.  You are looking for a person with the right character, the right temperament, the right social skills, and the right administrative skills.  Know what you are looking for and keep lists of potential team leaders. 

Defined Responsibilities

We can’t stress this enough: it’s so important to define the responsibilities of your team leader… what do you expect of them, what can their team expect of them, and what should they expect from themselves?  You may also clarify what’s not expected of them. 

Leader in Training

Never miss the opportunity to be looking for future leaders and training one or two people on every trip.  You can make this as formal as you'd like, but also be training new leaders in the environment of known and trusted team leaders.  Give these leaders in training an opportunity to lead and to fail.  It’s much better to provide these micro leadership experiences before you allow them to lead their own trip.

Prepare Them Well

Don’t expect your team leaders to just magically appear.  This is a skill and it takes training.  Consider a team leader training program where you help equip them, clarify expectations, help them navigate team preparation and team conflict resolution, and equip them with the tools to lead well.  Ask former team leaders what makes it a success and what tools or training they wish they would have had.

Have a Plan

You always have to start with a plan.  Benjamin Franklin once said, “failure to plan is planning to fail”.  Your plan should include dates, team leaders, expectations, preparation, resources, travel logistics, legal resources, fundraising tools, communication plans, and more.  

Work the Plan

It might sound simple, but once you have the plan, work it!  Review the plan at least weekly with the lead team for each event and make sure you're keeping your deadlines.  

Have a Team

Working with a team makes all the difference.  Most of us aren’t wired to do everything… we aren’t great at leadership, finances, administration, communication, follow up, and all the other aspects.  Create a team that compliments all the needs of an effective team. 

Utilize Tools

Tools should work for you, not the other way around.  Consider a tool like ServiceReef.  Most organizations will spend over 150 hours managing a single short term trip. ServiceReef enables organizations to manage trips in less than 40 hours.  Spend the time where it counts and not in the administrative weeds.  You have a task to equip people for missional engagement, keep focused on the main goal!  

One of the key elements that will drive questions from participants, leaders, and parents is “what happens to the funds I've raised for this trip?”

Some key elements to prepare yourself and your teams for this include the following, which may include things you are already doing, but perhaps can do better/different to make this easier each time that you go through this process. 

You already understand your role as a leader when it comes to short-term mission trips. Here are a few ideas for how to improve fundraising communication with participants, leaders, and parents

Involve your Accounting Team and Financial Leaders

This one is pretty obvious, but there are some critical questions that they will need to help walk you through, including:

✓  Tax implications and verbiage you can use when people ask for a refund (because they will, even if you’ve told them many times what the process is)

✓  What should we do with the funds that were already provided?

✓  Are there any restrictions and/or considerations we should make when deciding to cancel or postpone a trip?

✓  Identify which funds or trips that already have expenses and determine what do to in order to recover or eat that cost (e.g. travel costs, etc.)

Involve your Leadership Team

Depending on the involvement of your leaders, some may already be well aware of what is going on, but here are some thoughts to consider:

✓  Be prepared to summarize for them (or provide them a summary that they can provide their own leadership/board).

✓  Provide options with benefits/drawbacks to each approach. For example, reschedule versus cancel.

✓  If you decide to reschedule, have a general timeframe for communication... or at least determine what information you will need to decide on a timeframe.

✓  If not involved in the financial communication with your accounting team, provide your leaders a roadmap/summary of the financial impact and approach that is suggested (as they will likely be asked this by their leadership)

Communicate Clearly to Participants and Leaders

✓  Create a communication plan, even if a very simple one. For example, write up a communication to the teams and create some common questions people will ask.

✓  Clearly communicate what will happen with any funds that have been raised (based on your conversations with accounting and leadership).

✓  Have others review your communication. This can be a review for typos, tone, etc., but it is important to make sure that you get buy-in from others.

✓  Copy and Paste...once you answer a question once, either copy it to a word doc so you can use it later or add it to your common FAQ area/web page.

✓  Provide some education or guidance to the process. For example, participants are not aware of the tax situation for non-profit donation. Provide some simple guidance that helps them understand enough, while keeping communication focused.

✓  Provide assurance that their concerns are addressed. While you may have gone through this process many times, this might be the participant’s first time a trip was cancelled. Try to put yourself in their shoes and address uncertainty. Assure them that you have done this before and will guide them through the process.

We hope this helps you improve fundraising communication when speaking with participants, leaders, and parents. 

This is one post of many we're doing related to the current crisis. Download Cancelled: A Guide to Maintaining Missions Engagement When Your Short-Term Trip is Cancelled.