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Ministry Trip Planning
General Cautions and Important Concerns
- Person On-site: It is absolutely critical to the success of the ministry team that the communication with the person on-site be thorough and continuous from the earliest possible time. The person on-site is the person who decides whether there will be a ministry team, when the trip will occur, and what will be done. This person is the decision maker in matters of on-site arrangements, the ministry, and how it is to be done. It is important to the success of ministry teams that worthy and valuable ministries be planned. Trivial activities should not be chosen.
- Personal Sensitivity: Team members should remember that the person on-site has work and responsibility apart from and in addition to the ministry team. The team leader and team should not be so demanding of this person that the strain and stress of managing the ministry team becomes unbearable. We also recommended that an appropriate gift be given to the host leader(s) in appreciation of their contribution to the success of the team’s ministry. This may be provided for in the team funds or in a collection from the team on-site.
- Initial Planning: We suggest that the organizer inform the Global Missions regional coordinator supervising the region where the ministry will take place. It is important that the regional coordinator’s perspective, along with that of the person on-site, help the organizer understand how this ministry team will fit into the overall ministry in the area as well as locally. The answers to questions such as the following are important to the ministry team’s success: What ministry teams have been there before? What did they accomplish? What should this team do differently?
- Cultural Sensitivity: Ministry teams are guests in the host country. Team leaders must take care to guide and assist team members in cultural sensitivity. The person on-site should take the lead in this effort. It helps to provide the team with information about the country, people, and culture where they will be ministering. Eye on the World can suggest resource materials, and there are ample library, Web site, and church resources to draw from.
- Problem Situations: It is impossible to plan for every situation that might arise with a ministry team. Team leaders should assume that difficulties will develop. They should plan to be flexible! The following steps can help to minimize difficulties:
- Make the chain of command very clear.
- Conduct thorough orientation activities repeatedly.
- Conduct appropriate on-site debriefing sessions frequently.
- Maintain a list of phone numbers and other contact information so that persons who can help can be reached.
- Overestimate the funds required for the ministry team members in case costs are more than anticipated.
- Carry additional contingency funds.
- Maintain a positive attitude: There is a solution to this problem; let’s find it.
- Maintain clear communication channels
- Lead time: It is seldom too early to get a process underway. The processes for communicating, purchasing materials, arranging for transportation, and so forth are often very different from those in North America. Team leaders should plan ample lead time for various phases and then add more time. It may help to create and use a timeline. See Ministry Trip Planning Timeline for an example.
Return to Trip Resources Page
Ministry Trip Planning
General Cautions and Important Concerns
- Person On-site: It is absolutely critical to the success of the ministry team that the communication with the person on-site be thorough and continuous from the earliest possible time. The person on-site is the person who decides whether there will be a ministry team, when the trip will occur, and what will be done. This person is the decision maker in matters of on-site arrangements, the ministry, and how it is to be done. It is important to the success of ministry teams that worthy and valuable ministries be planned. Trivial activities should not be chosen.
- Personal Sensitivity: Team members should remember that the person on-site has work and responsibility apart from and in addition to the ministry team. The team leader and team should not be so demanding of this person that the strain and stress of managing the ministry team becomes unbearable. We also recommended that an appropriate gift be given to the host leader(s) in appreciation of their contribution to the success of the team’s ministry. This may be provided for in the team funds or in a collection from the team on-site.
- Initial Planning: We suggest that the organizer inform the Global Missions regional coordinator supervising the region where the ministry will take place. It is important that the regional coordinator’s perspective, along with that of the person on-site, help the organizer understand how this ministry team will fit into the overall ministry in the area as well as locally. The answers to questions such as the following are important to the ministry team’s success: What ministry teams have been there before? What did they accomplish? What should this team do differently?
- Cultural Sensitivity: Ministry teams are guests in the host country. Team leaders must take care to guide and assist team members in cultural sensitivity. The person on-site should take the lead in this effort. It helps to provide the team with information about the country, people, and culture where they will be ministering. Eye on the World can suggest resource materials, and there are ample library, Web site, and church resources to draw from.
- Problem Situations: It is impossible to plan for every situation that might arise with a ministry team. Team leaders should assume that difficulties will develop. They should plan to be flexible! The following steps can help to minimize difficulties:
- Make the chain of command very clear.
- Conduct thorough orientation activities repeatedly.
- Conduct appropriate on-site debriefing sessions frequently.
- Maintain a list of phone numbers and other contact information so that persons who can help can be reached.
- Overestimate the funds required for the ministry team members in case costs are more than anticipated.
- Carry additional contingency funds.
- Maintain a positive attitude: There is a solution to this problem; let’s find it.
- Maintain clear communication channels
- Lead time: It is seldom too early to get a process underway. The processes for communicating, purchasing materials, arranging for transportation, and so forth are often very different from those in North America. Team leaders should plan ample lead time for various phases and then add more time. It may help to create and use a timeline. See Ministry Trip Planning Timeline for an example.
Return to Trip Resources Page
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