Support Articles

Daily debriefs are imperative to a successful team experience and for how you as a leader are helping your team unpack their experiences.  ServiceReef would like to leave you with just a few ideas for how to manage a simple daily debrief.   Highs & Lows What were your high and low points from the day?  This opens up great discussion and allows you to see the unique perspective of each team member.   Photos Have each team member share a photo they took that day and the story that went with it.  These are great stories to suggest they post to their ServiceReef page as well.   Strengths How did each member see their strengths used and purposeful in this environment this day?  How might they better use their skills the next day?   Remember When It’s great to start a “remember when” board so that everyone can share in one place all the great memories, laughs, and touching points.     Journal Learning Often we will ask members to share from their journals what they are writing and what they are learning.     Five Senses Ask team members to share how their five senses have been engaged through the day and how they have felt about that.   Missing Most Ask team members what they are missing most about their home country and how they are handling that.  This is a great question once home too about what they are missing about their host country.   Thankful For Ask team members what they are thankful for in their lives and what this trip has helped bring to light their appreciation. 

Packing can be as daunting as the trip itself.  While you may not need everything noted below, this may be a great place to start as you build your packing list for your event.  Keep in mind the season, length of time, and cultural expectations for attire.     CLOTHING Undergarments Socks Bathing Suit Dresses (women) Pants (men) Jeans (if appropriate) Shorts (if appropriate) Work Shoes Dress Shoes Casual Shoes Jacket (for warmth) Jacket (for rain) Sweatshirt   TOILETRIES  Toothbrush Toothpaste Soap Razor Shampoo / Conditioner Deodorant Hand Sanitizer Sunscreen Lotion Hair Goods   MISCELLANEOUS  Passport Visas Copy of Passport Additional ID Bug Spray Hat Journal Watch Flashlight Water Bottle / Purifier Book Earphones Charging Cords Travel Money Pillow Camera Gift for Hosts Plastic Bags   FOOD AND SNACKS Drink Mix Granola Bars Gum or Mints   LINENS (if needed) Towel Washcloth Pillow Sheets Blanket   MEDICINE Specific to Area Pain Relievers Cold & Allergy Medicine Pepto or Immodium AD Dramamine Band-Aids

If your trip or event is longer than a week, or involved participants flying in from all over, considering adding a day or two before and after the trip as time to prepare and/or debrief your team.  We believe strongly in both good preparation and the power of team retreats and while these vary in many forms, the long term impact is incredible.  As you’re building a retreat we would just like to spur some thought into what you may plan for these events.   RETREAT Retreats are great ways to step aside from a busy life, gather your team in one place, and focus on the future event.  You may never find a better opportunity to prepare your team before leaving. Retreat Content Examples How to Debrief on the Event Expectations & Responsibilities Communications with Home Money Management Sharing Stories Personal Development & Journaling Thanking Donors Nuts & Bolts   ACTIVITIES Activities are built to enforce the community and enhance the experience of all the participants.  We’ve seen retreats bring complete strangers together as teammates in a matter of days. Retreat Activity Examples Hiking Rafting / Canoeing Cooking Meals Scavenger Hunt Ropes Course 

We believe everything just works better when expectations are properly defined and expressed.  Here are some considerations for what your leadership might look like. Attendee Expectations Fulfill event contract Positive and flexible attitude Complete pre-event assignments Communicate well with donors Participate in all team activities Work to better the team Respect team members Roles & responsibilities (during event and on the field) Trip Leader Expectations Set expectations for event and participants Manage details and logistics Screen applicants Event preparation Encouragement of team Communicating with team before, during, and after event Budget management Roles & responsibilities (during event and on the field) Host / Organization Expectations Invite into experience Accurate feedback from involvement and impact Oversight while on event End evaluations & reports Budget assistance

Let’s build a check list of things that need to be done as you prepare your team...  

What “TO DO” in Support Communication Include a recent photograph in your letter.  A scanned photo, in the upper left hand region of your letter, would be appropriate. Personalize each letter with the recipient’s name typed in. (include their name 2-3 times in the letter) Include photos of yourself with others, community group or Bible study. Break down your letter into paragraphs. This makes the letter more attractive and easier to read. Write a handwritten, personalized note at the end of the letter to give a personal touch. Send letters to former employers, former teachers, etc.  You would be surprised how many non-Christians will contribute financially to your trip. Telephone each person you contact by letter, especially if you mention in your letter that you will be contacting them. Have at least two others proofread your letter checking for grammar, spelling, and reader comprehension. What “NOT TO DO” in Support Communication Don't write more than two pages as a maximum for your support letter.  If you end up with more than once page then print as a one-page, back-to-back letter. Since you will be following up these letters with a phone call, you can give additional information at that time. Don't over-saturate your letter with Christian jargon or phrases.  Try to be as real and authentic as possible to communicate why you want to go on this trip. Don't forget to keep a database, or a good list, of names, addresses, & phone numbers of the people that you have sent a letter to.  Keep it in a safe place! Don’t forget to send out handwritten thank-you cards, emails (other forms of communication) upon receiving support responses.

Writing a good letter can be a challenge but here are a few points for how to construct your letter.  Remember to utilize the ServiceReef Personal Fundraising Page to publish your letter and/or video. Introductory Paragraph Briefly discuss your life over the past year Introduce your plans for this opportunity / trip Opportunity / Trip Paragraph Describe this event, it’s purpose, and goals Where & When will it take place Mention what type of impact it will have Personal Goals Paragraph Describe your personal vision Invite them into the story Asking for Support Paragraph Make a clear request for financial support Be specific about the amount you need to raise Provide a link to the ServiceReef page so they can go directly to donate Explain where and how to give through ServiceReef Closing Paragraph Write a summary Be sure to thank them Include your contact information

Writing your Letter There are good ways to write letters and there are poor ways to write letters.  Use this as a guide to construct your letter but always remember to make it personal.  Always mail your letter if and when possible.  Snail mail is rare and it’s far more personal than an email.   Following Up It’s proper to follow up with your supporters after you’ve written and sent your initial letter.  We recommend calling them or emailing them a week or so after you’ve sent the letter.  Many people have great intentions to give you support, but the letter simply gets pushed aside in a busy life.  A gentle reminder and follow up can help bring that back to attention.  You don’t need to be pushy, just a simple note to ask if they received your letter and ask them if they have any questions about the opportunity.    Removing the Hassle Remember that ServiceReef allows online donations for team members saving both the team member and the donor a lot of headache in managing what they have raised.  If you email, be sure to include a link to the ServiceReef event page and let them know they can donate directly to you via the site.  Also let them know they can use that link for updates and stories.    Pre-Addressed Envelope If you do plan on writing letters with return envelopes, take the step to help them in returning a donation for your internship.  If you like, provide them with an envelope (stamped) that’s pre-addressed to your organization.  That helps them in not having to find an envelope and stamp and also helps ensure the letter goes to the right place.    Inviting them to Journey with You This is a good time to let people know about stories on your ServiceReef page.  This is a simple way for you to write in one place of all your experiences and learnings and invite all your supporters to connect with you this way.  Go ahead and have these set up so you can give them invitations in your letter.  Explain to them how this is for them to join with you through the entire process.  It’s also great accountability for you and an opportunity to honor them as supporters.  

Coming up with you initial list of names for who might help support your individual team members.   ServiceReef would like to suggest you start with a few suggestions and brainstorm individually or as a team to build your list.  You’re not limited to these but they are a great start...

Knowing the Purpose behind Fundraising While at first it certainly seems like fundraising is for the single purpose of raising money, it’s far more.  You are beginning a journey of inviting others along with you in this experience and allowing them to participate by means of giving financially, encouraging you along the way, and praying for you.  From the beginning, we have to see fundraising as an invitation for others to journey with us, not simply using people as a means to raise financial support.   Asking the Right Questions This all starts by asking the right questions and placing yourself in the position of the person you are asking support.  The more you can respect the heart and dignity of the other person, the greater your success in inviting them into your journey. How is this respectful to the person I’m asking for support? How would l like to be treated if I were receiving this request? How can I invite others into this experience with me?   It’s a Matter of Stewardship It’s important to remember as well that all finances are simply on loan and we are given the opportunity to steward them well.  You are taking on the role of stewardship by taking in fundraising and using it for this opportunity.  Your supporters are also being stewards of their resources by giving them to you for this program.  But in the end, you are both stewarding your time, talent, and resources.  All of us are called to steward what we have well and here we see the common journey that you share with your supporters.  Just remember you are inviting them to steward what they have been given for something in your life.  

Let’s get started on marketing your event(s).  People need to know about what you are doing.  Here are a few triggers to help you begin reaching your future participants. Things to consider Who is your target market? Who is already a fan of your organization? What motivates people to help you share your message? Think about potential advocates Congregation Alumni Donors Graduates Current Volunteers Partner organizations Crafting a message How is each constituent group uniquely wired? What is each constituent group’s problem? What speaks to each constituent group? What speaks to their heart? How are they wired for social engagement? Where is this constituent group “hanging out” (email, Facebook, text messages)?

Many times we don’t know the individuals who are applying for one of our trips.  That’s okay… as long as we can learn what we need to from them and about them.  We always recommend interviewing potential participants.  Here are a few things to consider when conducting an interview. Things to consider Where is the best place to host your interview? If you have to make it over the phone, how can you get a good feel for the person? If in person, how many people will need to sit in the interview? If a big group, try to minimize the intimidation factor Set the applicant at ease - start with some small talk - it helps both parties Great questions to ask during an interview What excites you about going on this trip? What do you believe could change about your life by going on this trip? What compelled you to apply? How did you hear about this? What do you feel you bring to the team (skills, personality, etc.)? We all struggle to adjust to new cultures and environments.  Tell me a time when you experienced a new culture or environment that made you feel uncomfortable.  How did you react/adjust? What do you friends and family think of you going on this trip?