Jeff ThompsonMore PostsRePost: You May Need to Teach Your Students HOW to Bring FriendsWe’ve reposted from the the Small Church Youth Ministry blog before. Stephanie Caro writes that blog and is really good friend of ours. The other day she posted another gem and wanted to share it with you.
You May Need to Teach Your Students HOW to Bring Friends
Jeff ThompsonMore PostsGUEST POST: I’m Kinda of a Planner… she’s not kidding :)I’m kind of a planner. That might actually be an understatement to some in my church. I start planning for trips at least a year out. When we returned from our mission trip last year, I was online signing us up to early registration a week after we returned.
Planning early comes in handy at some points and other times makes for great jokes…or maybe just jokes at my expense.
After preparing groups to attend mission trips for the past few years, I have found it helpful to:
There are many more things I have learned over the past few trips. However these are my top 3 as I begin to prepare…a year and a half out from the trip. To God be the glory!
Tara Wolf has been in youth ministry for the past 12 years and lives in Williamsburg, VA with her amazing husband and Hungarian hunting dogs. Her first youth mission experience was in 2006 and she continues to encourage the youth and adults in her congregation to connect with God and His people through mission trips.
Jeff ThompsonMore PostsI hope he will get the chance to feel as close to God as I do…For the past several months I’ve been writing posts about the struggles youth leaders are facing getting students to commit to the mission trip. So far the focus has been on things like the business of students and the failure of parents to understand. We received another take on this issue last week.
The quote below is from a student to their youth leader about their friend who signed up for the mission trip:
“I was talking to my friend about the mission trip this summer, and as he was talking about it with his parents, they brought up the point of how he would miss some baseball practices and a tournament. If I was him, I would skip the baseball stuff and go to work camp in a heartbeat! But, he’s not as committed to this as I am, and this is also a baseball team that him and his parents pay some amount of money for. I was really hoping he could come and experience what I have had the chance to go through twice, because its more than words to try and explain how connected it makes me to God. I really hope someday he will get the chance to feel as close to God as I do. I’m really sorry that you had to go through all that trouble and he won’t be able to go. I really appreciate what you did for me and for him! I’m really looking forward to another great summer on our mission trip!”
For this student, the frustration is very real. He wants his friend to attend the mission trip because he knows how much of an impact it can have on his friends life. Going on a mission trip brought the student closer to God than he ever was before. This student wants his friend to have the same opportunity to experience that closeness – just like he did. But baseball wins out. The money his friend and his friend’s parents have “invested” in the baseball is something they just can’t give up.
Here’s the thing… We know that nothing impacts a students like a mission trip. The mission trip experience changes teenagers in so many ways. Realizing there is need outside of themselves. The opportunity to serve someone else. Leadership experience in the context of service and devotion. Real life skills like construction and leading VBS. Transformational spiritual growth. And those were just the ones I could think of quickly!
The only way I know to overcome this issue is to engage parents in conversation and tell them how their child will benefit directly from the experience. We’re fearful of approaching mission trips from a “what we get out of it” perspective but that’s the perspective of any parent. What will my kid “get” from this experience? My advice – tell them. Tell the what amazing experiences their child will have. Don’t be afraid to “sell” the mission trip experience to parents.
Jeff ThompsonMore PostsThe biggest pain for Youth WorkersOver the last week we’ve been meeting with youth workers and hearing from them about their ministries. It’s been fun and rewarding to hear what God is doing in ministries all over the country. I posted about some great things happening here. I’ve also heard some stories of things that are painful and frustrating. Here’s a few of the most consistent points of pain we’ve been hearing:
- Finding resources can be difficult: many youth leaders express frustration with finding a resource (curriculum, lesson plans, games, activities, etc.). It’s very difficult to find something that they felt met all their needs. The common response was to find and use several resources that added together to what they needed.
- Parents just don’t understand (just like The Fresh Prince): youth leaders everywhere are struggling with parents not viewing youth ministry as important to their kids life as school, sports, music, whatever. We blogged about this issue here. Parents don’t believe a Bible study, Sunday school class, youth group meeting, retreat, mission trip, or service experience is as important in the life of their child as those other things. It’s almost universal in youth ministry right now.
- Students are over-committed: nearly every conversation I’ve had in the last 2 years with youth workers involves this topic. Kids just have so much (too much) going on. Between school, jobs, sports, family commitments, boyfriend/girlfriend, and whatever else their is youth group can barely be fit into their lives. They have to be here, do that, finish this, attend whatever and then try to make it to youth group if they can. It’s really hard to develop deep relationships with students you don’t see very often.
- Money: it’s a fact of ministry life right now. There isn’t as many dollars available for ministry as there used to be for many people in ministry. And yet great youth ministry is still happening. People fundraise, do less, choose less expensive programs but they are still doing ministry.
What about you? What’s the big pain for you in ministry right now? We’d love see if we could help.
Jeff ThompsonMore PostsOh no… Paperwork!I know that we just mailed the individual participant forms for everyone going on a mission trip with our ministry this summer. So… if you’re going with Group Mission Trips this year, check your mail they should be there by now.
Regardless who you’re serving with this summer, it is time to start gathering the info necessary to organize and provide a safe mission trip for every person attending. Here’s some helpful tips to help you do that well.
Take time to get it right. If the organization that needs your forms will be scanning them, they could require blue or black ink, writing in all caps within the boxes, or filling in the circles completely. Spend a few moments before you hand them out so kids and parents know what’s required. Remind them. And give them the right color pen. Most organizations require the original forms with original signatures—not faxes or photocopies.
Know the due dates…then back-track two weeks. There are good reasons why organizations need your paperwork by a particular time. If you fail to do that, you might not be able to participate. Try telling THAT to your kids and parents: “Um, we can’t go because I didn’t send our stuff in on time.” So play it safe. Whatever date the forms are due to the organization, require your young people to give them to YOU two weeks before. That allows a little grace period for that one family that ALWAYS misses the deadline. It also gives you a last chance to look through them to make sure everyone filled out all the required places and signed in all the right places.
Remember privacy laws regarding medical information. HIPPA laws require health and medical information to be kept locked up and viewed only by those who need to know it. While it’s important for you and other adult leaders to know one of your students has a certain medical condition, it’s not allowed for you to share that with any of the students or other parents—even as a prayer request. Under the Health Information Privacy Portability Act (HIPPA), you can be sued for sharing such information with the wrong people. And this HAS happened in churches before. Shred these forms when you’re finished with them.
Have a forms and information night…that everyone must attend. If you’re going on a mission trip or other major excursion, you’ll likely need to distribute and collect a small forest of paperwork. If so, announce several months in advance—so everyone can get it on the calendar—the date of the required “Parents and Youth” night to talk about the trip. Announce this several times so it sinks in. Tell people to bring their insurance cards, birth certificates, passports…or whatever it is you have to have. As people arrive, hand them the paperwork to fill it out right there. If forms need to be notarized, have a notary available. Have another adult collect the paperwork and double-check that everything is filled out properly and all the signatures are included. If something’s missing, hand it back to the person to make the corrections. You should also talk about other important aspects of the trip while you have everyone there. Have this well in advance of when the forms are all due…because I guarantee a youth won’t show up, or a parent won’t show up (“I didn’t hear about this!”), or things will happen.
Make copies for your own records. Before you send everything off in the mail (so it arrives on time), make a copy for your own records. You might need to know the information during the trip, or you might need to have a back-up in case it gets lost in the mail or something. I always kept all these forms in an accordion file that I could take with me on the trip. I had everything I needed from forms to vendor agreements to hotel reservations to everyone’s T-shirt size. If we needed it, I had it. Right then. Right there. You’d be amazed how much easier this makes your life.
Hope this makes dealing with the mountain of paperwork associated with taking your group on a mission trip just a little easier.
Jeff ThompsonMore PostsParents just won’t let goWe’ve recently posted about the difficulty of getting students to commit to a mission trip here and here. But it’s an issue that many of you face as you try to finalize the people who will attend your mission trip this summer. Let’s address one more of the reasons kids don’t commit – Parents not letting go.
I have a teenager that calls my house “home”. I make him wear pads when he rides his skateboard. I make him wear shin guards even when he’s just playing a pick-up game of soccer. He takes his cell phone with him to school “just in case” he needs us. We (parents of teenagers “we”) are a protective group of people. I never did or had any of the things I just listed I do for/to my son. And yet… I “make” him. However, I consider myself a pretty “easy-going” parent. I don’t make my kids wear helmets when they ride bikes. Only my teenager has a cell phone not his two younger brothers. Etc…
But all of us in youth ministry have dealt with or are dealing with a parent who just can’t seem to let their child go on the mission trip. It doesn’t really matter what the reasons are. They simply don’t think it’s a good idea or safe for their child to go with you.
Here’s how you can help them feel more comfortable.
1) Be Professional: I’ve said this before but it bears repeating. Parents can’t possibly trust you or put their kids in your hands if you come across to them as a sloppy, fly-by-the-seat-of-your-pants, make-it-up-as-you-go-along leader. Why would they trust you with their child? Here’s a couple specific ways you can appear to be professional (even if you’re not really there yet).
- Plan as far in advance as you can. Most mission trips take 6 – 9 months to plan really well. You can do it in less but it just compresses the schedule.
- Make sure you know the details of your mission trip. Parents care about the big stuff – the “major” basics. Where you’re going. Where you’re staying. What you’re doing. Who you’re serving. Be as specific as you can about these big things.
- Bring along other great adults leaders with you on the trip. This is especially important if you are a younger youth leader. Parents will like the fact that you understand the importance of mature leadership.
2) Have an end result in mind: Parents that are reluctant to let go of their kids will be more likely to let them go if they see a concrete benefit for their child. Be sure to to spell out exactly what you believe students will receive as a result of attending the mission trip. A new perspective on life. Leadership experience. Less materialistic. A closer relationship with Jesus. Tell parents what their kid gets by going with you on the mission trip.
3) Have a safety plan: This should be basic but it’s very important to a protective parent. Have plans, back-up plans, and “then what” plans. Here’s some basic things to include in a safety plan.
- Supervision: what’s your adult to student ratio. 1 to 5 is good but no less than 1 to 7. How many adults will be serving with the youth when your at the project.
- Driving: How do you chose drivers? Do you charter buses with professional drivers? What about insurance?
- Medical Issues: Release forms. Insurance information. Nearest hospital or urgent care to your mission location. Make sure you cover these things.
4) A “What-If” List: Another name for this is the “worst-case scenario list”. The best way to plan this list is to think through everything that could possibly go wrong on your mission trip and what you’d do about it – step by step. Vehicle breakdown. Food issues. Serious injury. No supplies for projects. Death. Take the time, in advance, so you won’t have to think if something like this happens. You’ll have a plan.
None of these four steps are going to guarantee that a parent who struggles with letting their kid go will suddenly let them. But it will take you four big steps in that direction. Overcoming the fears of parents is not a easy or one time thing. It will take time. You’ll be proving yourself over and over again to them. These ideas will help.
Jeff ThompsonMore PostsMore stories of teenager’s lives changedOne of the greatest parts of being involved in youth missions is the stories of how God uses the experience to change a teenagers life. This article in a local newspaper from Omaha, NE gives a great example of this. The best part of this story… the students say directly the biggest difference was in their relationship with Jesus. How cool!
If you haven’t considered taking your youth group on a mission trip, I hope stories like this will help you understand why we believe it’s so important.
Jeff ThompsonMore PostsPreparing Volunteer Adults to LeadThe summer mission trip season is only 5 months away. By now, you probably know the students and adults who will be going on your mission trip. I know that feels like the important work (can’t have a trip without people, right?) but getting everyone ready is just as important – especially the adults.
Here’s a few important things to focus on as you prepare your adults for their experience:
Refresh
Mission trips can be stretching, challenging, rewarding, overwhelming and inspiring. But let’s be totally honest. They are tiring. Your adults will be serving long days. Working hard on projects. Dealing with youth and issues and other adults. They’ll be getting less sleep than they are used to. That’s a recipe for exhaustion. You will need to think ahead and take advantage of every opportunity to “Take care of yourselves.” You will need to look for opportunity to grab downtime while on the trip. Agree together to be honest with each other during the week of the mission trip. If anyone needs a break or a nap or just a quick run to get a cup of coffee, make a promise to tell each other. Your teenagers will know if you are worn out, tired and maybe grumpy. When there’s a chance to get a break, take it.
Something else that’s part of Refresh is “Be a bungee cord”. Mission trips are hard work. It will feel like you’re “on” 24/7 each and every day of the trip. And, truthfully, you are. There may come a time where an adult may just want to throw in the towel. They’ll feel things like – It’s too hot, the kids are too difficult, the food is not like home, I can’t sleep on my air mattress, I’m way out of my comfort zone. You will need to bounce back when things are harder than you thought. All the youth on the mission trip will pick up on the attitude and behavior of you and your adults. You are the example the teenagers will follow. Be ready to bounce back from whatever may happen on the trip!
Relate
Your adults will be relating to a bunch of teenagers on your mission trip. Here’s some ideas to help us Relate.
#1 — Don’t be a Control Freak!
Remember the trip is about the teenagers — not us. Your role as adults is to encourage and guide. Not be a director or dictator. One way any of us can fall into being a dictator is on the project site. Allow the kids to lead. You’ll be there to give guidance and encouragement. The one time you need to be sure to be the leader is when it comes to safety at your project. If you ever see something at camp that looks unsafe or inappropriate or just something you are uncomfortable with, please let the mission trip staff know right away.
#2 — Don’t be creepy.
Being a creepy adult is not something that any of us want to be. But you need to make sure that none of your adults are interpreted that way. A creepy adult is someone who acts inappropriately — telling off-color jokes, makes comments about teenagers of the opposite gender that could be construed as sexual in nature, or makes inappropriate physical contact. And yes, that could even include a misinterpreted hug. The key is “misinterpreted”. There have been adults that have done things or said things unintentionally that still made a teenager feel uncomfortable. Our advice to you is to always err on the side of being overly cautious. Nothing would ruin your trip faster than someone not understanding something any one did or said. Enough said.
RELAX
Your adults are going to do a great job serving on your mission trip. You are going to be with some of the best, most idealistic people — teenagers. They feel indestructible and invincible. They are willing to take anything on and believe they can accomplish it. Here’s a great way to Relax and still be the adult on your mission trip. “Play zone defense.” This means giving kids some space and seeing how things work out. Playing zone defense is another way to say that you and your adults are present. You are setting the big guidelines and boundaries but allowing your teenagers to grow and learn within the experience of your mission trip.
And the last idea is simply — “Look to Jesus.” There will be moments of joy, stress, anxiety, excitement, fun, and any other emotion you can think of. Jesus will be right there with you. Know that. Look for ways to help your youth understand that. God is right there with you the entire mission trip. That’s the magic of a mission trip. You’re immersing yourself in what God is doing — every minute of every day. So be ready for God to show up and do something!
These ideas and principles will help your adults be ready for the greatest week possible!
Jeff ThompsonMore PostsWhat to do when parents aren’t supportiveLast week I posted about reasons youth workers are struggling to get kids to commit. One of the most frequent “complaints” was that parents weren’t supportive of the mission trip. Or said another way – Going on a mission trip isn’t as important to parents as band camp, sports camp, summer job, family vacation, etc.
What can you do when you face this? Here’s a couple helpful hints and action steps you can take.
- Make sure a mission trip isn’t just “something the youth group does.” If your group’s mission trip isn’t integral to your overall ministry, parents will sense that. Going on a mission trip shouldn’t receive the same attention and energy as every other retreat, amusement park trip, summer camp, lock-in. You need to make the mission important – integral to your ministry – if you want parents to even begin to see it as important to their child. A mission trip is a big deal. Make sure yours is!
- Help parents understand how a mission trip develops their child. Parents want to know that going on a mission trip, instead of summer camp or a summer job, will help develop their kid into the adult they hope they will be. That’s why parents feel soccer camp, dance camp, band camp, or a summer job are so important. Those things teach their child life lessons. Lessons like – working hard, responsibility, getting along with others, learning new skills. Well… So Does a Mission Trip! Anything you can learn at another summer experience you will learn on a mission trip. Mission trips teach teenagers about working hard on a project, getting along with others in sometimes difficult situations, learning new skills while serving someone in need. Tell parents that. Let them know that their kid will get so much more than just a week away from home.
- Be professional and organized. Going away from home is big deal. Even if it’s just two states away. But more if it’s an ocean and a continent away. How can you expect parents to commit their child to a trip, if you aren’t completely prepared and organized. You can get away with a permission slip and “show up at 7 am” for a trip to the water park. You can’t behave like that taking your students on a mission trip. Period. Parents need to trust you. They are giving you their kid and you’re going to have that kid swinging hammers, sleeping who-knows-where, eating who-knows-what, serving the kind of people they probably would like the to avoid… It’s a big deal!
- Explain how a mission trip fits into the overall spiritual formation goals of your ministry. Whether you take your group on a mission trip every year or every third year as part of a rotation – you have reasons why you do that. Tell parents those reasons. If you believe a mission trip every other year in conjunction with an evangelism training event is the best way to give students a balance of living out their faith and sharing their faith, tell parents. If you believe that the combination of things that happen on a mission trip (students outside their comfort zone, serving someone in need, being away so God can connect with them) is the absolute best way to help students grow in their relationship with Jesus, make sure parents understand that. A parent that understands a mission trip is part of something big that is good for their child, they more likely they are to support it.
The more you completely integrate and highlight a mission trip with these ideas – the more parents will understand why they should make sure their child is part of the trip.
Jeff Thompson, a veteran of youth ministry, serves as the Director of Youth Missions for Group Mission Trips - Workcamps, Week of Hope and The Big Day of Serving.
Toby Rowe is the Mission Program Manager for Group Workcamps, Group Week of Hope, and The Big Day of Serving - which is fancy talk for overseeing the spiritual content and worship programming.
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