Yes, you had multiple pre-trip meetings with your volunteer ministry team before heading out of the country. Yes, you discussed health, safety and a myriad of subjects. Now that you and your team are on the field, do you really need another orientation?
Absolutely yes!
You see, the trip becomes “real” to your team once they actually arrive. When it’s real then they listen—really listen.
So what’s the best way to do field orientation? First, try to meet with your team as soon as possible upon arrival at your destination. Remember, however, that your team probably will be tired from the long trip, so keep your comments brief and to the point. Focus on the immediate–particularly logistics, health and safety. Other details can be handled at breakfast meetings and other opportunities.
Logistics
Help orientate your team to where they are staying. Make sure everyone knows where to find you and other leaders. If staying at a hotel, remind your team about extra and often excessive charges that come from using the phone, laundry services, etc. If the hotel has a safe, then make arrangements to secure valuables like passports, unless they are required to be carried with you.
Make sure every person has a business card, matchbook or something from the hotel or place where you are staying that has the address and phone number on it. This will be invaluable if they get separated and lost.
Also make sure your team knows where meals and any meetings will take place.
Be sure to cover money issues such as how and where money be exchanged, and what items team members will need to purchase themselves and what will be provided for them.
Health
Discuss with your team whether or not the water is safe to drink. If it isn’t, then remind them to avoid ice and non-bottled drinks made with water. Also remind them to use bottled water to brush their teeth.
Discuss any food preparation concerns and the need to avoid street vendors.
Also make sure they know how to use the toilet. That sounds funny, but many toilets abroad work differently. Some, for example, require water to be dumped into them in order to flush. Some places do not flush toilet paper but rather provide cans for their disposal. So just make sure your team knows what is appropriate.
Safety
Review safety recommendations and discuss any concerns. Now that you are actually there, you may notice things that could become issues. Deal with these right away. Also, remind your team to stick together and not venture out alone.
The team field orientation is one of the most important things to do upon arriving at your ministry destination. Work through a checklist that covers the items mentioned above as well as any other issues relevant to your location. Even though you probably discussed all of these before leaving home, your team needs the reminders. They’re listening now!