Repair the World

DIY: Organize an Independent Service Trip

The Jewish world is filled with opportunities to go on organized service trips, all over the world. But if you want to organize an independent service trip, here’s how.

STEP 1 Define your goals.
Because there are so many organizations doing great work, and so many ways you could potentially make a difference, it is incredibly important to define your goals for your service trip before you start reaching out to potential partner organizations. For example:

• What type of service do you envision doing?
• What issue do you hope to tackle on the trip?
• What type of community do you hope to work with>
• What continent, country, or city do you want to focus on?
• How long would you like to spend there?
• Do you want to travel by yourself or with a friend/partner?
• What do you hope to get out of the experience, personally and professionally?
• Do you hope to accomplish some Jewish learning/service on the trip? If so, what?
• What type of partner organization (non-profit, governmental organization etc.) do you hope to partner with?

You may or may not ultimately end up achieving all of your goals – but knowing what you want in advance will make the search process much easier.

STEP 2 Email widely.
Finding a partner organization is to work with/volunteer for is crucial to planning an independent service trip. This organization will serve as your home base, help you define your project and make important connections. Once you have narrowed down your goals, do some research and reach out to anyone who might be able to help connect you to a partner organization – via email, Facebook etc. The more widely you reach out, the more likely you are to make helpful connections.

STEP 3 Narrow down your options.
Hopefully, you will end up with a list of several possible organizations and/or projects where you can volunteer. Now is the time to narrow down the field. Do any of the organizations/projects stand out as “win-win” situations where you could make a big difference, while gaining from the experience?

Establish a point of contact at any promising organizations and set up a conference call where each side can share their goals/needs for partnership. Maybe the organization needs someone to research a particular issue, or wants extra help organizing a project. Maybe you have a particular issue you’d like to work on. Now is the time to have those discussions. After your calls, make an old-fashioned pro/con list, to help you make your decision.

STEP 4 Set expectations.
Okay, so you’ve found your organization and decided which project you’ll volunteer with – but there is still work to do! Continue to be in touch with your partner organization to clarify the following expectations:

• What are the exact terms/goals of the project on which you’ll be working?
• What is the time frame for your trip/project?
• What deliverables are you agreeing to (e.g. a report, a certain number of hours volunteered etc.
• What sort of payment or stipend is involved?
• What expenses will be involved, and who is responsible for them?

The clearer both sides are before you arrive, the more smoothly the program will go. Keep a good record of your conversations and agreements with the organization – and create/sign a contract if it feels appropriate.

STEP 5 Read, read, read!
Good preparation is critical to a smooth service trip. If you are traveling to a new city or country, do as much background reading on the location, its people and customs as possible. Experience is the best way to learn a new country, but it can’t hurt to have a leg up on what to expect.

Make sure you logistics are in order too, especially flights (and other transportation) and accommodation. Ask your partner organization for their advice/leads.

STEP 6 Work hard/stay flexible.
Once you arrive and begin your service work, you will most likely find yourself on a steep learning curve. Keep pushing through, meet your deadlines, and deliver on what you’ve promised – but don’t be afraid to ask questions or communicate with your partner organization if you hit major snags. They can either help and/or work with you to tweak your role/project until it fits better. Remember – you are both doing each other a huge service, so don’t forget to see each other as allies! And most importantly, stay flexible. Even with the best planning, something is bound to go differently than you expected it. Role with the changes and don’t forget to keep the lines of communication open!

STEP 7 Follow up.
Congratulations – you did it! You organized your own, successful independent service trip. Before the details fade into the background, write a quick list of things that went well, and things that could have gone better. That way, if you ever decide to plan a similar trip (or have a friend who is planning a service trip), you’ll have a document from which to start. And don’t forget to send any/all appropriate thank you notes!

Check out Repair the World’s other DIY pages here.