There are so many transitions, unknowns, and moving parts when new teams launch to the field. A Memorandum of Understanding (MOU) is a document that most missions teams have to provide clarity in the midst of those unknowns. We would define an MOU as a non-binding agreement created between two or more parties explaining how they will work together and interact with each other.

As common as MOUs are on missions teams, there’s surprisingly few examples or short articles out there to help with how to write one. But, “can you help me with how to write our team MOU?” is one of the most common questions we get from team leaders. Vision of the Possible by Daniel Sinclair is a really good book about missions teams in pioneer church planting, and has a short appendix on MOUs/VSPs that we’d recommend.

One of the agreements in our MOU was no dating in the first year. The two single guys on our initial team took that to heart… and both asked out another teammate on a date at 1 year plus 1 day. I guess they technically followed the agreement. I’m happy to report they both ended up marrying those teammates.

Why are MOUs important?

I quickly wanted to address why this document even matters and why it’s worth the time for team leaders to work through this.

1. Clear Expectations. As I mentioned above, clarity is kindness. New teammates especially are being introduced to a new country, culture, community, career all at the same time. What am I supposed to do? How am I supposed to interact? What is success every day? These are questions that every new goer faces in their early season on the field. As much as is possible, an MOU can lay down some basic foundations of clarity and expectations for your team. 
   
   For a new TL, it can feel overwhelming and difficult to write down all of these expectations. Write down what you know, and put down a ‘TBD’ in the categories that you’re not sure about yet! But provide as much clarity as you can in this document for your teammates, and then you won’t have to answer it in person that many more times.
   
2. Sets Team Culture and Values. An MOU is also one way you can write down and reinforce your team culture and values. What you talk about and what you do on your team will influence your team culture and values more than a document, but it still acts as a cornerstone for your team.
   
   How often will your team interact? What values do you want to have as a team? What’s your expectation on learning language? Many of these things can be expressed in an MOU.
   
3. Guidelines for Challenging Situations. Team conflict is a guarantee on missions teams, and some of it will certainly come out in the early season of a team forming. A team MOU is a good tool for outlining solutions to potentially challenging situations.
   
   In our experience, topics that result in conflict tend to be things in the ‘personal’ realm – vacations, parenting, travel, money, decision-making that infringes on what people think to be their own personal boundaries, etc. Teammates will mostly be willing to discuss things like team rhythms and ministry approaches with openness, but those ‘personal’ topics will get teams and team leaders in hot water. It’s important to write down some basic expectations and guidelines for how those things will be approached before you get into conflict.
   
4. Brief Summary for Outsiders. An MOU can be a good document to share with people in your team’s ecosystem that aren’t teammates. Church support teams, sending agencies, potential new recruits, etc. It will give them an idea of who you are, what you’re there to do, and how you want to interact.

How to Write an MOU

Some tips: don’t worry about perfecting the language. It’s not a legal document. This was a huge roadblock for me in trying to ‘wordsmith’ the MOU into being really professional or airtight. That’s not the purpose – write in common language that your team can understand easily and discuss.

Think of your first draft as just that – a draft. It’s not something the TL writes and then the team just agrees and signs. You want the first draft to be something your team can discuss and then incorporate their feedback into the MOU. It’s an agreement you enter into with each other, not a contract between you and your team members.

Here’s our step-by-step guide for how to write an MOU for your team.

1. Consider the requirements from your sending agency or church. If they already have staff handbooks, you don’t (and shouldn’t) need to rewrite everything that is already in there as all your staff have to adhere to that handbook anyway. If there’s additional aspects that aren’t outlined in the staff handbook, then go ahead and include that in your team MOU.

2. Consider what categories you want included in your MOU. This isn’t exhaustive, but below we’ve outlined some potential MOU categories into “core” which we’d recommend most MOUs have, and “optional” which could be added on a team-by-team basis.

Core Categories

• Purpose of this Document
• Vision and Mission Statements
• Strategy Summary / Ministry Distinctives – short summary that should refer to a Vision and Strategy Paper (VSP) or Strategy Plan
• Team and Leadership Structure – potentially including decisions that the leader reserves the right to have the final say
• Process and Requirements to Join the Team – if your staff handbook already has this, only add the parts that are unique to your team
• Preparation and Language Learning – pre-field requirements, commitment to language learning, hours and timeframe, approach
• Decision Making Process – general description of how decisions are made, potentially can cover decisions that will be by vote, consensus, consultation, and command
• Conflict Resolution
• Vacations, Home Assignments (HMA), and Travel
• Communication and Reporting
• Crises and Emergencies – basic overview that should refer to a Crisis and Contingency Plan document
• Restrictions and Recommendations – including security considerations
• How Future Changes to this MOU Can Be Made

Optional Categories

• Core Team Values
• Philosophy of Ministry
• Accountability Groups
• Expectations of the First 2 Years
• Job Descriptions and Team Roles
• Partnerships with Local Churches and Believers
• Contextualization
• Statement of Faith / Theological Distinctives
• Family / Children / Parenting – becomes very important if there are children on the team, but not necessarily beforehand
• Team Life and Lifestyle – general guidelines about team life and lifestyle
• Dating and Relationships
• Team Funds – running a team will include expenses; it’s easier to pull a regular amount from each unit and be support raised before launching to the field than to figure out finances for every gathering
• Visas / Identity

3. Read other example MOUs. Contact the other TLs that you know, or ask your sending agency for examples if they can provide them. Add categories that you might be missing.

4. Write down quick points of what you know in each category. Feel free to just copy and paste whole sections from other MOUs if it says what you want. If you’re not sure, write down ‘TBD’ or the questions you need answered in that section.

5. Let your draft sit for a while and have some informal conversations with your team or other advisors on the topics you have not yet filled in or need questions answered.

6. Take your last pass through filling out the MOU with coherent language and incorporating the feedback you’ve heard.

7. Bring your MOU draft to your teammates during a team meeting and read through it, asking for their feedback. Again it may be good to explain the purpose of the MOU is for mutual agreement, not to be ironclad against all situations or to be wielded against one another as a ‘gotcha.’

8. Incorporate your teammates’ feedback as best you can. Bring it back to them for final review. Have everyone sign and date their agreement with the MOU. Our recommendation is for new teams to set a 1-year evaluation period for the MOU because there are so many things you don’t know yet and may need to change. You could possibly edit the MOU earlier than that if needed. With future teammates, it will most likely be that they are joining an established team and simply need to read it, ask any clarifying questions, and sign it. But with your initial team (if you have one), it’s good to solicit feedback in the MOU’s creation.

9. Update the MOU as needed. Our recommendation is when there are significant team transitions – from language to ministry season, when teammates start having children, moving cities, changing platforms, changing ministry approaches – it’s a good idea to take a brief look at the MOU and see if everything still aligns or if anything needs to be added. 

Attached is an example of our original team’s MOU with some of the specifics removed, just so you can have a place to start. We have other team MOU’s that we can share as well. If you want some other example MOUs, want some guidance on how to write your MOU, or just someone to review your current MOU, please reach out at contact@missionsleaders.com. We’d be happy to help you!

Remember, as a team leader, your role is to serve your team members and help them to thrive and stay on task. Bringing clarity to some major categories through an MOU is one way you can serve them. The goal isn’t to be directive or controlling – a pushback you may receive – but to provide guardrails for your team members so they can move forward through all the unknowns.

Our first year on the field we established a rhythm of monthly team fellowships. At these fellowship times that Steven and I led, we ate together, worshipped together, and did a quick Bible study. Usually people stuck around afterwards to play board games. Seems simple enough, right?

Except that everybody had a problem with team fellowship. Some didn’t like the food. Some didn’t want to do Bible study. Some wanted more Bible study. Others said – why are we playing games when people are dying without the gospel?! Some didn’t like the game choices. With a team of 13 all storming and adjusting to a new context, there was always someone unhappy. It was frustrating that such a simple thing meant to help our team bond and fellowship was such a source of conflict and disagreement.

Fast forward 5 years to our last team retreat before we expanded into 3 teams and moved to different locations. Every part of this retreat was delegated and divvied up among the team members. Some led worship, and others facilitated prayer times. Our “fun” teammates coordinated a kickball tournament and a coffee tasting activity. Some teammates gifted at administration helped coordinate all the logistics, our teaching-gifted teammates led Bible study parts, and other shepherding-gifted teammates facilitated a time for celebration and remembrance. Steven and I kept the part that we were good at – vision casting for the future – but almost every other part of the retreat was owned and executed by our other teammates. It’s one of our most memorable, enjoyable, and fun times that we’ve had with our team. We left feeling renewed and refocused on the vision. What changed?

I believe that one of the significant reasons for the change in this team retreat, and in the thriving and multiplication of our team, was the valuing and empowering of each person’s spiritual gifts to edify the body. By delegating each part of the retreat to those that were gifted to lead it, each person had more ownership and had the opportunity to exercise their gifts. Steven and I are not fun, we can’t lead worship, we’re bad at logistics, and we’re bad at celebration. Our other teammates are not just good at these things, but gifted by the Spirit to serve others in these ways. And in seeing all the parts of the body use their gifts, our team was able to look more like the body of Christ.

Why Spiritual Gifts Matter on Teams

Just as a body, though one, has many parts, but all its many parts form one body, so it is with Christ. For we were all baptized by one Spirit so as to form one body—whether Jews or Gentiles, slave or free—and we were all given the one Spirit to drink. Even so the body is not made up of one part but of many…

1 Corinthians 12:12-14

In 1 Corinthians 12, Paul lays out some foundational truths about spiritual gifts and how we are to view the giftings in both ourselves and other people. Despite a variety of giftings, believers are one in Christ and are part of one body made of many parts. Contrary to our instincts, diversity of giftings in the body of Christ should lend itself to greater unity and mutual love and concern for one another! And when we display this type of unity on our teams, we present a powerful witness and example of Christ to the world.

Later in 1 Corinthians 14, Paul instructs the early church to seek or to “…try to excel in [spiritual gifts] that build up the church.” For many goers, moving overseas means surrendering many of the spiritual inputs that we consistently used to rely on. Our teams often become our greatest venue for spiritual development and community, and may even become the closest expression we have for church. If gifts are for the edification of the body (Ephesians 4:12-13) and Paul encourages us to seek gifts that build up the church, which is the body of Christ, then we should regularly be using our gifts in our team life.

Using Spiritual Gifts for Team Life

In the last post, Steven already mentioned how different giftings serve and supplement one another in the work of ministry and pioneering. Similarly, when spiritual gifts are turned toward edifying the body, team life can become a source of vibrant community, encouragement, and development.  

Here are some examples of different ways spiritual gifts can be harnessed on a team: 

• Helps and hospitality – A common experience for all goers is tiredness or weariness. We can often feel physically, mentally, and spiritually drained as we pour out for the people we are trying to serve. While our teammates with service oriented giftings like helps or hospitality may not be “front of room” types of people, they are supernaturally able to sense who is discouraged or is feeling need, and meet that need. Those gifted in hospitality have the unique ability to create a space where all feel welcomed, rested, and served. 
  
  I am not gifted in these types of service oriented giftings. On our team, we regularly hosted team fellowships, events, meetings, and gatherings. It feels silly to say that these were some of the times I felt most anxious or drained. Was everyone enjoying themselves? Is the house clean enough? Will I have energy to clean afterwards? But by God’s grace, many of our teammates were gifted these ways. Without being asked, they would come early and stay late to help with cleaning. On hard days, they would ask the incredibly loving question of, “is there anything I can do for you?” And then follow through on what I said! Those with hospitality giftings would take ownership in hosting, leading games, welcoming guests, creating festive settings for holidays, and coordinating logistics. 
  
• Shepherding / Encouragement – Ministry overseas is often compared to a crucible – hurts, suffering, crises, failure, and discouragement create a constant pressure that bears down on a goer. In this type of environment, wounds can fester and turn into bitterness, crises can turn into long-term trauma, temptation toward sin increases, and it can feel very easy to give up. Shepherds are drawn to people who are hurting and long to see the people of God cared for, restored, and healed. Encouragers, similarly, find joy in speaking uplifting words and truths to help others grow and to keep going in the work. They help those in the crucible of overseas missions find 1 Peter 1:7 type success, the testing and refining of their faith that is revealed to be more precious than gold. Roles that a shepherd or encourager can take include facilitating personal development plans, transition or term debriefing, providing care for teammates, consulting with team leaders about the needs on the team, or (if trained) counseling. 

• Administration / Government – Administrative types excel in things like project and systems management and often serve as foils to open-ended idealists. They are the ones asking, “how are we going to get this done?” Those with administrative giftings are able to understand and manage details, often freeing up leaders from having to think about these things.
  
  Though we can do them, working on logistics and details are not mine or Steven’s strength. Before launching, we invited a couple to join our team specifically for the sake of helping carry the administrative and logistical load. In watching them work, I quickly realized that the power of the Holy Spirit can turn administrative tasks into as supernatural a work as miracles or healings. In their first year on the field, this couple had identified and secured health insurance for our entire team (and later, the organization!) and created and managed our visa platform! They uniquely sharpened Steven and myself, helping us to clarify our often abstract ideas and put things into writing for the benefit of current and future teammates, other workers, and national partners.

• Teaching, Knowledge, Wisdom, Exhortation – Sanctification and growing in holiness is a lifelong process. Those with teaching gifts are able to explain, instruct, and expose biblical truth in understandable ways for other believers. Similarly, the Holy Spirit moves through those gifted in knowledge, wisdom, and exhortation to be able to speak His heart towards certain people at specific times. Teammates with these giftings can be called upon to help develop and instruct other members of the team through things like leading Bible studies, discussions on topics pertaining to ministry, or facilitating worship and prayer times that create space for hearing the Holy Spirit.

Teaming is a Means of Grace

“Accept every humiliation, look upon every fellow-man who tries or vexes you, as a means of grace to humble you. Use every opportunity of humbling yourself before your fellow-man as a help to remain humble before God. It is by the mighty strengthening of His Holy Spirit that God reveals Christ fully in you.”

Andrew Murray, Humility

There is a reason that almost every passage on spiritual gifts is accompanied by instruction towards love and unity. Learning to work with and live in community with people who are different from us is difficult! In our flesh, we like to be right. Our different giftings will cause us to perceive the same situation from completely different perspectives. A shepherd gifted person might view an evangelist as flighty and inconsistent with new believers. A prophetic leader might prioritize speaking truth over caring for the heart. And yet, the picture of 1 Corinthians 12 is that this one body NEEDS all the parts. 

Spiritual gifts are gifts given and allotted by the Holy Spirit. They are gifts that we did not earn. Instead of fixating on differences, we are commanded to be humble and realize what we don’t have so that we can appreciate others with the giftings that we lack. Andrew Murray, in his book Humility, teaches that we should see other believers, especially the ones that vex us, as a means of grace to grow in our character. In this type of community, we are developed into Christ-likeness. This friction with our teammates develops humility, servant-heartedness, and surrender. And as we grow in Christ-like character, we are able to persevere in the work and bear fruit of the spirit along with ministry fruit!

Implications for Leaders

For leaders, knowing about spiritual gifts is critically important not just for yourself but also for those that you lead. 

Many times as leaders we fall into the trap of thinking that we need to carry everything ourselves. We need to lead the ministry, lead and develop a team, solve every conflict, handle every administrative task, and interact with organizational responsibilities. All the while maintaining our own personal abiding, rhythms, and responsibilities to family and friends. Being the answer to everything is a dangerous rut to fall into, and often speeds leaders along a path to burnout. 

Instead of doing it all, we recommend leading out of your giftings while proactively building a team around you, along with structures and rhythms, to supplement your weaknesses. As a leader you will still need a base level of competency in your weaknesses, but having a team with complementary gifts means that you won’t have to forever lead out of your weaknesses alone.

Recruit the Gifts That You Need

Knowledge of our own spiritual gifts helps us understand what kind of leader we are. For example, I am gifted in evangelism and prophecy. The strengths I bring into a team are a focus on the lost and in offering feedback and development to teammates. However, what I lack is shepherding and administrative giftings. With that knowledge in hand, I can keep my mind focused on finding shepherds and administrators while recruiting. For some reason, in our initial team of 13, not a single person had a shepherd gifting! And we saw that while our team excelled in strategy and personal development, we needed help in areas of healing from trauma, debriefing, and care. In those cases, we looked for outside sources – counselors, mentors from our church at home, and professionals – who could help supplement the lack. 

A simple grid you can use is from Ephesians 4:11:

So Christ himself gave the apostles, the prophets, the evangelists, the pastors and teachers, to equip his people for works of service, so that the body of Christ may be built up.

Ephesians 4:11

Generally, leaders in the apostolic / prophetic / evangelist camp will tend to be more outward and ministry-focused. Shepherds and teachers conversely will focus more on inward care and development. As you consider your own giftings and leadership style, where do you feel like you need help? What kind of co-leader, subteam leader, or teammate could you recruit to balance out your own giftings?

Honor All the Parts

For those of us who have more visible spiritual gifts that seem more applicable for direct ministry work, it can be tempting to judge or disparage lesser seen giftings. Gifts like helps, hospitality, giving, shepherding, and administration are often most comfortably utilized behind the scenes as supportive roles. Although people with these types of giftings are not “flashy”, the Bible has a special word about them. 

The eye cannot say to the hand, “I have no need of you,” nor again the head to the feet, “I have no need of you.” On the contrary, the parts of the body that seem to be weaker are indispensable, and on those parts of the body that we think less honorable we bestow the greater honor…

1 Corinthians 12:21-23

Paul calls these types of people indispensable to the body and deserving of even greater honor! If not for the faithful servant-types on our teams, our team would never have been able to become a safe space where true and authentic community could form. They set an example of selflessness that is truly Christlike and something to be emulated by all.

As much as you can, cultivate a heart and a team culture that proactively celebrates these humble servants. Speak well of their deeds to others on the team, have celebrations to thank them for their unique contributions, and create space for their voices and perspectives.

Developing Your Team

As you recruit people with different types of spiritual gifts onto your team, it doesn’t necessarily mean that your team is suddenly rounded out. Spiritual gifts are not static things. We are encouraged to practice our giftings and develop them. As leaders, one of our main jobs is to develop the people on our team, both in character and skill. Here are some suggestions for ways you can start developing your team in spiritual gifts.

• Create Opportunities for Exploration – Many of our teammates may have landed on the field without explicit knowledge of or confidence in their spiritual gifts. While assessments can be helpful, teammates may lack the experience in ministry to really answer assessment questions with confidence. After language learning and acculturation, create opportunities for your teammates to explore different types of ministry activities and debrief them regularly. This debrief could include reporting on outward disciple-making ministry, but also potentially about roles within the team. What activities did you most enjoy? Where did you feel energized? Where did you feel discouraged? What is something you uniquely could contribute to the team?
  
  As your teammates dip their toes into these opportunities, it may become obvious what they feel supernaturally empowered to do and where they begin to see supernatural fruitfulness.

• Create Personal Development Plans – As your teammates begin to identify and practice their spiritual gifts, help them to form development plans that will help them to grow in their gifts. The goal is to create a consistent habit or practice that can be tracked over time, and to introduce helpful resources. What are Bible passages, books, mentors with the same gifting, podcasts, etc. that can be used to help supplement your teammate’s growth? We go more into detail on how to create personal development plans here.

• Develop Roles – Finally, we found that our teammates most thrived when they were able to work out of their giftings in the ministry. A task that one person finds taxing might be another teammate’s greatest joy to do! As much as you can, without sacrificing what is necessary for each person to do for the team to effectively pursue its ministry vision, try to work with your teammate to create a job description that fits them and the needs of the ministry best.
  
  In order to figure out everyone’s ideal roles, we had our team run through an activity. Every teammate wrote down on post-it notes every task they did in their role. After writing everything down, we then asked them to categorize each activity/task into “I love to do this”, “I could take it or leave it”, and “I would rather not do this”. Then we compared notes and, for areas where it made sense, divided up responsibilities based on who had giftings for those tasks.
  
  Obviously, some things like maintaining communication with your supporters or language study cannot be passed off, but it can be revealing to see where you can build more synergy on your team according to giftings! For example, leaders on our team tended to dislike logistical work or hosting, and this responsibility was easily given to those who were more service or administrative oriented.
  
  This activity also helped us understand where we could team up people with different giftings. Evangelists struggled with followup and deep discipleship of new believers, while those with more teaching bent were drawn to those types of tasks. Naturally, it made sense to pair them up to have the people-gatherer and the deep relationship builder work together!

Perseverance is a Team Game

Teams can be a pain. And so, the Holy Spirit, out of His great mercy and love, gives us supernaturally empowered spiritual gifts not just to accelerate the ministry, but to edify and strengthen our teams. And these teams are where we can find the deep community, mutual sharpening and development, and encouragement we so desperately need in a ministry so far from home.

In the ten years that our team has existed, we have been afflicted and tested by sicknesses, criticisms, conflicts, and seemingly unending crises. And yet, most of our original teammates have remained on the field and are still faithfully pursuing the vision. People have asked us – why do you think so many of your team are still on the field? The first answer is purely because of God’s grace to sustain us. But the second reason might just be that having a strong community that loves each other and has each other’s back in any situation could be the critical component that has kept most of us on the field. Perseverance can be a team game, where we help one another as different parts of the same body to complete the vision that God has given to us!

Reflection Questions

• How are you feeling about team life? Why? 
• What do you hope team life on your team could look like? What needs to happen to reach that ideal? 
• How do your spiritual gifts affect how you lead your team? 
• Are you seeing teammates contribute their spiritual gifts to team life? Why or why not?  
• What are the spiritual gifts of those you lead? Where do they need to be developed in their giftings? Are they in a role that activates and allows them to live out of their giftings?

Filter Selectively

Even though we cast vision to anyone that will listen, team leaders should filter who actually joins their team very selectively. There are a few different things you can do to find out if a recruit is the type of person you truly want for your team. This requires asking many questions to understand them more, probing into things like motivation and passion. If you’re curious or unsure, don’t be afraid to ask – it’s always better to hear a potential recruit’s response over guessing or assuming.

Prioritize character over gifting. All goers have to hit a minimum standard for spiritual maturity and character, or they will be difficult to lead in the stress of a cross-cultural field context. Do they have a rich and abiding relationship with the Lord? Do they have any spiritual bondages that they haven’t seen consistent victory over yet (generally, the minimum is 6 months of sobriety or freedom over a sin addiction before launching to the field)? Is there anything significantly lacking in their character or in bearing fruit of the Spirit? Look especially for humility, patience, perseverance, flexibility, and faith, as these are critically important on the field. Many times, agencies will have a clear standard for who to deploy, and evaluations to help determine a goer’s readiness. It’s a good idea to take their list and even add more of your own values from your own team. If your agency does not have a list like this, you can use the personal evaluation we developed as a baseline. 

Consider their experience and track record. Can they do the job or role you’re inviting them to do on your team? Ask questions looking for demonstrated competency. Anyone can answer that they are ‘passionate’ about something, but see if they have at least some proven experience in doing the main activities in your ministry (e.g. training, evangelism, disciple making, etc.).

Check their references. A potential recruit will always put their best foot forward when going through the recruiting process, not unlike the first few dates with a new person! Ask them for references – their peers, their leaders, people they’ve led – and ask thorough and direct questions about the areas that you need to check them on like character, calling, strengths, and weaknesses.

Don’t be afraid to say “No” or “Not yet.” If you’re hearing from God that they won’t be a good fit for your team, don’t be afraid to tell them that. Sometimes as leaders we feel bad about influencing such a significant decision in a recruit’s lives and then closing the door. But ultimately, it’ll be better for them and for the team to not continue on in the process if they aren’t a good fit. This can happen at any point in the process. It can sometimes be helpful to provide gentle but clear feedback about why they might not be a good fit for your team, and propose areas of development. However, once you say no or not yet to joining the team, don’t be the one to take responsibility for their development. This can cause you unnecessary burden when team leaders already have so much they need to focus on. Let them have the opportunity to work on their own development in their home context, as this is a good indicator of their humility and initiative. We’d also heavily caution you to not just take whoever your mission agency proposes – each team is different and you should do your own homework about whether the potential recruit is a good fit and has acceptable character and calling to persevere on your team. Take the agency’s recommendation as one proof point and continue to discern and filter yourself.

Discern Their Fit

Along with evaluating their character and competency, you’ll be simultaneously getting to know their giftings, strengths, and personality to see if they’ll be a good fit with your leadership, your team, and your ministry.

Role, Strengths, Weaknesses: Get to know a recruit’s strengths and weaknesses and think through what potential role they play on your team or ministry. Find giftings that are generally complementary to your leadership and your team. For example, if you have no administratively gifted people on your team and need that help, try to find those that might have that gifting. Other than just asking questions, helpful tools to discern giftings and aptitudes include spiritual gifts inventories (like this one from Robert Clinton), Clifton Strengths, enneagram, etc. in order to get a generalized view into what their strengths and weaknesses might be. As weaknesses surface, also factor them into your team makeup to see if there’s any glaring deficiencies on your team as a whole.

Responsive to your leadership: See if the potential recruit is a person who is responsive to your style of leadership. For example, if you are a hands off type of leader that expects a lot of self initiative and the recruit is a person that needs more directive and detailed leadership, that is an aspect to consider. Or, a family might have reservations being led by a single person. Perhaps another person on your team could help provide some more leadership, but ultimately you want to make sure they are willing to submit to your leadership decisions and work with your style.

Look for diversity / variety on your team: Although you’re looking for the potential recruit to be responsive to your leadership, you also want to value and look for diversity and variety on your team. Recruiting a team that all thinks and acts like you means that you will lack perspectives and giftings that could help your team to thrive or be effective on the field.

General chemistry: How is the general chemistry between this person and you and your team? Learn about their hobbies, values, family of origin, lifestyle, etc. These might not be make or break issues but it’s good to be aware of where there might be friction points. 

Let teammates or others you trust interact with them: Lastly, let your teammates or those you trust interact with the potential recruits! As the TL, you’ll likely drive the process of getting to know them, but try and set up times for teammates to get to know their potential future teammates and solicit feedback from them about the recruit. Your experience may vary, but because adding a new teammate is such an impactful event, we ask that all of our current teammates have consensus with adding them before we make a formal invite. Adding a new teammate at the disapproval of a current teammate is like one step forward and five steps back.

Pray, fast, and ask the Lord: Selection is a critical component of discipleship, as we see from Robert Coleman’s Master Plan of Evangelism. And a huge aspect of selection is hearing from the Lord. We can see Jesus model this for us in the choosing of the 12:

In these days he went out to the mountain to pray, and all night he continued in prayer to God. And when day came, he called his disciples and chose from them twelve, whom he named apostles. (Luke 6:12-13)

We set time aside to pray and fast all throughout the process of considering a recruit, and ask the recruit and our current teammates to do so as well. Don’t skip this step! There are few decisions as impactful on a team as who you recruit, so spend the necessary time to bring recruits through the process and have clarity from the Lord.

Provide Clear Next Steps and Process Overview

At each point of the process, you want to provide clear expectations and next steps as much as possible to the recruit. A next step could include praying and processing what they’ve learned, talking to a teammate, taking a vision trip, or inviting them to a ministry or team event. Remember that this is a weighty decision for their lives and calling, so clarity is kindness.

If you’re serious about having them enter the recruiting process to potentially join your team, give them a clear expectation of the process and timeline. A simple one-page document outlining this can be very helpful. Also make it clear to them that you’re inviting them to start the recruiting process, which is different from an invitation to join the team!

Work together with your sending agency in terms of assessments and other logistical aspects. As the TL you will probably drive more of the personal connection and discernment parts, as well as connecting them to the right people in your agency.

Once you’ve had the initial conversations and done the relevant assessments and evaluations, we’d strongly recommend that the recruit comes on a vision trip for at least a week if possible. Interacting with them in-person and with the team is completely different than on Zoom calls. And allowing them to engage with the culture, people, and environment of your field is a critical piece of the discernment process, for both you them. Some recruits that we thought were slam-dunks came on vision trips and felt strongly from the Lord or personally that Thailand wasn’t a good fit – which is way better to know before they join the team than after!

Make A Compelling Ask

Lastly, after you’ve gotten to know them, gone through all the necessary assessments and meetings, discussed with your team, and prayed and listened to the Lord, if you still feel that they are a good fit for your team, make a clear and compelling ask! “We feel like you could be a great fit on our team and we’d love for you to join us. We’d like to invite you to join our team! Take some time to pray and consult others and let us know in the next 1-2 weeks.” If possible, try to make the occasion special through a nice meal or a gift! In all likelihood, unless they are also looking at other teams, by the time you’re ready to make an ask they are probably ready and expectant to join.

Conclusion

Recruiting is much more of an art of discernment than a scientific process, but hopefully the guidelines above give you a grid of what to think and work through in recruiting someone to your team. As a TL, there will be different seasons where recruiting may take up a lot of your time versus other seasons when it’s quieter. As you pray and plan for the future of your team, consider the resources you have – your people! – and whether you need to add more. The onramp for a recruit from when you get to know them to when they are on your team, through language and culture, and contributing as a teammate is VERY long, potentially multiple months or years depending on language learning. Even if you don’t think you need a teammate today, be open to casting vision broadly and seeing who God might bring in front of you! Remember, recruiting leaders will almost always help to multiply your team, ministry, and impact.

To bring the soup terrine story to its conclusion, this couple that first gifted us the soup terrine now leads one of the new teams in Thailand after our team expansion in 2020, and are some of our closest friends in the world. The night of Jenn’s seizure, when they heard what was happening, they immediately booked flights to be with us in the hospital without even asking me first. After 10 years on the field, our relationship with them has gone far beyond ministry teammates.

Our prayer is that the Lord would provide teammates, partners, and friends of this quality on your teams!

Questions for Reflection

• How much do you prioritize recruiting and casting vision as a key responsibility for a leader and why? How high of a priority should recruiting be for you in this next season?
• What areas of the recruiting process do you feel confident in? What areas do you feel less confident in? What can you do to improve in those areas or invite others to help?
• Do you have other potential leaders on your team that you can develop or rely on?
• Are there any specific roles or giftings that you feel that your team has a need for?
• Do you have networks of potential goers that you can recruit from? Is there someone you know from your home context that can advocate for your team and need, and find potential leads for you?
• How many leaders and teams could potentially be needed to fulfill the vision God has called you to?

One of the responsibilities of a Team Leader is to recruit the right teammates onto your team. We’re often asked many questions around the area of recruiting, including:

“How do I know if someone’s right for my team?”
“How do I cast compelling vision for someone to join?”
“Should I prioritize role fit, gifting, or character?”

We hope to answer these questions and more to help you figure out the process of recruiting and building a thriving team overseas! In part 1, we’ll address the overall process of recruiting, and more of the front end activities to find potential recruits. In part 2, we’ll talk about how to filter for the right teammates and discern their fit on your team, as well as how to close the deal and invite them to your team!

The Legendary Soup Terrine

When we first were preparing to launch, Jenn and I [Steven] were the team leaders and about to get married but everyone else on our team was single at the time. We knew for our relational thriving that it’d be important to recruit another married couple on the team. We also needed some teammates that were administratively gifted to help us navigate all the needs on the field.

One couple in particular seemed to fit the bill. The wife had been in a year-long development cohort at our church with Jenn and had developed a good friendship with her. This couple were looking to launch overseas but had several other invites from way more established and impressive team leaders than our extremely inexperienced selves.

We invited them to start the process, shared our vision with them, and even brought them on a vision trip to Thailand (one month before our wedding – much to Jenn’s displeasure as she tried to plan our wedding). And then we formally invited them to join our team, asking that they would give us a response in two weeks.

After two weeks, they asked us to come over to their apartment to talk about their decision. By then, they had already gone on another vision trip to visit another team and had three other very good options on the table. As we pulled into the parking lot, Jenn and I were sure that we were going into a breakup conversation and that they would tell us they were joining another shinier, more impressive team. “Sorry, it’s not you, it’s me!”

We trudged up to their apartment and had an hour and a half of small talk and catching up. Inside, I thought, “Just rip the bandaid off already and tell us you’re not joining!”

Finally, they said, “we have an early wedding present for you!” And brought out an enormous cardboard box that could have fit a person inside of it. As we tentatively opened it, there were more boxes and more newspaper wrapping. Finally, we opened the last box, and inside was a large soup terrine like the one in the picture below.

As I opened the soup terrine, there was a small folded up piece of paper with the text “เราอยู่ข้างใน” – of course I had no idea what this meant. And in 4 point size font in the bottom corner, the translation: _{(we’re in!!!!!!)}

Jenn immediately burst into tears as I gave a huge sigh of relief. We had new teammates! 

Funny enough, three years later, we found out the Thai was completely wrong, and translated more to something like “we’re inside [the box]” but that just makes it funnier. As we recruited more teammates or current teammates got married, the soup terrine was gifted to 5 more couples over the next 10 years! And of course, no one has any use for it and it refuses to fit in any normal cabinet. It’s simultaneously an annoyance and a heart-warming reminder of how God has blessed our team not only with great teammates, but life-long friends.

Recruiting is (kind of) Like Dating

When you’re looking for a new job in the for-profit world, many times there’s an application and one or two interviews before you start at a new job. That’s not very much to figure out if someone is a good fit at a new job. But there’s always the option of firing them if they don’t fit!

Recruiting someone to an overseas missions team is very different from hiring for a job. In many ways, it’s more akin to dating than hiring! Unlike marriage, being a part of a missions team isn’t “until death do us part.” But it takes a lot of momentum and cost for a new teammate to go through a process of preparing, selling everything, saying goodbyes, and transitioning to the field. And it takes the team leader and the team a lot of energy to welcome a new teammate and go through another round of Team Formation (forming-storming-norming-performing) with every new teammate. Just one teammate that is not well prepared, relationally difficult, or a bad fit can cause a ton of sideways energy on an otherwise healthy and effective team, or in the worst-case scenario, cause enough carnage to send the whole team home. We unfortunately know more than a few stories of friends that were on teams like these.

At the same time, it’s critical that a team leader knows how to identify, discern, and compellingly invite new teammates to the field. For one, there’s so much turnover and attrition on missions teams for various reasons like unstable visas, health emergencies, or unavoidable circumstances – though hopefully not for team conflict or character reasons if a team leader does a good job recruiting the right people. Secondly, the vision that God has given you should outpace your own ability to see it to completion! That requires recruiting leaders and teammates to either add to your team, or to help expand and multiply to start new teams that own a piece of that vision.

For those of you that are married or who have friends that are married, how many dates did it take to pop the question? Obviously, a recruiting process can’t be that robust. But we’d encourage team leaders to take recruiting as a process, and not just a one-and-done event.

In our time as team leaders, we’ve onboarded 20 new teammates, had 30+ go through our recruiting process, and had initial vision casting conversations with 75+ people. Below are some of the guidelines and lessons we’ve learned in the process of recruiting new teammates to overseas work.

Recruiting Guidelines

Always have a mindset of recruiting leaders.

If it wasn’t clear, this is a blog about leaders. In our experience, the greatest bottleneck of seeing expansion and health in your team and ministry is a lack of leaders. Our recommendation would be that every TL have someone on the team that they are developing to either replace themselves or to expand to a new team. Part of that is redundancy if you have to leave the field, but it is also the potential to grow into new opportunities that the Lord provides. Even if you feel that your team is “full,” always be willing and open to receive more leader-type people.

Connect with networks to recruit from.

In order to even begin recruiting and casting vision, you need a pool of potential goers to recruit from. Many times, being a part of a missions agency will provide that pool. Find local churches that are passionate about deploying goers, or keep an eye out for other missions-related networks like conferences or prayer groups. Having a home-side advocate keep an eye out for potential recruits can be a huge help.

Cast vision broadly and specifically.

Cast vision broadly to anyone who will hear, but also cast vision specifically to the audience you’re speaking to. When you meet potential goers that could join your team, cast vision broadly! As a leader, you should always be casting compelling vision for the need and opportunity in your ministry to anyone who will listen – they may end up being interested as a teammate, or a supporter or advocate.

Sometimes casting vision will be to a group of people, and other times it will be 1-on-1. Try to shape your vision casting to your audience. You want to be a “sniper” not a “shotgun” in your vision casting; cast vision to the desire you hear in them when they share (e.g. impact, purpose, community, etc.). What does the person you’re talking to value in a team or ministry opportunity?

In order to cast vision specifically, listen well and ask good questions:

• How did you come to start following Jesus?
• How did you get involved or feel a call to missions?
• Where have you felt God has been leading you recently?
• What types of spiritual gifts or strengths do you have?
• How has your experience been in preparing to go overseas?
• What passions do you feel like God has given you? (What makes you “pound the table?”)

Listen well to how they answer these types of questions, and craft your vision casting to their passions and values. Listening to what they value also helps you to discern their fit on your team.

Ways to Cast Vision

How do you cast vision? Here are a couple of methods:

From the Word.

It’s always good to have a few verses that are your key convictions for the vision God has given you for your ministry. Many times, these Scriptural convictions could be shared by the other person. Some of our go-to verses are Matthew 28:18-20, Revelation 7:9-10, Matthew 24:14, Acts 19:10, Psalm 2, and Isaiah 45 among many others.

Sharing About the Need of the People and Place.

Hudson Taylor would constantly write and speak about the need among China’s 350 million people without the gospel. In his 54 years of ministry in China, he ended up mobilizing nearly 800 long-term workers to China’s Millions and influencing countless others to go. Is recruiting important? Hudson Taylor seemed to think so. In that 54 years, he took 10 round trips from the West to China and back, totaling 11 years(!) on a ship, with his 11th and final trip at age 73, which ended up as a one-way trip as he died in China in 1905. 

For your ministry vision, how many people don’t have access to the gospel? What are the spiritual needs among your people (addiction, spiritual bondage, social issues)?

What is God doing among this people and place? Tell stories of God answering prayers, people coming to faith, critical events that open doors to the gospel.

Describing the Role You Envision Them Playing.

Many people can get easily excited about the need and opportunity in most places among the unreached, but what they really want to know is – what’s my role in it? How can I make an impact in that? Cast vision about the role you could see them playing on the team and in the ministry – how do their gifts and values align with what your team is doing and what God is doing? Again, this requires listening to them well first.

Lastly, let your own passion and conviction come out when you cast vision. God has called you to give your life to see the gospel go forward among the unreached. Whether it’s a verse, or a story, or an experience that moved your heart to say yes to God, let that come out! People are drawn to the passion and emotion that a leader expresses when sharing about their vision.

Now that you have a decent pool of potential recruits that are interested in your team, it’s time to focus on making sure they’re the right quality and fit for your team. More in part 2!