You always have to start with a plan. Benjamin Franklin once said, “failure to plan is planning to fail”. Your plan should include dates, team leaders, expectations, preparation, resources, travel logistics, legal resources, fundraising tools, communication plans, and more.
It might sound simple, but once you have the plan, work it! Review the plan at least weekly with the lead team for each event and make sure you're keeping your deadlines.
Working with a team makes all the difference. Most of us aren’t wired to do everything… we aren’t great at leadership, finances, administration, communication, follow up, and all the other aspects. Create a team that compliments all the needs of an effective team.
Tools should work for you, not the other way around. Consider a tool like ServiceReef. Most organizations will spend over 150 hours managing a single short term trip. ServiceReef enables organizations to manage trips in less than 40 hours. Spend the time where it counts and not in the administrative weeds. You have a task to equip people for missional engagement, keep focused on the main goal!