Communications

1. Communications Issues Affecting Mission and Ministry

2. Communications Today “It’s all about the relationship”

3. Communication Challenges • Developing and maintaining relationships of trust • Funds Management & Accountability • Dependable, consistent communications

4. Issues for Concern • Want to know about each other’s ministries • Regular updates on projects we support financially or have worked on together • Clear financial accounting for funds sent, received & how used • Understand how & why things happen as they do

5. Good CommunicationsIn General • Requires: • Listening • Ability to talk with each other • Making/Responding to requests • Openness to clear, direct conversations • High levels of trust • Knowing exactly what you want to say or ask

6. Benefits - Good Communications • Helps build relationships • Share details about partnerships • Receive regular updates on projects • Accountability between partners exists • Enables good visits between partners • Learn more about each other’s cultures

7. Factors Affecting Communication • Africa – physical distance between us • A different culture and approach to relationship building • Language barrier • Life approaches differ -life focus different -western interpretation of call to discipleship

8. Factors Affecting Communication • Western culture view • We feel commanded to GIVE from our abundance • Feel need to take ACTION – stuck on the “Go Ye..” part of the Great Commission • Challenged to be “Flexible”

9. Tools for Communication • Written • Telephone • Facsimile (fax) • Face-to-face • Email • Send “Pass through” message • Website information

10. Communication Tools • Written • Letters of invitation • Request specific information • Inform about funds transfers • Travel plans/itineraries • Covenants & agreements • Letters for encouragement & support

11. Communication Tools • Telephone • Confirm travel plans • Ask important questions • Gather timely information (need an immediate answer) • Change or cancel plans

12. Communication Tools • Facsimile – fax machine • Letters • Agreements • Travel Plans • Letters of Invitation • Applications

13. Communication Tools • Face-to-Face • Discuss agreement issues • Project plans • Plan work together • Build and develop relationship

14. Communication Tools • Email • Travel plans • Letters • Announce funds transfers • Acknowledge receipts of funds & other documents • Maintain project updates

15. Communication Tools • Pass through communications • Send a message through someone else • Pass on letters between parties • Translated messages • Exchange pictures and project updates

16. Communication Tools • Website • Share details of programs and projects • Announce conferences & meetings • Background details about churches, presbyteries and synod • Contact information

17. Communication Tools • Suggestions • Use variety of tools • Find combination that works • Be consistent • Make it easy for partners to contact you

18. Financial Challenges • When we send funds to Ethiopia: -We must provide detailed information -Detailed descriptions about where funds go • Why? -Detailed information speeds funds to project

19. Financial Challenges • Alert BSCO at beginning that funds coming • Identify yourself & your Ethiopian partner • Send letter and email to both BSCO and to your partner who receives funds • Builds trust, increases awareness & accountability to each other

20. More Suggestions • When sending a document to synod: -Also send a copy to specific department receiving funds -Include department contacts in all related communications, if possible

21. More Suggestions… • Take great care not to by-pass synod when dealing with congregation-to-congregation partners • Honor synod and EECMY hierarchy

22. Programs and Projects • What are the operating guidelines for working with programs and projects?

23. Guidelines - Programs and Projects • In many EECMY synods, • Project/program proposals originate locally • Then passed up to concerned synod department for screening • After adjustments made, sent on to Synod Management Team with a proposal for funding & implementation • Synod endorses & sends to potential donors

24. Guidelines - Programs and Projects • In USA, congregation & presbytery have more autonomy • In Ethiopia, constitution dictates hierarchy- • Follows congregation-presbytery-synod approval path • Only project requests with endorsement by synod official is legally acceptable

25. Guidelines - Programs and Projects • Project fund transfers: • Funds must pass through synod accounting system • Advice letter must be sent stating how the fund is designated • Procedure especially needed for wire transfers • Best to send email AND letter related to wired funds

26. Communicating with Synods • When emailing a synod office, copy BSCO (if not of personal nature) • Technology not as reliable outside of Addis Ababa ??!! • If there is no response to initial contact, contact them again • Remember, BSCO internet and fax use same phone line

27. So what about OUR communications What can we do to become better Mission Partners?

28. Communications at Home • Challenges within church, presbytery or synod • how to keep in touch with churches in presbytery • how to make urgent needs known • should there be controls on who talks to partners? • who receives reports about projects • who responds • how do we keep PCUSA informed

29. Communications within Presbytery • Take advantage of variety of tools available • use email, printed brochures and face-to-face • share enthusiasm for mission & tell your congregation’s stories • post information on church and presbytery websites about your mission programs

30. Communications within Presbytery • Ideas • Host an event to tell the stories • send invitations • have a handout • provide a well planned presentation • show your enthusiasm for the program • make it easy for others to join in • assign a veteran to mentor new congregations • hold event in their community/take it to them!

31. Communications within Presbytery • More Ideas • Make a presentation at your presbytery • Plan & host mission fair at the meeting • Offer to send a speaker to churches • Connect with Pby Women, Men, Sunday School, Youth, Small Groups, Mission Committees

32. Communications within Presbytery • Even more ideas… • Invite someone new on a mission trip • Assist them to make presentation to their group after trip (pictures, stories, newsletter articles) • Host Ethiopian Visitors • invite churches in a community to meet visitor • connect with PW, Men, Youth, Mission Committee, etc • take visitor around presbytery to meet groups • host small conversation groups with visitor

33. “Who speaks for us?” • Whether presbytery committee, church committee or any group, • best to have a spokesperson for the group • present a consistent image to partners • group receives and responds to project reports • lines can be open but understood who speaks for group, church, presbytery

34. “Who speaks for us?” • Challenge in PCUSA churches • churches are more autonomous • easy access to partners allows many people to have connection with them • churches more involved in where their own mission focus will be • less involvement in PCUSA-sponsored mission… up until lately with Mission Challenge 2007!

35. Sharing Together in God’s Mission Pray Trust Face-to-Face Learn about culture

36. Sharing Together in God’s Mission If you are planning for a year, sow rice. If you are planning for a decade, plant trees.  If you are planning for a lifetime, educate people.                    - Chinese proverb