As kids head back to school many families start the process of organizing their schedules and lives. I will be covering the tools, apps, tech and processes that I have found helpful for back to school organization over the next few weeks , and hope to hear from my readers what works for them. Because organizing for the new school year can be overwhelming, I suggest starting with setting up the school year and after school activity schedule. While there are many paper based organization systems, my family prefers to use online calenders. Here are the steps we took to set up our family schedule online:
STEP 1: Pick an online calender.
There are individual sites such as Cozi.com that have web and apps to capture family schedules, but there are also online calenders such as Microsoft Outlook, Apple iCal, Yahoo and Google Calenders. To help choose, look at the email accounts and operating systems that most family member’s use. At the same time consider that because online calenders can be accessed over the internet, they do work across operating systems and devices as long as you have either WiFi or a data plan for phones.
STEP 2: Gather School, Sports and After school Activity dates:
Gathering a list of school, sports and after school activity dates make seem time consuming, but it is worthwhile investment. Setting up an online calender in the beginning of the year (and updated seasonally) will help organize the family schedule and family life in general. Some schools and sports leagues have online calenders you can load to directly to personal online calenders (look for the “+” calender or “add calender” option). If you only have paper printouts our online lists, I suggest putting those in a folder then pick a time that I call “input day” where I just input everything into the calender. It may seem like a big task, but it actually does not take as long as it would seem it I just start it at the beginning of each school year then just update as needed.
STEP 3: Input school, sports and after school dates into the online calender.
Next pick a time (or a few times) to input the school year calender dates into the online calender. Check out the features of the online calender system so you know in advance the ones you want to use. For example, I use special features like “repeat” for the timing of each school day (8:15am-3pm) so it just repeats each weekday for a whole semester at at time. Then I delete or change the timing for vacations. I “invite” family members to events so they get it on their online calenders (such as school concerts).
But my favorite feature is the option to color code different calenders to represent different kids in my family of three boys. I then “invite” my kids via their email address to access their calender so they can not only see their schedule but also learn the process of managing their schedule. The goal is as they get older they will become independent by setting up their own online calenders. Color coding has also taken care of any “you did not tell me about that appointment” complaints because I can always say “it was on your schedule – so please check it”. My teen has a smartphone with access to a data plan so I have higher expectations for him to regularly check his schedule versus my twins who have talk and text phones with no internet access. I also try to print out my kids “color coded” online schedules and have them up in the kitchen as a reminder.
How do you set up your family school year schedule?