You cannot force organization onto kids. Step one: Get kids on board. Then use the following steps and tips to keep them (and you) there.
Online calendars can solve your scheduling snafus. Plus, they’re easy to sync and update in real time, so nothing is outdated. But you can also have success with paper and pen. Here are ways to work it with both methods (or a combination).
Meet regularly
Once a week (or month, if that’s more realistic), have everyone bring their planner so you can note all events and plan for any conflicts or overlaps—and avoid being double-booked. This is also a good time to discuss any important events—school picture day (schedule a haircut!), hockey-league tournament (wash uniform)—and to set priorities for people’s time accordingly.
Color-code it
Let each person choose a color for their calendar entries, for instant recognition. Then select a color to designate all-family events—and any pets, who will have entries for their own vet visits and grooming appointments.
Be all-inclusive
The calendar should cover everything from how kids are getting to and from school, any teacher meetings or school concerts, and upcoming exams or project due dates—plus medical appointments and extracurricular activities. Keep track of pending registration dates for after-school classes or holiday camps along with any required paperwork or fees. Finally, note when any kids will not be home for dinner and parents’ night out (in case a sitter is needed).
Document the details
Where appropriate, include helpful data such as location and contact information—this can be easily linked for online calendars, or you could include a sleeve for print-outs on a wall calendar or in a notebook. Whatever your method, make the family calendar a one-stop resource for everything you need to know in case there’s a cancellation or just to remind yourself of who needs to be picked up when and where.
Share it with others
Grandparents, sitters, carpooling cohorts—anyone who needs to know the schedule should ideally have access to online calendars, or take a photo of a paper one at the beginning of each week and send it to them via text or email. The beauty of online assistants is that if anything changes, all shared contacts will be notified right away—helpful if you are in a meeting or en route and not checking messages.
Back it up
If you choose the online-and-offline route, be sure to check it each morning to make sure nothing has slipped from one or the other (another reason to go all-in with digital). Either way, keep a binder of documents you rely on repeatedly—immunization records, school calendars and teacher notifications, sports rosters and schedules—in your home office or near the family command center (or scan and store these on your desktop).