Tips for Managing Family Schedules

March 22, 2024

A woman is sitting at a table writing on a white board.

Tips For Managing Family Schedules

These days, any adult conversation contains some sort of utterance of how incredibly busy and chaotic life is at the moment, and although it’s only March, we all need a holiday. Life is madness when you have a busy family, and the only way to truly get on top of it is to keep calm and schedule!

Now, keeping track of everyone’s schedule can also be a mammoth project on its own, so here are 8 simple tips on how to best manage a family schedule.

8 Tips To Manage A Family Schedule

1. Get On The Same page:

It's time for a family discussion about taking responsibility for our schedules. Let's start by making sure younger kids understand their daily tasks and why they are important. For example, if Gabe (8) knows he has a soccer match on Thursday, he should inform Mom about needing new shin pads on Monday, rather than waiting until Thursday morning. By looking ahead and planning together as a family, we can avoid chaos and ensure smooth sailing.

2. Choose a Family Scheduler:

Of course a giant, pin-up calendar or schedule board works, especially for younger kids, where everyone writes what they are doing that week on to the board. But, in this new tech era, there are some wonderful digital options that can keep tech savvy teens and parents on the same ‘screen’.

Look into Google Calendar, Cozi Family Organiser, or the Maple Household Planner (all available on the App Store) for some options. Here everyone has access to the family calendar and can not only input their commitments but can also see what everyone else is doing. This is important for kids to realise that they are PART of a functioning family and not the centre of it.

3. Cover all the bases:

When creating your family calendar, make sure you cover all the long and short-term bases. Consider scheduling the following:

Work Meetings
School Times – start and closing times each day
Extra-curricular activities (practice and matches)
Exams, tests and projects
Sports trials, auditions, entry exams, etc.
Social activities – both adults and kids
Payment deadlines – for tours, uniforms, textbooks, holidays, etc.
School tours
Work trips
Birthdays
Family fun

4. Colour Code Your Kids:

Let your family members choose their favourite colour and that will be their colour on the schedule. This helps parents when they need information on a specific child. You won’t have to trawl through everyone’s plans, you can simply look for Olivia’s blue or click on the blue calendar and all Olivia’s entries for the week will pop up. This makes it quick and easy for everyone to use.

5. Family Meetings:

It’s important to have family meetings to discuss what is coming up, and for parents to guide the entry process for your children. These meetings should be consistent and non-negotiable and should happen at a time when most of the family is together. Sunday early evening is a good time to meet because it’s the start of the new week. After the meeting, everyone should not only enter their activities onto the calendar, they should also then use the information to pack their school bags and sports equipment for the week.

6. Don’t Forget:

Set reminders (whether off a hard copy schedule on to your phone or digitally):

Set a three-month reminder for long-term entries such as tour payments, holiday bookings, or business seminars.
Set monthly reminders for medium-term commitments such as sports trials, board meetings, and big project deadlines.
Set weekly reminders for short-term entries such as weekly tests, sports practices, meetings, and parties.
And set daily reminders for time-sensitive entries such as bell times and special appointments.

7. Roll With The Punches:

The truth is, no matter how well you schedule, things will always change. Teaching your kids to be flexible and to problem-solve is a valuable life lesson. If something changes on the schedule, your children must change it themselves and must alert the family to the change. If this change causes a time conflict, then solutions must be offered. Managing a change that pops up on a schedule is still much less stressful than not having a schedule at all and getting knocked left, right, and centre by surprises.

8. Have Fun:

Getting the whole family to use the family calendar might be a mission upfront, but if you get it right it will calm the family chaos. If someone forgets to use the calendar don’t rip them to shreds, rather reward those that use the calendar consistently. Also, be sure to plan some fun. Secretly insert ‘family movies’ into the calendar so your children get a nice surprise while diligently doing their weekly planning!

Key things that family scheduling teaches kids:

1. Communication

2. Time Management

3. Planning Skills

4. Flexibility

5. Trust (of each other)

< Older Post

Newer Post >

Teacher Spotlight: Mr Chris Herbst Afrikaans Teacher at Crawford International Sandton

April 25, 2025

A Lifelong Educator Mr Chris Herbst has spent 41 years in the classroom. With a Bachelor of Education from the University of the Witwatersrand, he has taught countless learners over the decades. He joined Crawford International Sandton in 1999 and currently teaches Afrikaans to students from Grade 8 to Grade 12. His role spans across five different year groups, a challenge he embraces. “I have my hands full as I navigate the excitement and challenges of teaching an additional language to five different grades,” he says. Why Teaching Still Matters For Mr Herbst, teaching is not a job. It is something he feels deeply connected to. “Teaching is my great passion and calling. The classroom is where I find my motivation and inspiration,” he shares. “When we have a really good lesson and I see our students leave having learned something new, or figured out a challenging concept, then I am motivated and inspired all over again.” These everyday moments keep him grounded in his purpose. They are the quiet victories that reaffirm his place in the classroom. Freedom to Teach with Meaning Mr Herbst values Crawford’s approach to learning, particularly the way it supports teacher agency and student-centred learning. “I love the fact that the focus is student-centred, and that as teachers we have the freedom and the responsibility to create a teaching and learning environment that works best for every learning need,” he says. He believes this flexibility allows for learning to become more meaningful. “If I identify that a particular topic or poem has piqued the interest of my class, I have the freedom to delve deeper and really explore the subject matter without being bound by rigid syllabus rules and time frames.” Connecting Language to the Real World Teaching Afrikaans in a school where it is often an additional language means finding ways to make it resonate. Mr Herbst understands that for many students, the subject may not come naturally. “For many students, learning another language may initially feel like a requirement rather than a passion,” he explains. To bridge that gap, he brings the language to life through content that students can relate to. “It’s important to integrate engaging, real-world content such as music, movies, and stories that align with the students’ interests.” These tools, he believes, help students see the language in context and build an emotional connection to it. A Teaching Legacy Over the course of his career, Mr Herbst has taught more than one generation in the same family. It is a milestone he reflects on with pride. “I have taught students who are now parents, and I am teaching their children today. It doesn’t get better than that.” But what stands out most for him is being remembered. “By far my biggest kick is when a past student recognises me and comes over to strike up a conversation and talk about their life and work after school.”

10 Reasons Why Early Childhood Development is Important

By ADvTECH Group • April 15, 2025

The 10 reasons why the first six years of a child's life are crucial when it comes to early childhood development, read all about it in this article.

One to one correspondence

By Ashmita Mistry • April 8, 2025

Crawford schools blog article on one-to-one correspondence in early development and the importance of this developmental skill that adults take for granted.

ALUMNI SPOTLIGHT: DYLAN BIZJAK

March 28, 2025

ALUMNI SPOTLIGHT: DYLAN BIZJAK Crawford International Sandton From the classrooms of Crawford International Sandton to the forefront of aeronautical engineering in the Netherlands, Dylan Bizjak’s journey is one of ambition, resilience and innovation . Pursuing a Passion for Engineering After matriculating in 2019, Dylan initially pursued Aeronautical Engineering at Wits University. However, six months into his studies, a new opportunity emerged, one that would take him beyond South Africa’s borders. He secured a place at Inholland University of Applied Sciences in Delft, Netherlands, where he embraced the challenge of international study, even navigating his first year remotely due to the pandemic. Now a graduate with a BSc in Aeronautical Engineering (2024), Dylan has stepped into the professional world, joining Eve Reverse, a pioneering start-up dedicated to climate-positive innovation. What began as an internship in his final year evolved into a full-time role as a Research and Development Engineer, where he contributes to the creation of sustainable, carbon-negative materials. His proudest achievement? Playing a key role in the development of the Eve Dry Tile, an innovative flax fibre material designed to reduce emissions and waste in manufacturing. Achievements at Crawford International Sandton Gareth Beach Award (2019) – Recognised for bravery, dedication, self-development and outstanding achievement in swimming. Sportsman of the Year (2019) – Acknowledged for excellence in swimming, basketball and boxing. Reflections on Crawford Dylan credits his time at Crawford for preparing him for both academic and personal success on the global stage. “Crawford’s approach equips you for university and beyond, whether in South Africa or internationally. It’s not just about academics but about becoming a well-rounded critical thinker and team player. Exposure to diverse cultures, teamwork, individuality and taking responsibility for my outcomes were invaluable lessons I carried with me.” Words of Wisdom To his younger self, Dylan would say: “Step out of your comfort zone sooner. Growth happens when you challenge yourself. Leaving home was tough, but the personal and professional growth was worth every stumble along the way.” Dylan’s story is a testament to courage, hard work and the power of embracing the unknown. From South Africa to the Netherlands, he is proving that the sky isn’t the limit, it is just the beginning.