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How to Create an Effective Caregiver Calendar for a Group of Caregivers

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Caregiving can be a challenging and yet rewarding responsibility. No matter the situation – elderly parent, sick friend or child with special care needs – no one person can do it on their own, or at least should avoid it. That’s why involving friends and family is important to ensure that the loved one is tended to fully.


When multiple caregivers are involved, caregiving can be easier, but coordination becomes essential. A well-structured caregiver calendar ensures everyone is on the same page, tasks are evenly distributed, and the person receiving care gets consistent support.


Elderly woman receiving meal delivery

Here’s are some tips to create an effective caregiver calendar for a group of caregivers.


1. Identify the Needs of the Care Recipient


Start by listing all the care-related tasks for your particular loved one. This could include:


  • Daily tasks like meal prep, hygiene, and medication management.

  • Weekly tasks such as laundry, grocery shopping, or doctor appointments.

  • Monthly activities like checkups, financial management, or home maintenance.

  • Social activities and entertainment


Prioritize tasks based on the care recipient’s specific needs to avoid duplication of effort and ensure all aspects of care are covered. Schedule accordingly to reduce overlap or gaps in caregiving.


2. Create a Team of Caregivers


Many caregivers end up alone, or choose to take it on themselves, in their journey with a loved one. Asking for help from as many sources as possible can distribute responsibilities, easing stress and sharing responsibility. Everyone understands the challenges of being a caregiver, so don’t be afraid to ask for help. It actually makes you stronger. Identify all caregivers involved in the care and add them to a list. Consider selecting a Lead Team and backups. This may include:


  • Family members

  • Friends

  • Professional caregivers

  • Volunteers or neighbors

  • Church and community

  • Government resources – if applicable


Look for people who may specialized skills such as electronics, handyman or dog walker to help around the house.


Having a full list of caregivers will make it easier to allocate tasks, fill gaps, and provide consistent care. More hands make light the work, as they say, but too many people can make scheduling more complicated. Clear communication is a necessity.


3. Establish Clear Roles and Responsibilities


For an effective caregiver calendar, assign specific tasks to each caregiver or make a list and allow them to select what they would enjoy doing or what they can contribute from a time perspective. This will allow the primary caregiver or organizer to see where the gaps are and determine if they can fill the roles or if additional people are needed. Ensure the following:


  • Tasks are clearly defined. Include potential time commitment, if possible.

  • Responsibilities are distributed evenly based on availability and skills.

  • Certain caregivers handle specialized tasks, like administering medication if they have the proper training.

  • Include contingency plans, where someone can step in if a caregiver is unavailable.


4. Use a Shared Digital Tool

Thanks to technology, there are many tools via phone, the web or online to keep the schedule organized and accessible. Consider using an app designed for group scheduling or caregiver management. Some popular tools include:


  • Excel Sheet: While updating and sharing can become complicated – ensuring everyone has the correct version – for those who may be less technologically inclined, it may be worth it to ensure everyone who wants to participate is able to do so.


  • Shared Google Calendar: Simple and effective for scheduling and sharing, Google offers the ability to create one calendar, labeled for the loved one and easy to see the tasks assigned – meal delivery, transportation, activities – as well as to keep up to date on what’s happening such as appointments.

  • Shared Google Sheets Document: Here you can easily collect names and contact information for the caregiving team and label their roles and responsibilities.

  • Apps: There are many phone apps available with calendars, GPS, and fall detection, but most have to rely on a patchwork of apps to manage the care of one person. This also means that others in the group of caregivers have to juggle them as well. There is one app for caregivers that is an all-in-one solution for groups with calendars, task management, fall detection, GPS locator for lost loved one and more, that is currently offered for free.

Choose a platform that everyone in the caregiving team is comfortable using and can access regularly but is also as simple as possible for everyone to use to reduce confusion, miscommunication and increase care.


5. Set a Communication Plan


When coordinating a group of caregivers, frequent and clear communication among caregivers is essential to keep everyone on the same page. Schedule regular check-ins (weekly or bi-weekly, pending the situation) to:


  • Discuss any changes in the care recipient’s condition.

  • Reassess the care plan if necessary.

  • Update the calendar with new tasks or changes.

  • Connect on individual schedules to allow for everyone to take a break.

  • Choose an app like this one that offers in app communications with the caregiver group.


6. Plan for Flexibility


Life happens to everyone, and even the best-planned schedules may need adjustments to allow caregiver group members to reschedule based on their own personal needs.


Appreciate, that this may sometimes be last minute. Asking caregivers to try to give as much notice as possible can take the strain off the primary caregiver and the group. Use an app or build flexibility into the caregiver calendar by:


  • Allowing caregivers to swap shifts when needed. Offer list of caregivers and contact information for direct communication.

  • Creating a backup list of people who can step in if someone is unavailable.

  • Leaving buffer time between tasks to accommodate unexpected delays, especially for doctor appointments.


7. Track and Review Progress


Even though the calendar is organized, it doesn’t mean that it can just be left untouched. Taking some time each week to ensure the calendar is up to date, everyone is still on board with tasks and to understand what happened the previous week means better care. To ensure everything runs smoothly:


  • Review the calendar regularly to see if any tasks are being missed.

  • Regularly update and adjust task assignments as the care recipient’s needs evolve.

  • Reassign when others are unable to coordinate directly with one another.

  • Use an app with a task manager like this one that can send notifications on tasks – completed or incomplete – to help the primary caregiver and group stay on top of things.

  • Get feedback from caregivers to improve the schedule and make necessary changes.

 

8. Celebrate Successes and Support Each Other


Caregiving is a team effort and recognizing each other's contributions can boost morale. Consider setting up a group chat to share positive stories, support one another emotionally, and celebrate small victories.


  • Coordinate a simple get together, like a potluck, to allow for everyone to connect and share experiences

  • Hold regular drawing for a gift certificate that promotes self-care as a sign of gratitude – i.e. movie passes, a massage, a free coffee


Conclusion


It takes a village – life, raising children, caregiving, and more. One person cannot take it all on themselves and asking for help can ensure a high-quality level of care and love for someone who needs it most.


An effective caregiver calendar not only helps ensure the care recipient gets consistent and well-organized care but also reduces the stress and confusion that can come with managing multiple caregivers. By assessing needs, leveraging digital tools, and maintaining open communication, your caregiving team can work together seamlessly to provide the best possible care.

 

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Watch Our Own

Our Mission is to support every family caregiver by making caring for a loved one easier, ensuring their safety and wellbeing while balancing their own life, family and career.

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Watch Our Own is the best caregiving phone app for family caregivers to make managing care of a loved one easier and less stressful, whether near or far. The Watch Our Own caregiving app connects caregivers around a loved one creating streamlined communications on everything related to their health. Through our custom, patented Event Engine with Fall Detection, we help caregivers be present, aware and involved when an incident occurs, allowing for a caregiver in the group to assist immediately or request the help of local EMS services through the app.

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