Several years ago, Jordan and I took a trip to Seattle. Although it was late upon our arrival, we spontaneously decided to visit the Waterfront before heading to our AirBnb. We were away from our rental vehicle for a total of 25 minutes. When we returned, we found our windows shattered and carry-on bags and backpacks stollen. My carry-on contained thousands of dollars worth of camera equipment. Jordan’s iPad and work computer were also stolen. We were heartbroken. Although the situation was devastating, it taught me a very important life lesson: know what you own. I luckily had insurance to cover some of the loss, but unfortunately had not kept proper records of all of my equipment.
After this incident, I went a little bananas and started keeping notes and documents on various household items. I am not great at spreadsheets (you don’t need to be either!) All you need is a little time and accessible place to store information. Here are 5 documents to help keep your household organized!
1. Product Inventory
When I arrived home from the Seattle incident, the first thing I did was create a spreadsheet in Google documents. I labelled it, “Home Inventory” and took note of every serial number I could find in my home. I included my tv, computers, bikes, musical instruments and appliances. I added descriptions and noted the condition of the items. Noting the condition of an item may help authorities identify your item if it is altered and stolen. For example, my laptop has a small scratch on the side of it. Noting this, makes it easier to identify and set apart if needed. Sure, we can try and rely on memory recall but in times of stress, this is challenging!
I highly suggest you document every serial number or product of higher value in your home. This will be especially helpful for insurance should you ever need to make a claim.
2. Home Renovation Products
This spreadsheet is a bit similar to my home inventory list, however, it’s purpose is more of a home renovation tool. Over the course of the last 5 years, we have done a lot of updates to the home. I found myself in a pickle from time to time. I’d need to paint a wall and did not have extra paint on hand. I had to question the sheen, color name, etc. It grew frustrating fast.
I structured my spreadsheet into areas of the home – living room, dining room, bedroom, etc. Each area contained information about paint, new doors, flooring, etc. This way, should I need to make a replacement in the future or need to question the product, I have the information readily available. I also noted where my purchase was made from and when. This helps me keep in mind what may need updating in the future.
3. Money Management
I’ll be the first to admit, I haven’t been great at researching money management tools. I know there are a lot of resources out there, ones that are likely better than a tradition spreadsheet. However, we have found it helpful to have a spreadsheet that contains income and expense information. In the document we note our income (yearly, monthly and weekly breakdowns) and any expected bonuses. We have a section listing our loans and debts. Finally, we have our monthly expenses listed out that include subscriptions, utilities, home and auto loans, etc. This section also notes where the payment drafts from – checking, credit card, PayPal, etc. Monthly expenses are broken into two sections to reflect the two pay periods within the month.
There are lots of ways to organize your information, but we have found this to be a simple and effective resource. I recommend editing your document every time there is a change: pay raise, new loan, new subscription, etc.
4. Passwords and Account Information
I was listening to a podcast (Happier with Gretchen Rubin), and was encouraged by their message to create a “Facts of Life” book. The idea goes like this: organize “life” information in one place – medications, doctor information, bank accounts, car information, living wills, etc. By having this information organized in one place, you save time. This is especially helpful if there is a family emergency and you need quick access to information and documentation.
I shook the idea down to something more simplistic. I created a handwritten document containing all of our account information and passwords. I handwrite this document as a safety and privacy measure. I didn’t trust this as a Google form. However, to keep the information accessible (say our home burns down and so does my handwritten document), I decided to have it photocopied and stored in a few different secure locations.
Passwords are annoying. They have to contain everything under the sun, and unless you have an amazing password system in place or fantastic memory – you may want to have a central spot where you keep your passwords and account information.
5. Family and Friend Addresses
We all know the traditional address book where you handwrite your friend and family addresses. If this works for you – great! For me, that was tedious and time consuming. When we got married, I had to collect all of my friends and family addresses. Instead of keeping everything in a handwritten book, I created a spreadsheet. I have it broken into my immediate family, Jordan’s immediate family, each of our extended families and then friends.
I separate the cells in the spreadsheet by last name, first name, address, city/state, zip code. I find this easier to look at than one big cell of information.
I find myself opening the document and updating it every 3-6 months. I browse the list and make note of who has moved. I’ll spend time texting friends or family, asking for their new address, and do my best to promptly update the information within a few days.
This is by far my best resource for Christmas cards! It makes it easy and fast to send cards out when the information is already collected in one space. I also add a “Christmas card sent” cell, and mark which cards I’ve sent off for the year.
If you would like a blank copy of any of these templates, free free to reach out! I have several other documents or ideas that may help you manage your household. I’m happy to help you come up with ideas that work for you!