Organize Your Family History

Stay focused and happy while exploring your roots

Letting research trip planning be easy

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As I’ve posted here, I’m planning a research trip to Kentucky later this month. I’m bound and determined to get the most out of this trip by doing a great job of planning for it in advance. My father’s paternal line lived in Kentucky for at least four generations so a lot of my people lived there, primarily in the 19th century (though some stayed there in the 20th century). I’m researching collateral lines, in addition to direct-line ancestors, so there are of things I can research there. What goes hand in hand with a lot of opportunities? Overwhelm.

Each day as part of my current 30 x 30 challenge, I’ve been working on planning the trip, but I’ve been a little scattered in my approach and it’s getting a little frustrating because I’m not really making decisions. I’m searching for clarity. And I think I found it.

Yesterday, my co-host Shannon Wilkinson and I recorded Episode 54 of our podcast Getting to Good Enough. (We’ll publish it on June 13.) The episode’s theme was Let It Be Easy, which is my mantra, as I’ve shared on this blog. As we were talking about this topic, I realized that I haven’t been letting this planning process be easy. Quite the opposite. Time for things to change.

So as soon as we finished recording, I pulled out some paper and started started brainstorming. I began with the all-important question, “Why do I want to take this trip?” Focusing on the answers to that question was so helpful. Four answers came to mind immediately and they gave my some instant clarity and direction. The answers were:

  1. To learn as much as I can about my 2nd great grandfather, George Washington Adams (1845-1938) (I’ve been fairly intensively studying him since I received and transcribed his 137-document civil war pension file)
  2. To solve mysteries
  3. To flesh out my family tree
  4. To expand my expertise

So now I’m focusing on identifying the blanks I can fill in for George Washington Adams, along with any information that could use more substantiation. I’m writing down mysteries, starting with those swirling around this second great grandfather (there are a few), and then I’ll look at how I might make tree stronger, bushier, and/or taller. I’d like to do a lot of that this week because next week I want to focus on scheduling the trip and contacting repositories.

I literally think the words “let it be easy” to myself probably four times a week. But for some reason, I hadn’t applied them to this trip. I’m feeling much better now that I have. I’ll keep you posted on how that goes!

Just say no to “should”

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It’s natural to ask about questions about organizing (your genealogy or anything else) that start with the word “should.” Should I organize my documents this way or that way? Should I store things here or there? Should I focus on this or that?

When I try to answer a question that starts with should, the answer is almost always, “It depends.” Because it’s all about what will work for you.

I encourage my clients (and anyone else who will listen to me) to let go of the word should. And to also let go of asking questions that start with, “What’s the right way to…” or What’s the best way to….”

Because here’s the thing: I can’t tell you what you should do. Only you know what’s right for you. It can be much more beneficial to think in terms of what you’d like to do, or what you think will work best for you, rather than what you should do. Especially when it comes to organizing your genealogy research, the thing you should do (in my opinion) is the thing that works well for you and that you can keep up.

For example:

  • Maybe you’ve always heard that you should store your paper documents in binders, but you have trouble keeping up with that. Let go of that should and consider using file folders or scanning your documents.
  • Maybe you think you should print every document for the sake of posterity but you’re overrun with unfiled paper. You can let go of that should, particularly if your electronic documents are already organized.
  • Conversely, maybe you’ve heard you should scan every bit of paper and store files electronically, but you’re overwhelmed by the prospect. Bye bye, should. You can let your paper files be sufficient. Or just start storing new files electronically and leaving your papers unscanned.
  • Maybe you’re told you should keep a research log, but you just can’t get yourself to do it. A research log can be hugely beneficial. But don’t beat yourself up if you don’t have one just because you think you should.

In other words, set yourself up for success and do what works for you. Decide what your priorities are (accessibility for you, accessibility for others, ease of use, etc.) and focus your organizing systems on those priorities. Don’t do something just because someone told you you should if it doesn’t seem like it will work for you.

All that said, there are some genealogy shoulds that I think you should pay attention to:

  • You should cite your sources so you can find them again and know where your facts came from (but you don’t have to cite them perfectly if that’s getting in the way of citing them at all).
  • You should back up your electronic data in case of a crash. (I use an external hard drive and automated cloud storage.)

Genealogy is supposed to be fun. Don’t let the shoulds drag you down. Make your own choices and own them. And keep yourself open to new ways of doing things. (See what I did there? I told you all sorts of things I think you should do, without using that word. Take what works for you and let go of the rest.)

[I initially published this post on May 17, 2016 with a different title. I came across it on my blog recently and liked the message so much I wanted to share it again for newer readers.]

Overwhelm rears its ugly head

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In the past, I was easily overwhelmed by my genealogy research. As my tree grew, so did my opportunities for research. I would sit down to research with no idea what to work on. A few years ago, I implemented a quarterly plan, where I would focus on one line per quarter, which helped narrow things down. That helped somewhat.

My focus got better when I implemented a few practices:

  • I decided to focus on one line (my Adams line) all year. That was last year, and this year, I’ve been sticking with the Adams family.
  • I started keeping an informal research log. At the end of each session, I write down next steps.
  • I consistently research every day, even if it’s as little as 15 minutes. That keeps my head in the game and means I don’t have to refamiliarize myself with my research at the beginning of the session.

Things were going along very well for the last six to nine months. Then I went to RootsTech.

The double-edged sword of being focused is that you get a lot done, but you have blinders on about other avenues or opportunities for research. RootsTech stripped off those blinders and I took lots of notes about possible things to research. I also came back from the conference with a busy client schedule and not as much time for research.

The result? I feel like I’m floundering a bit. I’m still researching daily. I’m still writing down next steps, but I’m a bit all over the place.

So today, I’m resolving to regain focus. My intention is to do that by choosing a project I can complete in a reasonable amount of time, one that has a clear start and finish. I have a bunch of unprocessed documents in my Surnames folder. As part of my digital workflow, I’m supposed to process all documents as I download them, but when I was at the Family History Library right before RootsTech I wasn’t able to do that. I’m going to focus on extracting data from those documents and filing them properly. In the case of the handwritten deeds I downloaded, I’ll also transcribe them.

I’m already feeling better because I have a focus, I know what I’ll be working on and I’ll be doing so systematically until I finish. When I come across other leads, I’ll write them down in my follow up folders in Evernote. (I keep follow up folders by surname in my Genealogy stack.) I’m hopeful that by the time I finish with this project I’ll have my mojo back and be able to stave off those feelings of overwhelm!

Keep your eyes out for a new 30 x 30 challenge in April. I’m going to need one!

Unmodified photo by Chris Duglosz via Flickr. Used under Creative Commons License.

Keeping track of my progress

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Keeping track of genealogy researchThis year, I’ve been focusing on one family line, the Adams line. I’ve been trying to gather as much information as possible not just on my direct-line ancestors (my focus in past years) but also on the siblings of my direct-line ancestors. It’s fun and fulfilling. But it’s also a bit overwhelming because there are so many people I can’t remember all of them.

I keep track of everything in my family-tree software, Reunion. But I also like having an at-a-glance summary of where I stand in my research on each person. Three years ago, I created a progress chart, which had a series of tabs on a spreadsheet in which I marked the documents I had found on each of my direct-line ancestors. That worked pretty well and gave me an at-a-glance summary I craved.

I find myself wanting a similar chart for all my research subjects, including the collateral lines, and I’m struggling with getting my arms around that. Part of my problem, I think, is that I want to be able to see everything at the same time, which is challenging when your family tree’s branches stretch wide.

Here’s what I’ve settled on. I’m creating a single spreadsheet for all the data I’m looking for for each family group (B/M/D, censuses, newspaper, military, wills, land, etc.). In my previous progress chart, I’d had all my direct-line ancestors listed on each sheet, with a separate sheet for each type of data. In this new chart, I have all my data types across the top, with a row for each member of the family group. I have a separate sheet (a tab) for each family group. I decided to start with my parents in the first sheet and work back in time by generation.

I’ve spent a little time with it and I think it’s going to be really helpful. As I started filling it out, I paid attention to how it made me feel and I had two conflicting feelings:

  • Overwhelm because there are so many people to enter into it and so many data types to research
  • Excitement as I realized how many opportunities for research there are

I think the key to making this useful and not overwhelming is putting one family group on each sheet. That narrows the focus and allows me to see what I have and what I can still research. It also helps me avoid feeling overwhelmed.

Having each family group on a separate sheet makes it easier to fill out the chart initially as well. I ordinarily enjoy filling out forms and updating progress charts. But this one was so large it felt like it might turn into a big exercise in tedium. So if I take it one family group at a time, it feels like fun, not drudgery.

I’ll keep you posted. Once I have it in shape where I think it might be useful to others, I’ll blog again and offer to send it to anyone who might want to use it.

If you have a similar chart and/or have any suggestions for mine, please share in the comments. I’m all ears!