Keep your genealogy research on track and organized with systems and checklists. Save time and find your ancestors more efficiently!
I’ve mentioned my fondness for Fixer Upper and Joanna Gaines before—there’s a surprising overlap between genealogy and DIY home shows.
Let’s talk about the best cupcake I’ve ever had: a campfire s’more cupcake filled with chocolate and topped with a toasted marshmallow, bought at the bakery in the Silos in Waco, TX.
I have a bit of a sweet tooth—I blame the ancestors.
When my daughter and I arrived at the bakery, a long line wrapped around the building. We joined the end, prepared to wait. The line moved quickly. Before long we were each enjoying our chosen cupcakes.
Watching the line move, I noticed the bakery staff had an incredibly efficient system for processing customers.
Efficiency. That’s the secret to a busy bakery—and it’s the secret to better, more efficient genealogy research.
Systems. Workflows. Repeated steps so nothing is overlooked.
At the cupcake shop, everyone in line received an order form to fill out while waiting. The day’s flavors were listed and we checked off what we wanted. At the counter the cashier processed the order and payment. Then we moved to the pickup area where our boxed cupcakes were ready. A simple, repeatable workflow kept the line moving and customers happy.
Genealogy Systems, Workflows and Checklists – Create Your Own!
Do you research whenever you have a few spare minutes, without a plan? Or do you follow a consistent process each time you track an ancestor?
By creating your own genealogy research workflows or systems, you can be as efficient as that cupcake shop—and still have time to enjoy a treat.
What does a genealogy workflow look like? Here is a sample of how I work at the computer and my typical workflow:
- At the start of a research project, create a research plan.
- At the beginning of each research session, review the research plan.
- Search for the needed record(s).
- Record the source citation first so you don’t forget it later.
- Read and analyze the record.
- Download the record.
- File the record.
- Add the record to the family tree if applicable.
- Repeat these steps for each record.
At the end of the research session:
- Review your findings.
- Update the research plan.
My workflow intentionally begins and ends with the research plan. That structure keeps projects focused and prevents wasted effort.
Your workflow may differ—and it should reflect what feels natural to you. The important part is consistency: a system you actually use.
Using a system increases your efficiency and productivity. Your notes stay organized, and you reduce the chance of overlooking sources or getting lost down a rabbit hole.
Tips To Create Your Own Genealogy Research Workflow
- Observe how you currently research over several sessions. Do you follow a routine? Do you file records the same way each time? Note the habits that feel comfortable—they’re the building blocks of your system.
- Write down those regular research activities you already perform.
- Identify trouble spots. Do you lose track of where you filed documents or repeat searches you’ve already done? Target those areas for a specific workflow or improvement.
- Write your workflow down and post it where you can see it. Use it every time you research.
Adopting a new system takes intention and time. Expect some awkwardness at first—give the process time to become a habit and tweak it as needed.
Tools for Creating Your Workflow
You don’t need much to create an effective workflow. Consider these simple tools:
Paper and Pencil
Old-school can be the easiest. Jot your workflow on paper or a sticky note and keep it nearby while you research.
Trello
Trello is a project-management app that works well for planning research and tracking progress. It syncs across devices, making it convenient for research on the go.
Google Keep
Google Keep functions like digital sticky notes. It’s a lightweight place to store workflows and reminders, and it also syncs across devices.
Genealogy Research Checklists
Adding checklists to your workflows helps ensure you don’t miss critical details. A checklist is essentially a compact workflow you can use repeatedly.
Examples of useful checklists:
- A census checklist for each census year
- A genealogy sources checklist
- A completed searches checklist
- A checklist for analyzing a document
For example, a census-analysis checklist prompts you to extract consistent details from each record so nothing is overlooked.
With clear workflows and checklists, you’ll avoid repeated work and missed sources. Use the examples above or design your own—there’s no single right way. A system that works for you and that you use is a good system.
Back to the cupcake…
It truly was the best cupcake I’ve had, though the sugar crash that afternoon was rough.
Other posts of interest:
- How Joanna Gaines Made Me a Better Genealogy Researcher
- How To Create A Genealogy Research Plan
- A Complete Guide: Creating Your Genealogy Research Plan With Trello!