So, in the crazy-busy season of summer holidays and all the end-of-school “festivities” (annual testing, awards ceremonies, field days, summer camp registrations, etc.) I’m reminded again how glad I am that we’ve worked out a maintenance record-keeping system that is quick, easy, and efficient when I don’t have the time (or inclination) to go through the piles of paperwork that need filing in our home office. We’ve developed a system for using Google Calendar to track certain important information and events in our farm management–backed up by paper and digital records–so that with a cell phone or tablet we have the information right at our fingertips in just moments, no matter where we are.

And honestly, this system could be useful for most of your home management records, whether you’re farming or not!

Why use a calendar instead of spreadsheets or paper?

Well, first off, I think you can use any reasonable calendar app. Google is free, but you can also use Microsoft Outlook the same way. I’m sure there are also other apps that would do it, but I use those two daily and know they function basically the same.

But why use a calendar app at all? Why not spreadsheets or more detailed farm management tools?

First I’ll say that we also use spreadsheets and good old paper files for certain information. I wouldn’t suggest that this calendar system can replace all your record keeping. But I will say that it is quick, easy, free, and can accomplish a large percentage of what a small farm or homestead might need.

• It automatically tracks the date and time with each entry without extra notations.
• It allows you to add as much or as little information on the item as you want.
• Information can be added immediately so it’s not forgotten or lost.
• You can go back and add items, events, or information later.
• It’s completely searchable in moments, wherever you are.
• It can be shared by multiple users across multiple devices.
• Google is available on all technology platforms. (iOS, Android, etc.)
• You can set reminders and recurring appointments. (A huge plus for maintenance schedules, but I’ll get into that later…)
• You can print and save the information for later.
• If you’re really savvy, you can attach documents to the calendar event to keep even more details all in one place. (Although you just cross into not quick and simple anymore). {smile}

What farm information do you track using Google Calendar?

Here’s a sample list of the things we use it for, and I’m sure there’s more!

• Maintenance and repair of vehicles
• Maintenance and repair of equipment, tractors, and trailers
• Inspection, registration, licensing, and other fees on vehicles and equipment
• Tax payments and insurance payments and policy dates
• Large equipment, feed, or livestock purchases, sales, deliveries, and/or pick-ups
• Routine livestock care like worming, vaccines, shearing, hoof trimming, etc.
• Breeding schedules, including exposure days, gestation calculations, and estimating lambing schedules
• Vet visits
• Major weather events like tropical storms, hurricanes, or noreasters
• Major pasture rotations
• Major building maintenance projects (like painting the barn)

Now, most of these items will have critical associated paperwork, like invoices or receipts, and using a digital calendar will not replace the need to have a safe place to file the paperwork. We use simple filing baskets under our computer desk to hold about 2 years at a time–then records are transferred to our regular home office filing cabinets. But the calendar app on your smartphone or tablet lets you have a quick summary of information at your fingertips. And if you don’t get caught up on your filing until tax time…well…you still have what you need!

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How do you track farm records in Google calendar?

Here are the nuts and bolts of the process, and why I said we’ve worked out a system. The functionality for you, as the farmer, is really based on the search features, so it deserves a little forethought if you want it to really be efficient for you.

1. Create a New Event. You can do this either by double-clicking in the date you want to add the event to, or by clicking the red CREATE button.

Start Entering the Info You Want to Have Available

You want to think about what is searchable and what is helpful. I’ll talk about searchable entries in a minute, but remember that your search function works on the words you type in, so use keywords you would use for searching later. When it comes to being helpful, what is the info you’re most likely to need if you’re at the parts store or County tax office, on the tractor in the field, or talking to the repair shop or insurance agent on the phone? Jot down that stuff! 

Add Repeat Events as Reminders

If you click “Repeat” you can set up a reoccurring event to schedule things like oil changes, sheep wormings, payments, vehicle inspections and tag renewals, and pet vaccinations. 

Add Organizational Details

Depending on how much you use your calendar you can use color-coding, add attachments, and schedule reminders for yourself. I use reminders (“notifications”) more than anything else. Reading any attachments other than pictures can be difficult on a tablet or smartphone, so I don’t use that feature much other than occasionally snapping a picture.

After you’ve done it once or twice, it doesn’t even take a whole minute to add an event to your calendar. And with a smartphone, you can add it right where you are–so I can add info into a repair note while in the garage looking at the parts box. I can add an oil change and grab the mileage while standing in the driveway waiting for the oil to drain. It’s super convenient.

How do you use the SEARCH feature?

The search feature is the key to making this tool really efficient for farm records. You type in your search keyword, and every “event” that you’ve created with that keyword comes up in chronological order. In seconds. Then you double-click the one you want the details on and whatever you entered is right there.

Want to know if you’re shearing earlier or later than two years ago? Search “sheep” or “shearing” and BAM, there it is. What to know how old the tires on the farm truck are (because it feels like you just replaced them!)? I would search “GMC” and all the maintenance records would pop up by date. Can’t remember if you changed the air filter last time you did an oil change in the tractor? I can look that up for Mr. Fix-It in 3 clicks.

This is where we had to develop a bit more of a systematic approach. Who knew we would own 3 different “dodge trucks” in the span of 12 years? Confusion reduces the value of the tool.

Here are a few simple tips we implemented to make it work well for our small enterprise…

• Title maintenance and repair entries with the vehicle or equipment YEAR, MAKE, and MODEL rather than the action (then search by entering the year, make, and model to narrow your return list).
• Note the business name of where/who did the repairs–particularly if not in the home garage (in case you need to follow up on the service work).
• Note mileage or working hours when adding maintenance and repair records (then you can track your part lifespans and match to product warranties as needed).
• Note which side/exactly which portion (ie “passenger side” or “exhaust from the muffler to rear”) of work was done (so you know if a repair is a repeat).
• Note where parts were purchased (so you can return them, or return them because you know they carry what you need).
• Note part numbers (not necessary for everything, but definitely for any parts which tend to be difficult to find or often provided by mistake).
• Title livestock events with the name of EACH SPECIES involved rather than the action, to make searching easier (you can put details of exactly which animals, if needed, in the notes section).
• Go back and add check #s and payment dates for things like taxes, registrations, etc. (this is particularly helpful if you’re at a business office and need to refer to it).

A quick word about using multiple separate calendars…

This is a great function in Google and Outlook and I use it to keep our family calendar separate from my work calendar. But it can get confusing REALLY fast and there’s always the chance that you’ll enter an event in the wrong calendar and then not be able to find it later–been there, done that! So we’ve reduced our system to a work calendar for me, a work calendar for Mr. Fix-It, and a home calendar for everything farm, home, and kids. We use a very simple color coding system to differentiate a little bit. Green for all things farm and animals, blue for all things people and family members, and yellow for all things imported from Mr. Fix-It’s work calendar. I also use paper calendars for “planning” work, like my blog and our family unit studies. I don’t put those on our digital calendars, which reduces clutter significantly.

What type of long-term record-keeping system do you use to be able to search and plan for maintenance, repairs, and repeating management events? Or for your home records and maintenance? I’m just starting to use the same functionality for tracking and scheduling our home maintenance (filter changes, roof repairs, painting the porch, etc.) and it’s been quite helpful.

Starting a Small Farm: LAND

Starting a Small Farm: BUILDINGS and SHELTERS

Starting a Small Farm: FOOD and WATER

Starting a Small Farm: HEALTH and WELLNESS (with printable!)

Starting a Small Farm: CHOOSING LIVESTOCK (Part 1) and (Part 2) and (Part 3)

Starting a Small Farm: THE HOMESTEAD GARAGE

Starting a Small Farm: SMALL FARM TAX BINDER

Starting a Small Farm: USING GOOGLE CALENDAR FOR MAINTENANCE RECORDS