When it comes to parenting in the 21st century, schools, teachers, and even other parents often default to thinking one person—and let’s be honest, it’s often the mom—is the point person for all communication and coordination. But honestly, that’s not always the reality, and it definitely wasn’t for us.
Years ago, we realized that if we were going to keep our heads above water with the constant stream of school forms, synagogue updates, doctor’s appointments, camp sign-ups, and birthday parties, we needed a better way of doing things. We needed systems that weren’t solely reliant on one of us holding all the information in our heads.
A while back, I started writing about the challenges of lead parenting and the clash between old-school parenting expectations and our modern lives. We’ve continued to adapt how we tackle parenting and the never-ending executive functioning challenges. And we’ve done it using simple, free (or pretty cheap) Google tools.
Here’s what’s worked for us:
One Family Google Voice Number
One of the first things we did was set up a Google Voice number that rings both of our phones. Whether it’s a call from the school nurse or an update from camp, whoever is free first can grab it. Plus, text messages go to both of us. It completely eliminated that “Did you get the message from the principal?” panic. We still touch base with each other to make sure nothing slipped through the cracks. However, just seeing the call or text come in allows us to quickly loop each other in on what’s going on. A minor tweak made a huge difference in our daily lives.
Shared Email Addresses — And Why They’re Game-Changers
We created a shared family email address for everything related to the kids – school stuff, camp info, synagogue updates, doctor’s reminders, and sports leagues. We set up forwarding to ensure essential emails weren’t lost in the shuffle, so all those messages also land in each other’s mailboxes.
As things evolved – especially with schools now needing unique emails for signing documents – we even added a second shared Gmail address specifically for school communications. We learned the hard way that our custom domain sometimes triggered unsubscribes, so Gmail became our reliable solution.
This setup has been a lifesaver for birthday parties and b’nai mitzvah invitations. While most parents try to email both of us, it often leads to confusion – duplicate RSVPs, missed details, or messages sent to the wrong person for logistics. Having one central email address means one invite, one RSVP, and way less confusion.
Color-Coded Shared Calendars
Each of our kids has their own Google Calendar, and we’ve color-coded them so it’s easy to see who has what going on at a glance. We also have shared calendars for family-wide events, our work commitments, and even meal planning (though, honestly, the kids still prefer the dinner pics we share on the blog or in our family WhatsApp group!). As the kids age, they add their activities and events to their calendars. This has been invaluable for teaching them planning, responsibility, and those crucial executive functioning skills as they move towards more independence. Doctor’s appointments go straight onto their calendar, and if one of us needs to be there, we block off our work calendars accordingly. It’s been useful for teaching them how to manage their time and stay organized.
Shared Family Photo and Document Storage
We recently expanded our Google Workspace account to create a shared family storage space. We initially intended it just for photos, but it’s quickly become where we keep all our shared documents – from those endless medical forms to school paperwork and even our travel itineraries. Everyone in the family has access, making it much easier to stay organized and find what we need when we need it.
More Google Tools
Technology never stands still – and neither does parenting.
We’re constantly learning, tweaking, and figuring out new ways to use digital tools to make our family life run a little smoother. Using Google’s simple (and often free) systems has really given us a way to share the mental load, encourage independence in our kids, and stay connected as a family, without one of us feeling like we’re carrying all the weight.
And at the end of the day, that’s what it’s all about for us.
Now, we’d love to hear from you! What are your go-to parenting and executive functioning hacks? Do you use Google tools or something else? What digital tools or simple systems have made a real difference in your family? Share your tips and tricks in the comments below – we’re always looking for new ideas!
