Checklist: Organizing People, Routines, and Support

When caregiving responsibilities arrive suddenly—or slowly increase over time—having a care plan helps you stay grounded. This checklist is designed to help you organize helpers, communicate clearly, and ensure your loved one’s daily needs are met without burning out.

Step 1: Identify & Organize People Who Can Help

Start by mapping out your “care team.” Think beyond family—many people are willing to help if you ask with a clear task in mind.

Family & Friends

•  List all family members and their strengths (i.e., logistics, medical knowledge, availability)

•  Identify a primary point of contact/coordinator

•  Ask who can help regularly vs. occasionally

•  Create a group contact list (names, emails, phone numbers)

Neighbors & Community Connections

•  Identify neighbors or friends who live nearby and are willing to check in

•  Ask about transportation help (rides to appointments, errands)

•  Find out if any friends can offer companionship or social visits

Community Volunteers & Support Networks

•  Contact local senior centers, churches, or synagogues for volunteer programs

•  Look into friendly visitor programs through Eldercare Locator

•  Check for local respite care services or support groups for caregivers

Step 2: Set Up a Communication Plan

Clear, consistent communication prevents confusion, missed appointments, or duplicated tasks.

Communication Tools

•  Choose a group text or messaging app (e.g., WhatsApp, GroupMe)

•  Set up a shared calendar (e.g., Google Calendar, CareZone) for doctor visits, meal prep, errands

•  Create a caregiving binder or digital folder with essential info everyone can access

Family Meeting

•  Schedule an initial family meeting to review your loved one’s needs

•  Define caregiving roles (who does what and when)

•  Revisit and adjust responsibilities monthly or as needs change

Information Sharing

•  Keep emergency contacts visible and share with all helpers

•  Designate someone to handle medical communications or attend appointments

•  Keep a notebook or shared document for caregiver notes and observations

🗓 Step 3: Organize Daily Routines

Having a basic routine helps your loved one feel safe—and makes things more manageable for caregivers.

Morning Routine

•  Wake-up time and morning hygiene

•  Medication schedule

•  Breakfast and hydration

•  Dressing (do they need assistance?)

Midday Routine

•  Lunch and snacks

•  Scheduled rest time or activity (walk, puzzle, etc.)

•  Appointments or errands

Evening Routine

•  Dinner and evening medications

•  Bathing or bedtime prep

•  Wind-down activity or check-in call

Weekly/Recurring Tasks

•  Grocery shopping

•  Laundry and housekeeping

•  Medication refills

•  Social visits or outings

Tip: Use a printable care schedule or planner template to keep routines consistent.

Step 4: Assess Home & Personal Safety

A safe environment prevents injuries and reduces anxiety for both the caregiver and the care recipient.

Home Safety Checklist

•  Remove tripping hazards (clutter, loose rugs, cords)

•  Install grab bars in bathrooms

•  Ensure good lighting throughout the home

•  Post emergency numbers near the phone

Fall Prevention

•  Assess mobility (walker, cane, wheelchair needed?)

•  Use non-slip mats in the bathroom and kitchen

•  Encourage safe footwear

Medical Alert Options

•  Consider a wearable medical alert device (especially if your loved one is alone often)

•  Ensure they know how and when to use it

Step 5: In-Home & Professional Care Services

Even a few hours of professional help per week can offer relief and consistency.

Explore Local Services

•  Visit Care.com to find local caregivers for meal prep, bathing, errands, companionship

•  Look into CareCentrix for care coordination and benefit coverage

•  Use Eldercare Locator to find services like transportation, adult day programs, or in-home support

Respite Care

•  Schedule short-term relief (a few hours or a weekend off) to rest and recharge

•  Contact ARCH National Respite Network to find programs in your area

Insurance & Benefits

•  Contact your loved one’s insurance provider about covered home health benefits

•  Verify eligibility for Medicaid waiver programs or veteran services if applicable

Step 6: Emotional & Mental Wellbeing—for Everyone

Caring for someone you love is emotional. Don’t forget to check in on your own mental health too.

For the Care Recipient

•  Is your loved one staying socially connected (phone calls, visits)?

•  Are they showing signs of depression or anxiety?

•  Do they need support for memory loss or cognitive changes? (Refer to Alzheimer’s Association if applicable)

For the Caregiver(s)

•  Are you getting enough rest, nourishment, and downtime?

•  Do you have someone to talk to (therapist, support group, trusted friend)?

•  Would a caregiver support group be helpful? (Check with AARP or FCA for local options)

Optional: Create a Caregiving Binder

Keep all essential caregiving information in one place—paper or digital.

•  Emergency contacts & insurance info

•  Medication list & medical history

•  Daily schedule

•  Care team contact list

•  Legal documents (POA, advance directive)

•  Appointment tracker