Preparing for the Big Move: How to Stay Organized

Moving Tip: As a pilot’s wife who has moved from Macao to Italy and now Qatar, organization is key.

Moving internationally is no small feat, especially when you’re managing not just a household but also a family that’s always on the go. As a pilot’s wife, I’ve learned that staying organized is crucial to making these big transitions as smooth as possible. Over the years, moving from Macao to Italy and now preparing for Qatar, I’ve developed strategies to stay on top of the chaos. Here’s how you can stay organized when preparing for the big move, plus a few helpful tips and tools that made a world of difference for us.

1. Create a Master Packing Checklist

First things first: pack like a pro! Moving to a new country means packing up your life, and a well-thought-out checklist will keep you on track. I like to break my packing list down into categories so nothing gets overlooked. Here’s a glimpse into my personal checklist for big international moves:

Packing Checklist:

Important Documents:

Passports, visas, work permits
Birth certificates, marriage license
Medical records
School records (for the little ones)
Insurance papers

Clothing:

Seasonal wardrobes (make sure to check the climate in your new country!)
Pilot uniform and work essentials
Kiddo’s everyday and formal wear

Electronics:

Adapters and converters (you’ll need them, trust me!)
Laptops, tablets, and chargers
Entertainment for long flights or road trips

Household essentials:

Kitchenware (pots, pans, utensils)
Linens (sheets, towels, blankets)
Basic cleaning supplies (you’ll want to get your new place in order quickly)

Personal Items:

Photos and sentimental keepsakes
Favorite toys for the kids
Everyday toiletries

While I try to keep things minimal, moving with a family means you still need quite a few essentials on hand, especially for the first few weeks in a new country. That’s where staying organized really matters!

2. Managing Household Essentials During an International Move

When you’re moving from country to country, one of the biggest challenges is figuring out what to take, what to sell, and what to leave behind. Having lived in places as diverse as Macao and Italy, I’ve learned that some things just don’t need to make the trip—while others are absolute must-haves.

How I Manage Household Items:

Declutter Before You Pack: Before each move, I go through a massive decluttering session. I ask myself, “Do I really need this in Qatar?” If not, it’s either sold or donated. (Goodbye, bulky winter coats—hello, desert weather!)
Shipping vs. Buying New: Shipping can be expensive, especially for larger items. I tend to leave behind heavy furniture and buy new pieces once we’re settled in our new home. However, I make sure to bring along essentials like kitchen gadgets and electronics that are either expensive to replace or hard to find in the new country.
Kid’s Items: Frank’s essentials always come with us—whether it’s his favorite toys, clothes, or comfort items. While moving to a new country can be exciting for adults, little ones need the familiar, so I always keep that in mind when packing his things.

3. Tools & Apps to Keep You Organized

The logistics of moving internationally can quickly become overwhelming, especially when you’re also juggling a toddler and your husband’s unpredictable pilot schedule. Thankfully, there are a few tools and apps that have been lifesavers during our moves.

My Go-To Tools for Staying Organized:

Google Keep: I use this app for making and sharing to-do lists with my husband. Whether it’s keeping track of documents, household items, or even last-minute tasks, Google Keep allows us to stay on the same page no matter where in the world we are.
PackPoint: This app is amazing for creating customized packing lists based on where you’re going, how long you’ll be there, and what the weather will be like. It’s great for those of us who often forget to consider the local climate when packing!
Trello: For managing the overall move, I rely on Trello boards. I create different boards for different tasks (e.g., “Packing,” “Documents,” “Things to Sell/Donate”) and use it to track our progress in real-time.
Google Drive: I keep all our important documents saved here, with scanned copies of passports, visas, and medical records. This has been incredibly helpful when things go missing during a move or when paperwork needs to be accessed quickly.

4. Create a Moving Binder

Along with digital tools, I keep a moving binder with printed copies of everything important. This includes:

Flight information
Lease agreements (for both our current and new home)
Contact info for moving companies, real estate agents, and any friends or family who might help along the way
Visa applications and embassy details

Having a physical binder gives me peace of mind—especially when traveling with family and navigating airports, customs, and new living arrangements.

Final Thoughts: Staying Organized as a Pilot Wife

With my husband’s unpredictable schedule as a pilot and a toddler in tow, staying organized during a move has become second nature. Whether it’s managing essentials across time zones or packing efficiently for a family on the go, planning ahead and staying organized has made each transition smoother.

Our upcoming move to Qatar is no exception, and while we’ve learned a lot from our moves to Macao and Italy, every new adventure presents its own challenges. With the right tools, a solid plan, and a calm, organized approach, moving doesn’t have to feel overwhelming. After all, as a pilot wife, flexibility and adaptability are just part of the journey!

What are your go-to tips for staying organized during a big move? Let me know in the comments!