My Key Spouse Folio

Today I want to share how I organize information that directly relates to the volunteering I do with my husband’s squadron. Why? Because I was looking for inspiration and found zero for Key Spouses. So here I am filling a perceived void.

Vocabulary – The Key Spouse program is an Air Force initiative that connects family members to their spouse’s leadership. An Air Force Key Spouse is similar to a Navy Ombudsman, or an Army’s FRG Leader. It’s a military-specific volunteer opportunity.

If you are a KS, please continue and let me know what you think! If you’re thinking about being a KS and want to duplicate my organization, give it a go and let me know how it works or doesn’t work for you.

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

Disclosure: This post contains affiliate links that help support LadyJupiter.com, you understand.

Key Spouses are tasked to communicate and to protect information, but there are few specific rules or official guidelines to manage said information. In initial orientation we were told to find a way to manage information…but no examples provided. My class was given blank legal pads in basic folios, but it’s neither my style nor mandatory – so I was eager to do something different, but didn’t know what I wanted.

So I brainstormed and decided to fall back on my favorites; a Moleskine, washi tape, and post-it notes (easy shopping links below).

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

Be advised that not all squadrons are the same; so my situation may be very different from yours. Mister Jupiter’s squadron is small, so I only keep the contacts for fewer than 100 families. About two thirds are static permanent party  and the remaining third changes every six months.

A binder seemed like too much, but a clipboard felt inadequate. I realized that some of my favorites are favorites for a good reason, so I found my favorite Moleskine and got to work with washi tape.

So the parts are

My Moleskine is organized into six sections

  1. Permanent Party (group one of two)
  2. Note space for new babies and meal trains
  3. Permanent Party (group two of two)
  4. Transient members
  5. (Blank for now)
  6. Past transient members

Since the squadron is small and ever changing, I decided to keep the information on Post-It Notes that I start in the front when the family is new to the squadron. This way the front of my Moleskine will always (and easily!) contain the newest information, and when people are no longer in the squadron I simply move their contact Post-It to the back of the Moleskine.

Right now the only time I directly press ink into the Moleskine is in the note section that I reserved for new babies and meal trains. Everything else is flexible and made to move. If my sections don’t work I can adjust the washi tape later, or remove the page entirely.

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

Lastly, I keep this Moleskine and related Key Spouse Program information in a zippered folio. I like this folio because the size is perfect for me, it has many pockets, and best of all – zips closed and has a handle built into the spine. I have another one that carries my modified editorial calendar and uniball gel pens, it holds up well. Of course you don’t need a folio, but they easily keep the related objects together and are easy to move as needed. Conversely a gallon zip top freezer bag would work just as well, it just isn’t as pretty and doesn’t have pockets.

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

Q. What if the Post-It Notes fall out of the Moleskine?!
A. Good question! This Moleskine lives in a zippered folio when I am not using it, so any flighty papers will be easily contained. So far I have not experienced this issue, but if any Post-It Notes lose their tac, I will reinforce said note with transparent tape – I keep several rolls handy.

Q. What happens when you leave that squadron?
A. We’ll move, and the Moleskine will move with me. I will keep the information that I collected because it’s my responsibility to keep. In the future I will probably start shredding or burning the outdated info. I will likely show the next Key Spouse my organization if they are looking for ideas, but I will not press my ways unto them.

Surprise update! This original folio needed to change, so I changed it. Click here to see Version Two – and get the free printable contact sheet.

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger

How I organize my Key Spouse folio. Handy for anyone who wants to use a Moleskine for info that changes often. #moleskine #journal #keyspouse #milblogger



 

Author: Tracey

Tracey has a bachelor’s degree in Technical Writing from the University of Arkansas at Little Rock. She has one amazing husband and two fluffy beasts.

Join the conversation

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s