A collaborative family tree project is one in which two or more researchers work together on the same family tree data. Like any other large undertaking, a genealogy project shared by multiple people goes more smoothly when there is agreement between everyone involved on goals, organization, and logistics.
Establishing guidelines for collaboration ensures that everyone involved understands and agrees with their roles, responsibilities, and the goals of the project. This doesn’t necessarily mean that one person is the “boss”, but rather that everyone knows what is expected from them, and what to expect from others. It allows people to work efficiently, minimizes conflicts, and ensures the accuracy of the shared tree. Some tools that can track progress and keep everyone aligned are: spreadsheets, shared drives, note taking programs, and shared calendars.
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Establishing Long-Term Goals
A successful family tree isn’t just about completing today’s research - it’s about creating an end product that will stand the test of time. Start by defining long-term goals. Are you focused on documenting all descendants of a specific ancestor or tracing direct lines back as far as possible? Is this a one place study, and if so, do you all agree on the land borders, and years of the study Stating or writing down these goals is a good way to make sure that everyone is on the same page.
Additionally, what will the final product look like? Will it be a pedigree chart, a family history book, or a video? Who is the audience? How will you know when the project is complete? These are all items that need to be discussed at the outset
Assigning Roles and Responsibilities
Collaborative projects work best when everyone knows their part. Assign roles based on interests, strengths, and capacity. Some contributors might focus on researching specific family branches, while others might handle sourcing, proofreading, or managing photos.
Keep in mind that individual contributors will have different amounts of time to donate to the project, and that this may affect the timing of the project. By distributing tasks, you ensure that all aspects of the project are worked on without overwhelming any single contributor. Clear assignments also reduce duplication of effort and prevent misunderstandings.
A central log or document outlining who is responsible for what can be invaluable in keeping the team organized.
Get Agreement on Research Logistics
Every researcher has their own methods and practices, but in a group project, everyone needs to agree on the basics. At the outset of the project, the group should set clear expectations regarding research methods, sourcing, and the final product.
A crucial first step is to standardize data entry. Agreeing on consistent naming conventions—such as using maiden names for women or following standardized place names - ensures clarity and consistency. Similarly, using uniform formats for dates (e.g., DD/MM/YYYY) and citations helps maintain the tree's professionalism and accuracy. By documenting sources properly, contributors can validate their research and provide context for future generations.
Additionally, establish a clear process for dealing with duplicates and conflicting information. Will the group come together to verify duplicates, or will it be the specialty of a few who have a lot of experience with that sort of thing? Using tools that flag potential duplicates, like those found on the MyHeritage platform, can simplify this process.
By establishing these ground rules early, you create a shared understanding that guides everyone’s contributions and reduces potential conflicts. Clear expectations pave the way for a cohesive and accurate project.
Handling Sensitive Topics and Privacy
Genealogy research can uncover sensitive topics and controversial events. Establish guidelines for including these details, balancing the importance of accuracy with respect for family members’ privacy. Discuss as a group whether to reveal or omit such information, especially when living relatives are involved. Respect the preferences of family members who may not want certain details shared publicly.
Incorporating DNA data adds another layer of complexity. Agree on privacy protocols for shared DNA results, such as whether to anonymize matches or restrict access to close collaborators. For example, unexpected discoveries, like unknown siblings, should be approached delicately and with sensitivity to those affected.
Discuss how the group can protect the identities and personal information of living relatives in both public and private family trees. Genealogy is about preserving stories and connections, but it must be done responsibly, with care for the feelings and boundaries of all involved. These practices ensure that the family tree remains a respectful and lasting legacy for current and future generations.
Planning for the project’s future also involves ensuring its preservation. This might mean regular software and data backups, using trusted platforms for data storage, and documenting sources to make the tree reliable for future generations. Additionally, consider the eventual transfer of access or ownership. Identify a willing family member or genealogical society to inherit the responsibility of maintaining the tree, ensuring that your work continues to benefit others.
Soft skills
Soft skills are personal abilities that shape how we interact with others, solve problems, and adapt to challenges. They include things like communication, teamwork and time management, making them essential for working on a group project.
Communication
Clear communication is the foundation of any successful collaboration. Agreeing on shared platforms like email, messaging apps, or dedicated genealogy tools ensures everyone stays informed and on the same page. Additionally, make sure that all group members are part of the conversation, and that everyone gets heard. This is especially true when making significant changes to the project, so contributors feel included in decisions and potential conflicts are minimized.
Set agendas, or “To-Do” lists for meetings, so that they stay on track and on time. Genealogists can be very passionate about their research, and a one-hour meeting can easily become two hours if you’re not careful. Think about choosing a different member to host each meeting and keep the discussion on track.
Provide Feedback
Providing constructive feedback is essential for resolving mistakes and ensuring accuracy. While no one wants to make mistakes, they will inevitably happen, and how they are addressed will color how contributors feel about the entire project. Address errors as learning opportunities rather than sources of conflict. Frame feedback in a positive and collaborative way, focusing on how corrections can strengthen the shared project. This approach helps maintain trust and keeps the team focused on their shared goal: building an accurate and meaningful shared family tree.
Celebrate Successes
In all likelihood, this is a volunteer effort, so recognizing the work that is done is key. Acknowledging contributions and celebrating successes are vital to maintaining enthusiasm and energy. Share interesting discoveries or breakthroughs with the group to keep morale high.
Additionally, consider publishing interim findings instead of waiting for a “big reveal” at the end. The group can create a simple website or email group to share the research successes and unfolding family story with a broader audience. Giving credit for each person's contributions, whether it’s new research or meticulous editing, fosters a sense of pride and ownership, and will make the work more enjoyable.
See also
- Focus On: Project Management - Genealogy Stories
Project Management - Wikipedia
- Why You Should Consider A Group Genealogy Project - Heritage Consulting
References