How to Organize a Meal Train

Meal Trains are a great way to offer help.  The coordination is now easy to manage through simple easy tools like mealtrain.com.

Here are some helpful tips:

Cool it on the casseroles and limit the lasagna! How to organize a meal train that your friend actually wants to eat.

Let’s face it, casseroles and lasagna are the perfect make-ahead dishes for a meal train, but there’s only so much of them that one person can possibly eat. One of the most helpful things you can do for a sick, care-giving or grieving friend is to organize a meal train. With a little extra thought and planning, you can organize a meal train that is both helpful and a big hit. 

Get Input from the Recipient:

Not everyone loves surprises, and a meal train is definitely not the time to roll the dice.  Potential food allergies and dietary restrictions make it critical that the organizer and recipient communicate closely during the planning process. Plus, what’s the point of a meal train if it doesn’t include anything the recipient actually enjoys eating?

Ensure variety with a detailed sign-up sheet:

All cheesy goodness aside, no one wants mac and cheese five days in a row. Utilize a clear and detailed sign up system so volunteers can avoid being repetitive. The sign up can be home-grown (on a shared google drive spreadsheet or similar) or through one of many specialized meal-train websites and apps. (Research and insert links here)

Eliminate the “What’s for dinner?” debate.

We all know that sometimes deciding what to make is half the stress of meal prep. Picking a menu takes the pressure off deciding what to make.  Plus, it ensures that the recipient will end up with food that she actually wants to eat. Include a list of desired meals on the sign up sheet. You can pre-assign each dish to a particular date, or leave it a bit more flexible. 

Allow for creativity:

While setting a menu has benefits for the recipient and the participants, be sure to leave some room for creativity and flexibility. Many friends have a go-to dish that they will want to contribute. When something is in their comfort zone, they are more likely to participate. And while many friends will appreciate the meal planning guidance, others simply won’t want to be told what to cook. When setting the menu, consider leaving 2 or 3 meals per week as “free choice”. 

Keep it Simple:

If the recipient finds herself monitoring a rising soufflé or scrubbing a stack of pots and pans at the end of the night, your plan has gone off course. When choosing meals, consider the ease of storage, reheating and clean up in addition to taste. The idea is to simplify things for the recipient, not create additional work.

Make it easy for non-cooks to participate:

For many of us, especially the cooking-averse, signing up for a meal train can be very intimidating. After all, no one wants to feel judged for their lack of prowess in the kitchen when they are just trying to help out. And when we have a friend in need, the last thing we want to do is torture them with our sub-par cooking. 

By including items that can be outsourced on the sign up list, everyone can find something they feel confident to contribute. Ask the recipient for a list of their go-to prepared grocery store meals and their favorite types of takeout. If you live in an area served by Postmates or Uber Eats, their gift cards are a great option. 

Don’t forget the snacks!

Meal trains are not just about dinner. Ask friends to include a snack when signing up for their meal. This is particularly helpful for families with kids because, let’s face it, they often eat more at snack time than actual meal time. But grownups love snacks too, so be sure to throw in something easy to for them to enjoy. Similarly, if you have a great idea for an easy breakfast or lunch time treat- add it to the list! 

Details, Details:

While the menu design and cooking is the fun part, making time for logistics is critical for success. How will the meals be delivered? Does the recipient have a preferred time for drop off? Perhaps a cooler can be set out on the porch or other shady spot, and deliveries dropped inside during a designated window. Set up a system for reminders too so that no one is left in the lurch (many meal-train apps already have this feature).  

Set expectations for deliveries:

While the meal-giver might want to combine it with a quick social call, this well-intentioned gesture can place an additional burden on the recipient. Simply being ready and presentable to come to the door to greet friends at a designated time is often a huge challenge during tough times. For many situations, a no contact drop-off is best.

Follow-up:

Be sure to check in regularly with the meal recipient to get feedback. How are things working out? Is she getting enough food? Too much? Is there anything that would make things more enjoyable for her? She might be hesitant to comment so make it clear that you want her honest feedback.

 

Congrats.  You are ready to set-up a meal train!