Planning Your Move Abroad, Part 2: Prepare, Prepare, Prepare
- Elizabeth Pinkerton
- Mar 27
- 4 min read
(This is the second post in a three-part series on planning your move abroad.)
"A goal without a plan is just a wish." — Antoine de Saint-Exupéry
In the first part of this series, I introduced the three key phases of a successful move abroad:
➡️ Envision – Defining your vision, assessing your readiness, and validating your assumptions.
➡️ Prepare – Securing visas, handling logistics, and making concrete preparations.
➡️ Acclimate – Adjusting to a new way of life, integrating into the community, and building a fulfilling life in your new country.
And in that post, I discussed the importance of the Envision phase – when you define the vision for your new life abroad and do a reality check.
Now we’ve gone from “I wonder if I could move abroad?” to “Oh wow, I’m actually doing this.” And this means entering the Prepare phase.
In the Prepare phase, you’ll:
Apply for your long-term residence visa
Create a housing plan
Decide what to do with your belongings
Handle a myriad of logistical details
I remember embarking on my own preparations for moving to Spain and thinking, How am I going to make this all happen? But with the right approach, you can stay organized and focused while minimizing stress. Here are three recommendations for successfully preparing for your move.
Establish an Informed and Realistic Timeline
Whether you plan to move within the next 12 months or a few years from now, it’s important to understand the time required for key steps and to build your timeline accordingly. The visa application process, for example, will likely have one of the longest lead times, often taking months to prepare your application and await approval. (You can learn more about the visa process in my 3-step Guide to Spanish Visas.)
In addition, it's critical to determine which items can be completed concurrently and which ones have dependencies (i.e., you can't start y until you've completed x). For instance, you can research shipping companies and get quotes while you are waiting for your visa to be approved. However, you certainly won't put your belongings on a ship until you have your visa in hand!
Lastly, make sure your timeline is flexible to allow for the unknown and unexpected. Your visa, for example, may be approved in three weeks or it could take three months.
How to Create Your Timeline:
Set your target move date. Even if it’s flexible, pick a timeframe to anchor your planning.
Map out major milestones. Work backward from your move date, adding key deadlines.
Identify items with the longest lead times and schedule the task start dates accordingly.
Determine which tasks have dependencies on other tasks and which ones can be completed concurrently.
Build in buffer time for unexpected delays and unknown factors.
Use a Project Management Tool to Stay Organized
When I was preparing to move to Spain, I was inundated with tasks to track, documents to gather, and information to absorb. Using a project management tool to stay on top of it all was my saving grace.
I used Notion, which I loved because it was so flexible. I could create to-do lists, track notes, and link to documents and websites—all in one place. This helped me feel more in control as I planned my move.
There is no one-size-fits-all solution here. But finding what works for you and using it will go a long way toward reducing stress.
How to Use a Project Management Tool for Your Move:
Pick a tool that works for you. It can be as simple as a spreadsheet, a to-do list app (like Todoist), or a project board (like Trello or Asana).
Create categories – Organize tasks into broad sections such as:
Visa Application (documents, appointments, deadlines)
Housing (research, bookings, contracts)
Logistics (selling or moving belongings, travel arrangements, etc.)
Final Preparations (canceling services, scheduling time with friends to say goodbye, etc.)
Set due dates and priorities, track status, and capture important notes and contact information.
Review progress regularly, adjusting timelines as needed.
Keep a Worry Journal
Moving abroad is exciting, but let’s be honest—it can also keep you up at night. I remember random thoughts and questions popping into my head at all times of day. How will I find a dentist? Can I get organic produce in Barcelona? How am I going to set up utilities when I don't speak Spanish very well?
Instead of letting worries swirl around in your head, capture them in a Worry Journal. Writing them down helps you see which concerns need action and which are just mental noise.
How to Use Your Worry Journal:
Dump it all out. Every time a worry pops into your head, write it down. No filter, no judgment.
Sort your worries. Go through your list weekly and categorize:
Practical Concerns (things you can act on) → Create a next step (e.g., Research organic grocery stores in Barcelona).
Hypothetical Worries (things out of your control) → Acknowledge them, then let them go.
Reframe and problem-solve – If a worry keeps showing up, ask: What’s the best-case scenario? What’s a realistic step I can take?
Preparing to move abroad is a major undertaking and not everything will go according to plan. But a clear timeline, strong organization, and a tool to manage your concerns will set you up for success. Enjoy the journey and be gentle with yourself along the way.
Need help with planning your move to Barcelona? Download my Ultimate Barcelona Relocation Checklist to help you stay on track. And feel free to reach out for personalized guidance. I’m here to help make your move to Spain as smooth as possible!
Elizabeth Pinkerton is the founder of VidaNova Barcelona, which provides expert guidance to Americans moving to Spain. Originally from Pittsburgh, Pennsylvania, she spent many years in the San Francisco Bay Area before making the leap to Barcelona. Now, she helps aspiring expats navigate the transition with confidence.
(Images by Freepik)
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