4 Awesome Tips to Help Organize your Music Studio Darlene Irwin

September is here and that means it's time to get organized and ready to teach. Sometimes it can seem overwhelming because there is so much to do. In this blog post, I'd like to share with you four awesome organization ideas that can help you prepare for the fall. I've also included some free downloadable files.

 #1 Using an iPad (or other device) for Scheduling

There are so many different devices available with built-in calendars. If you haven’t done so already, now may be the time to embrace some of that new technology. I can only comment on Apple products because that’s what I have been using. My iPad has really changed the way that I organize my teaching schedule. The calendar works so much better than my previous hand-written sheets. Here are some of the advantages of this amazing tool.

• You can set up your teaching schedule for the fall (lesson times and students). Once you have entered a student in the first week, you can have that event repeat throughout the year. Just make sure you go through the calendar and delete the lessons from the holiday weeks!
• You can colour-code the entries. I use different colours for regular lessons, missed lessons, part-time lessons etc. (You'll have to delete that week's repeating entry and re-enter it if you want to change colour). As with any app, there's always a learning curve as you try to adapt the program for your own needs. But I can tell you from experience, it's well worth the effort!
• At the beginning of each lesson, you can set an alarm to sound when the lesson is finished (with a 5-minute warning). This really helps you to stay on time.
• You can add comments to specific lessons using the notes at the bottom of each event (i.e. reasons for missed or changed lessons)
• Lessons can easily be moved around making re-scheduling a breeze.
• The search function is fantastic. In an instant, you can see all the lessons for one student for the entire year.
• The entire calendar is backed up in the cloud, so you won’t lose any information.
• The calendar on the iPad syncs through the cloud with any of your other Apple devices.

 #2 Studio Events Calendar

Another great tool is my one-page Yearly Studio Calendar. You can use the same chart each year. Just change the dates and add all the important information that your students and parents need to know for the whole year (i.e. master classes, recitals, festivals, holidays, deadlines, exams, upcoming events, vacations, etc).  

This Calendar can be e-mailed to your parents. I place a copy of the Calendar on the bulletin board in my waiting room. I also tape a copy in the back of each student’s Organizer so that we can refer to it at their lesson throughout the year. 

This year, I have 3 PDF fillable versions of the Yearly Studio Calendar to share. All you have to do is download the file you want and then add the information for your own teaching year. 

File #1 - Studio Calendar with all RCM (Royal Conservatory of Music) dates and Canadian holidays.

File #2 - Studio Calendar with Canadian holidays only (for teachers who do not use the RCM system).

File #3 - Studio Calendar with US holidays only.

Note - PDF Fillable files that are sent by e-mail need to be opened with a program that reads the filled-in information such as Adobe Reader. Some e-mail programs will not show the filled-in information, however the information is still there.

 #3 Yearly Student Performance Tracking Chart

I would also like to share my very handy ‘Student Performance Tracking Chart’ (Excel file) for organizing student performances throughout the year. You can add the student’s names plus all the dates for master classes, recitals and other performances. Then print this file and put it on a clipboard in your studio. This chart can then be used for performance planning throughout the year for your entire class.

You can add pieces (in pencil) to the chart as they are chosen throughout the teaching week. I find that it’s faster in the lesson to work with a paper copy. Every 2 weeks or so, you can update the chart on the computer and print it again. That way, you'll know exactly what is being worked on for performances at all times. There's a special column in the chart for keeping track of total playing time for some of the pieces. This is useful when it comes to timing recitals, competitions or master classes.

Here's the original file for my Student Performance Tracking Chart. You can download it and then add the names, dates and events from your own studio. I've also included 11 other worksheets for master class and recital program planning (see tabs at the bottom of the downloaded excel sheet).

 #4 The Student Music Organizer - The Complete Dictation Book

Here are some of the benefits of using the The Student Music Organizer:

• Saves time in a lesson. The book is so easy to use….all you have to do is fill it in and it’s designed to last for the entire year.
• 8 1/2 x 11” format - there's lots of room for writing on each lesson page. Manuscript is also included at the bottom of each page.
• Some sections included: Goal Setting, Favourite Pieces, Exam and Practice Planning.
• Lots of History Reference Material: Composer Chart, Summary Sheets for Musical Time Periods (Baroque, Classical etc). 
• Also includes Music Dictionaries (with terms grouped according to style, speed, touch, etc), Basic Music Theory Reference Guides and a very handy Comparative Fingering Chart for keyboard scales.

Organization is the key to having a well-run studio. My students and parents especially appreciate it when they know exactly what is happening throughout the year. With a little planning ahead of time, you can sail into the fall knowing that everything is ready to go. 

♥︎ Remember - Great Music Comes From the Heart ♥︎ 

Piano Photo by Miki Yoshihito

Fall Photo by Darlene Irwin

Extra, Extra, Read All About It….Easy and Effective Music Studio Newsletters Darlene Irwin

Do you send out a Music Studio Newsletter at the beginning of the teaching year?

Well, if you don’t, then maybe this year is a good time to start! Communication is the key to running a successful music studio. Having your own Music Studio Newsletter is a great way to kick off the teaching year in an organized and professional way.

I know....you are probably wondering....where do I start?? In this blog post, I’d like to give you some quick and easy ideas on how to effectively write your own Music Studio Newsletter. A simple letter format works best for me because I have quite a bit of information that I want to share and I need the extra room. However, if you are feeling creative, you could also use a fancy template that allows you to add pictures to give your newsletter a little more punch. Programs like Word or Pages have sample Newsletters that you can easily adapt for your own use.

Planning Steps for Writing Your Music Studio Newsletter

Organize your Information Before You Start to Write

• Plan your teaching schedule well ahead of time. How many weeks are you teaching during the year? When are you taking holidays? When do lessons end for the year? Parents need to know this so they can plan their own holidays.
• Set dates for your important events such as master classes and recitals. Parents can add these events to their calendars at the beginning of the year. Students are more likely to attend if they know the dates well in advance. Make sure that you have all other important deadlines and dates for things like exams, auditions and festival classes.

Start with a Friendly Introduction

• Begin by welcoming all returning and new students. You can also highlight any new programs or activities. Be enthusiastic….let your students know how excited you are to see them again. 

Explain Studio Programs or Incentives

• Do you have any special studio programs that you run for students throughout the year? I have a Star Contest for my Junior Students. This year, I am also planning another Music Enrichment Day. I also give awards for Perfect Practicing. All of this can be explained in your newsletter at the beginning of the year. You want to let parents know that they are getting great value for their musical dollars.

Highlight Student Accomplishments

• Students and parents love to hear about the successes of other students in your studio. It helps to make them feel part of the group. Make sure that you have permission to share this information. 

Review Policies and Procedures

• It’s important to have a clear set of Studio Policies and Procedures. This will include information about your payment arrangements.

Share Other Important Information

• Include other information such as teacher qualifications, specific requests i.e.wash hands before lesson, where parents should park, how you would like to be addressed by students, piano tuner information, what is the best way to contact you etc.

End on a Positive Note

• Your newsletter can help set the tone for the entire year. It also helps to avoid miscommunication and misunderstandings. Be positive, encouraging and excited about the upcoming year.

Include a One-Page Studio Calendar

• A yearly studio calendar is a great way to keep everyone organized. I make a copy of my Studio Calendar for my students and then tape it in the back of their Student Music Organizer. That way, we can refer to it all year long.

Free Downloads

1) Click HERE to download the first style of Newsletter - a simple 5-page  format without pictures or graphics. The file is an easy-to-use Word Document (doc). Feel free to copy, add, change, or delete whatever you like. Once your newsletter is completed, re-save it as a PDF file for mailing to parents and students. It's best not to send your original document file.

2) Click HERE to download a 6-page WORD template for a fancier Newsletter with pictures. It looks better, but there are a few of drawbacks to using this format. It's a little fussier to work with and it has limited writing space because of all the graphics. Even as a PDF, it's also a much larger file (6.1MB) . This is a consideration when you are sending your newsletter electronically. 

In conclusion, I’d like to share with you a statement that I always include at the end of my Music Studio Newsletter.

Once you have completed your Studio Newsletter and Calendar, you can quickly and easily e-mail both files to all of your students.  Parents will be grateful that you took the time to keep them informed and students will know what you expect of them throughout the year. Have fun writing your own Music Studio Newsletter.

♥︎ Remember - Great Music Comes From the Heart ♥︎