Getting Ready for Lessons

For many of you, lessons have already started and but some of us, we have a couple of weeks left of summer.  My lessons start at the beginning of September so I am in the midst of completing my planning, putting together binders, cleaning, reorganizing and decorating the studio, preparing my incentive program and getting all the paperwork done!  I thought I would share how I go about this process in case some of it may help you!

When I close out the end of regular lessons in June, there are a few things I take care of then.  I collect each student's annual enrollment fee (this fee covers the cost of music, the incentive program, recitals, awards, etc.), collect students' 3-ring practice binders,  re-register students for the fall and have parents complete a simple form stating their top 3 time slots requests for use when I put together the studio lesson schedule for the new year.   This is also the time I let parents know changes in tuition costs.  I do all of this on the last lesson before summer when I do student evaluations with the parent and student together.

In August (after my summer program is over), I put together the lesson schedule (sometimes easy, sometimes a bit challenging!) & complete the studio calendar for the upcoming year.  My calendar tells parents when lessons start, when tuition is due, each of the group lessons I offer, recital dates, dates for student evaluations and dates for the summer program.  This calendar is sent to the parents by email while also highlighting some of the dates and confirming the lessons slot time/day for their child.

This is also the time that I re-evaluate all of my forms (safety form, photo release form, studio policy, etc.) and make any adjustments.  If there are adjustments, parents are emailed the form explaining the adjustments and asking them to sign them and return them by mail or bring them to the first lesson.  I also have extras on hand for them to sign when they come to the first lesson in case they forget.

I work on the new practice incentive program for months (planning, working through ideas, etc.) but it isn't until August that I physically put it together so right now I'm completing that.  Each of my students is given a 3-ring binder and each year I adjust it to work with the incentive and the plan I have for the year.  I always decorate the studio to match the incentive since I put together a full plan for the year.   The incentive, the group lessons, the recitals and camps all tie together.  It's a lot of work, but parents, students and I love every bit of it!

This year I elected to again start the year with a group lesson and then start individual lessons the following week.  This first group lesson allows me to introduce new students, reveal the much anticipated incentive program, and do some fun activities together.  My students LOVE group lessons so the more I offer, the happier they are!

That's about it!  I hope this gives you ideas!  I would love to hear your suggestions and ideas as well!

Do You Have A Studio Inventory?

The other day I was at the music store and purchased a piece of music only to find out when I returned to my studio that I already had a copy!  Ever happen to you?  Or do you realize that you had the perfect game or activity to help a student learn a concept, but didn't remember it until after your lesson planning and the student's lesson?  As music teachers, we accumulate a LOT of stuff - really great stuff, some of which we have worked hard to put together, but then we have the challenge to remember it all and remember where we put it!

I'm definitely an "out of sight, out of mind" kind of girl and since I don't like a lot of clutter out in the open, I forget what I have!  Besides wanting to be able to recall all the resources I have, I also recognized that as a business owner, I need to have a clear value of what my business is worth.  We all have loads of music, games, instruments, etc. and it adds up quicker than you think!  Filing our taxes is now upon us and some of the information we need can take lots of time to put together. Having an inventory, especially one with monetary value included can be a HUGE help.

Well...I decided to "get my act together" and about a month ago started to put together a studio inventory.  Simply, I made a spreadsheet to record every piece of music, resource book, game, instrument, camp supply, piece of office equipment, etc. that I had.  It was also a great exercise in purging!  I'm about 3/4 of the way through everything and can say that it's been very eye-opening - not only to the amount of stuff that I have, but to the amount of monetary value I am storing.  (Incidently, this is also great information to put together for insurance purposes.)

To give you an idea as to what I did, the spreadsheet I put together has a tab for sheet music, resource material, instruments and accessories, office equipment, athletic equipment (for camps & group lessons), and audio equipment.  To give you an example of some of the information I wanted to include, under the music tab I included:  Title, Level, Composer/Arranger, Publisher, Style (such as method book, jazz, pop, technique, etc.), number of copies I have, instrument piece is intended for (while most of what I have is for piano, I also teach guitar and ukulele and have music for several other instruments), and the purchase price. 

As you may know, when you set up a spreadsheet, there are numerous ways to sort the information which alone makes putting together an inventory extremely valuable.  Once it's all done, my job will be so much easier when doing planning.  I'm also working on a way to have the information readily available on my iphone as well so that when I visit the music store next time, I can make sure I'm not re-purchasing something I already have! 

Do any of you have an inventory?  I would love for you to share your ideas of ways that you keep track of what you have and suggestions that may have worked for you.

Student Evaluations

This week, instead of typical lessons, I've been doing student evaluations.  This is a time when I sit with each of my students and at least one of their parents to talk about how we're ALL doing.  Since we're just coming together after the recital, everyone is usually pretty excited.  Depending upon the age of the student, I have them first complete an evaluation on themselves or I do it with them (meaning I ask them the questions and record their answers).  Then we discuss their evaluation together before I give them my assessment.

I was really surprised at how well it went this time and how closely my students were quick to be honest and open about their efforts (good or bad).  I was especially impressed with my youngest students because they really thought about the answers and were really sharp in their assessments of themselves.  I have pretty amazing students!

It was great to have an opportunity to talk about our future goals and any changes we think will be helpful.   It also allows me time to get quality input from parents.  They enjoy the time as well and have expressed how much they appreciate it. 

Do you put together evalutions?  If so, is there any results from particular parts of your evaluations that have changed the way you do lessons?  What kind of questions do you ask?  I would love to hear your feedback!

The Value of a Registered Piano Technician

I can't express enough how important it has been for me to develop a personal relationship with my piano technician.  I don't mean a piano tuner although my piano technician does tune my piano, but an actual registered piano technician.  What's the difference?  The Pianos Technicians Guild grants the Registered Piano Technician (RPT) credential after a series of rigorous examinations that test skills in piano tuning, regulation and repair.  It's like having an actual mechanic rather than just someone who only changes oil!


I met my piano technician several years ago and quickly discovered that both her AND her husband (also a registered piano technician) work together so I gained two for the price of one!  They are wonderful, well trained and well-informed in their skill and I consider them to be the best in our area.  In fact, when I was looking for a new piano, they were invaluable with their advice and even looked at various pianos for me to help me make a well-informed choice. 

I worked to build a great relationship with them, inviting them to dinner and proposing we work together to help them build their business while they helped me to build mine.  I came prepared with some ideas and they quickly saw the benefit.  It has turned out to be one of the most effective ways that I have gotten new students and also a way that I provide value to my students.

Primarily, I put their business information in my studio policy as my "technicians of choice" and when I sit down with prospective students I make sure to mention that section and provide them with a business card.  When I ran my Mystery Music Camps, one of the days included a study of the piano.  My piano technician came (free of charge!) to the camp, took the piano apart and showed the kids how it worked.  When I sent notes home with parents that day, I was sure to feature information about her and the contribution she made to the camp.  Almost every one of my students now uses them and like me, are extremely happy!  I get asked about a "good tuner" in the area quite frequently, sometimes at the strangest times!  I carry my piano technicians business cards with me and pass them out whenever I can.

In return, they also recommend me exclusively.  They are constantly asked about a "good" teacher they might know and yes, they carry my cards too!  The key is that we have both worked hard to build professional, well-respected businesses so it's easy for us to feel comfortable with the referral.

I would encourage you first of all to make sure you are using a RPT rather than just a tuner so that you are properly caring for that the huge investment you use to make your living and secondly, I would encourage you to consider building a personal relationship that helps both of you build your business. 

It's been well-worth the investment for me and....I've also gained some great friends!   

Weather Policy

This has been a busy week for me.  It started out with my mom having hip replacement surgery on Monday (which went well!) and continued with a HUGE snowstorm!  I spent much of Wednesday and Thursday shoveling out of almost 20" of snow (some parts of Connecticut got 30"!)! And...we're expecting more this Saturday and another storm next Wednesday!  WHITE is the new color, by the way!

With all of that said and done, my week has also been filled with rescheduling lessons. I very quickly realized that my studio policy does not address the weather issue.  Snow is not uncommon here in the Northeast, but it's rare that here in Connecticut we get so much all at once.  Because I don't have a full studio right now, I was able to plan ahead, contact parents and reschedule most lessons to earlier in the week but some of my students were not able to reschedule at all.

So, I'm working on putting together a policy that addresses the issue.  One that is fair to my students but also fair to me.  There is only so much time that I have so rescheduling may not always work.  I'm curious to know what some of you do.  If you live in an area that gets hit with extreme weather, do you have a policy that addresses those missed lessons?  I would love to hear how you handle this type of issue.

The Gift of Music

I periodically send an e-mail out to all my studio contacts - piano parents as well as friends/family and people who have contacted me with interest in the studio.  These e-mails are my version of a newsletter and they simply highlight "current" and "upcoming" events and discuss the latest happenings in the studio.  I intend to convert to a newsletter form, but haven't decided exactly what format I want so it's still in the building stages. 

In the e-mail I sent out today, I briefly mentioned that my studio offers gift certificates for lessons and camps and suggest they consider giving "the gift of music" this Christmas.  This is a great way to get potential students.  Because I offer music camps that aren't restricted to my current students, I can offer gift certificates for the full or partial cost of any camp or a month or 1/2 month of lessons.

They're easy enough to put together by using a free on-line template or using Word or Publisher.

Just something to consider this Christmas!

"Start-Ups"

I've started teaching quite a few new students in the last couple of months and I found myself scrabbling to get all the start-up paperwork together each time.  Of course, I've been super busy, but I finally took the time to put together packets and thought I would share what I do.

First of all I put everything in a file folder.  I later use this file folder to store all the information on the individual student.  Here are the forms I use and that are included in each packet:

Application for Enrollment - I'm sure that you all have these, but I thought I would share a bit about what I put in mine.  After the obvious name and contact information, I ask questions about the student's past music experience, questions about the student's learning style and practice commitment.  Then I specifically ask parents some questions about their commitment to their child's learning.  I also ask about the type of piano the student will be practicing on and then I obtain emergency contact information.  I also attached 2 business cards to the application - mine and the business card for the piano tuner I recommend (who by the way has been responsible for referring 4 of the students I now teach!)

Studio Policy - I include this and go over this at the interview with the parent.  In my policy, I cover my teaching philosophy, my experience, my expectations of the student and the parents, my tuition and enrollment fee costs and what they cover, my "missed lessons" policy, supplies that are necessary, expectations at my studio, group workshops, recitals, and what happens should I have to terminate a student.

Information about the Enrollment Fee - This is simply an informational sheet that details what that one time expense covers. Putting this form together saves me trying to remember everything!  It also helps me to evaluate it to make sure I'm charging an appropriate amount.

Computer Station Letter - This is a letter that explains and offers additional learning at the computer station in my studio.  Right now, this is an option for my students - not a requirement.

Photo Release - This is a quick form explaining to my parents that I have a blog/website and would like to include pictures of their children participating in activities I do in the workshop.  They are asked to sign the form and indicate whether they consent to allowing their child to be included.  I never include photos of a child without this signed form.

Studio Referral Program - This is a flyer letting my parents know about my referral program.  If a parent refers another student who starts lessons, they are given 1/2 off one month's tuition.  I tell them that I'm willing to "hire" them to help me market the studio and that I'm happy to pay them (or in this case, charge them less!)!

...and lastly (finally, right?) I include:

Studio Calendar - This is obvious, but thought I would let you know that I include when the studio is closed, when the recitals are scheduled, when I have my group workshops, year-end evaluations and when my summer camps will take place.  My returning students get this in August and all new students get the calendar at the interview.

This may seem like a lot of "stuff", but I have found that parents appreciate how thorough it is.  I always take as much time as they need to go over everything so that down the road there is no question as to what I expect and what they can expect from me. Right now I have 6 packets all ready..."just in case". 

 Are there other forms/information that you include?