I’m a pro-active person. Usually. But I do have a habit of letting the smallest of things continue on in perpetuity. The worst part is, Trevor and I are so alike in this regard. So, things like the huge roasting pan I used for dinner last week… it is still sitting on my washing machine (clean, of course). It takes about 5 seconds to put it down in the basement, but instead I have been repeatedly moving it to the side each time I do laundry. Our life is organized… but add one new aspect into the issue (even just a wayward roasting pan) and it throws off our careful balance of time management. 5 seconds is a lot of time in our world!
Piano Studio Organization = My Project
So, before I start my teaching year again I’ve decided to hone in on the top 5 things that I have not had the time to do properly in my piano studio. This week, I set aside a designated time and I fixed them, once and for all!
Here’s my list. Hopefully some of you have similar niggily things and can can share in my simple solutions. I’d love to hear your own lists of things you’re yearning to have time to put to rest once and for all in the comment section below.
1. My piano student database – I have a system set up, but it’s not a coordinated system. I have an excel file full of the student’s email, phone, mailing address etc. but it’s not available in its entirety on my mobile phone and it’s not available on every one of my computers. For those days when I need to be in touch last-minute (and I have a sick toddler laying feverish in the background) I need those phone numbers quick.
This year I’ve adopted Dropbox with gusto. Now all of my files are available on absolutely any computer (and are securely backed up for those dreaded hard drive failures). Dropbox has an app for my phone that gives me access to any and all files no matter where I am. I’m covered! No adding contacts into multiple places – I can have one central system that is still accessible anywhere.
2.My supplementary photocopy filing system – I’m always using the exercises from “Shhh…Your Piano Teacher Thinks This is Practice” and “Pssst…Your Piano Teacher Thinks This is Theory” in my studio. When I have an “Oooh! That activity would be perfect right now!” moment, I’d love for it to be immediately at my fingertips. I bit the bullet and purchased a little $70 Samsung black and white printer for my personal studio so I can have my laptop hooked up and both book files open.
A simple press of “print” will eliminate the need to search through stacks of pre-photocopied pages (and this baby prints 1800 pages per ink cartridge!). I would love to hear how others using these books organize the activities! (For those of you who don’t know, both books come with a license to print unlimited copies forever in your own personal studio).
3. My communication with parents – I’m a bit of a work-aholic but with two growing girls I need to streamline my working style a bit. This year, instead of emailing whenever I get the chance (and then letting that chance drag on for hours) I’m going to have a weekly rotational schedule of the most common emails I send. I’ve created “canned responses” in gmail that provide the basic framework so I can change the name and the most important details to personalize each one.
This will cut my time in half when emailing my “Random Emails of Kindness”, my congratulatory emails for students who are receiving one of our monthly studio awards, my friendly “relationship building” emails and my gentle reminders. By having a set schedule I can also look back to be sure I’ve paid equal attention to all families.
4. My piano book invoicing system – In past years, I have invoiced each student book twice. One invoice stays with me letting me know the book has gone out and one invoice goes home with the parent so they know how much they owe. I’m always annoyed with the amount of paper this causes and I know for a fact that most of those invoices end up down the side of the parent’s car seats anyway.
This year, I’ve fallen in love with the a scanner app for my phone. Now I just need one invoice. I keep this copy, take a picture of it with my phone and can email it directly to the student’s parents as they walk out the door of their lesson. A scanner app turns photos into pdf files – my parents can then print if they choose or keep it on their own phone as a reminder of funds due.
5. My poor piano bench legs – I look at these every single day and think.. yikes, those are looking scruffy. Never do I actually get down on my hands and knees to see what I can do about it, but it bugs me continually. Ta-daaa…. Pinterest to the rescue. Apparently I can fix these with a walnut. I’ll keep you posted.
“It’s a Good Thing”…
Making this switch took me a grand total of… are you ready for this?… 25 minutes (I bought the printer while I grocery shopped). 25 minutes and I’m feeling quite like the Martha Stewart (before the whole insider trading deal!) of the Piano World…. and “it’s a good thing”! 😉
Dorla says
Canned emails and printer by my side. That’s exactly what I will work on before lessons begin next month!
Thanks for the refresher!!!
L. Warren says
I did a quick search and couldn’t fine what model Samsung printer would provide 1800 pages per ink cartridge. That’s winner in my book.
Can I have more info on the model of that printer?
With all the printing from musicnotes.com, pdf’s I have in my files and worksheets…that would be a big savings, I think.
Andrea says
Hello! The link to the one I have is here – the 1800 was what the salesman told me… we’ll see. The cartridges are expensive ($80) but if they last that long then I’m happy! http://www.futureshop.ca/en-CA/product/samsung-samsung-monochrome-laser-printer-ml-2165-ml-2165/10188797.aspx?path=7eb7710834706faff7a8a51ca12f4842en02&SearchPageIndex=1
L. Warren says
Thank you! I’ll check it out!
Lori says
I actually use the Music Teachers Helper website http://www.musicteachershelper.com for #1, #3, #4. It provides you with a website and many other features as well to keep your studio organized. I do pay for this service, but it is pretty minimal compared to the benefits. I’m still working on #2 and I haven’t even thought about #5.
Heather Kolankowski says
Hahaha! Nice one with the Martha jab….finally someone who remembers that! Love your tips especially invoicing! Thanks!
Nalani says
For database organization, I like to use Google Drive. It allows me to create web accessible spreadsheets and I can access them from my iPhone, or any computer when I log into my google account. The only downside is if I want to share the document, the other person has to have a google account as well. But it’s been working ok for me in the start of my studio building.
Michelle Miller says
I finally did the printer at my side last year and what a huge difference that made!!! Still need to work on my database and maximize dropbox….and canned emails?????? GENIUS! I have to try and get that figured out!!!
Andrea says
Hi Michelle – the canned responses are LOVELY – and they’re as easy as writing the email just once and selecting “Save as a new canned response” in the drop-down menu in gmail. You can have as many as you want (so as specific as you want).
Ginny Wold says
What phone is Avocado Scanner for? I’ve checked on apps for Iphone and Ipad and can’t find it.
Andrea says
Hi Ginny – The app info is here http://www.avocadohills.com/app/scanner
Barbara A says
Apparently the Avocado Scanner isn’t available in the US App Store. Hopefully soon. Thanks for all the great suggestions!
Morgan Weisenburger says
It appears the app is not available in the US. I use TurboScan. Try that one instead. 🙂
Helen Russell says
Some great ideas, thanks. I’m confused about the invoicing though. Can’t you just email the invoice straight from your PC as a pdf rather than print and photograph? You wouldn’t need to print yourself a copy either. Or are they hand written invoices?
Andrea says
Hi Helen – I have blank invoice templates at the studio and they are filled out by hand as books go out from my “new book shelf”. This way I can do it right when a student needs the book – handwrite the invoice, take the picture, save as pdf and email! It’s the fastest way of doing this that I’ve had yet – and I always have a “hard copy” record of the invoice when needed.
Aleta M says
Used some of your suggestions as I am working on schedule for the Fall. Instead of phone calls (which could lead to massive rabbit trails of conversation), I just made friendly email connections with some of my family’s. Result – I have 7 of 25 students booked; and another five or six “almost.” Today will tell if I have to do any juggling – I already know of one. Really, relatively pain-free with emails and FaceBook!!!
Josie says
Hi Andrea,
Great idea about the email templates – it’s so important to keep in regular touch with parents, especially if you don’t see them in person very often. Letting them know that you are thinking about their child’s progress between weekly lessons really shows that you care!
Rhonda H. says
During the school year I charge one price. It is an average of my lesson charge x 34 lessons divided by 9 months. (sept. through may) So I just send out a group email to remind them that tuition is due.
Re: books or fees, Students pay a registration fee to hold their spot. Out of this reg. fee I deduct their music or various fees. At the end of April I email their statement showing their deductions over the year. If the sum is more than the reg. fee then I add the overage to the may tution. If they still have have reg. fee money remaining, I subtract it from their May tuition. Makes my life much easier on the monthly basis!
Roxy says
It’s crazy how the procrastination can snowball…especially for tiny tasks. This year I put a Studio binder of pretty templates together and made the leap to MyMusicStaff.com which does my invoicing, student records, expenses and SO much more. Enough with the balancing act of documents I had to always navigate to accomplish all this!