New Printable: Student Notes & Records

Let’s just get this out in the open: I am not a very organized person!

I have never been good at keeping track of student records. I have realized that I am very right-brained, and anyone who knows me well knows that organization (not to mention laundry…) is not one of my strong points! (Who’s with me?)

But when you run a piano studio, it’s not all about the music and the creative aspects of the piano…(darn)…you also actually need to run a business and keep track of things. Today I want to share my system I have finally come up with that works so well for me. Not only does this help me keep track of when students pay me and such, but has turned into a super simple and effective way to lesson plan!

I have learned that by doing at least a small amount of lesson planning for each lesson, lessons go smoother and are more effective, I stay more organized and on top of what my students are learning and what they need to learn next, and I save lots of time trying to remember what happened at a student’s previous lesson.

Here’s what I do:

I have a spreadsheet for my studio with a page for each student. I keep mine on the computer in Excel, but you could just as easily print it out and keep it in a binder (in fact I have included a free printable for you to use! You’re welcome.)

On this spreadsheet I keep track of:

  • Student name
  • Lesson day/time
  • How many lessons they have had so far during the semester
  • Which lessons they attended, or the dates of missed or cancelled lessons
  • Tuition paid (how much, when and which lessons they have paid for)
  • Lesson notes (this is my super simple lesson planning method. Each day after a student leaves or after I am done teaching for the evening, I sit down at the computer for about ten minutes and jot down notes from the lesson – what we went over, how they did on their practicing, things they struggled with, things they excelled at, things I want to remember, etc. This only takes a few minutes but is such an easy thing to refer back to the next week before they come to lessons again.)
  • Materials needed (Here I keep track of materials they need soon – new books, flashcards, etc. I also jot down things I want to print out for them or teaching materials needed the next week. I can glance quickly at this column and see what I need to prepare or order for each student for their next lesson.)
Here is an example of things I write on my student records sheet. I usually highlight the weeks they have already paid for. If I make a cancellation, or if they don’t show up to lessons, I note it in the Attended Lesson column so I know if I need to make up any lessons (when I cancelled) or if they forfeited one of their lessons for the semester (by being a no-show).

So here you go…a free printable for use in your studio if you, like me, have been on the search for a quick and easy way to keep track of things and to plan for lessons. You can also find this on the Printables & Downloads page.

Student Notes and Records

How do you lesson plan in your studio? How do you keep track of student records?

Pin It

Group Lessons: Lesson Structure & The First Week of Lessons

Part 4 of the Group Teaching series written by guest contributor Marissa Erekson

Lesson Structure

As a classical musician with a firm background in piano pedagogy, I understood the need to include technique, theory, sight-reading, performing, etc. and I wanted to include all of these areas. The basic lesson structure included technique (5-finger patterns, Hanon Jr., chords, and then building to scales, etudes, etc), lesson books (ensemble style and performance style), and different games each week (theory, etc).

Since most of my students began the group lessons as their very first form of lessons, they were accustomed to how we would play together part of the time. The songs and technique exercises were short and allowed time for the kids to play together and separately as desired.

At the end of each lesson we had “parent time.” This was an opportunity for the students to review what they learned and I could demonstrate to the parents the new techniques or explain difficult concepts we learned in class. With group classes I also had papers printed with the week’s assignment. I carefully prepared the assignment sheet to include practice notes for the parents as well. There are different beliefs about parents attending lessons. In the case of group lessons I found that my kids performed better in the lesson without the parents, but that meant my time was limited for interaction and explanation with the parents. (I would have required parents to attend the whole lesson in the case of young private beginner students.) Between the parent time and the assignment papers the parents were able to understand what they were supposed to

do during the week. I was also very open towards allowing parents to contact me through email or phone calls for further explanation.

I had binders for each student. In the binder I had dividers for their lesson assignment sheet, technique (some of my technique did not come from books or I had different papers I had created explaining the activities) theory, sight-reading music, and other things I needed for lessons. The binders served as a reference for the weekly assignment as well as for me to include papers for my own personal teaching method as I didn’t directly follow any specific method books already published.

During the time in between lessons I made notes about the students’ progress during lessons and any insight about what was needed for the following week. Then at the end of my lessons for the evening I would prepare the lesson sheets for the following week and sketch out the time frame for the lesson the next week (ie – games to play, new music needed, how many minutes for each activity).

First Week of Lessons

The first week of school I held “Parent Nights” where I taught the parents about my teaching philosophy and style and also helped them to learn how they could help their child at home with practicing. I held classes for all group piano student parents, but had separate classes for new parents and for continuing parents. Information covered included the lesson binder layout, practicing tips, the basic lesson schedule for what would typically be included in a lesson, and the general syllabus for the school year.

During the first week all students attended large group classes (groups of around 8 students) to review concepts from the summer for the beginner students or review concepts from the previous year for continuing students. This provided a “teaser” for lessons without the full practicing assignment, and typically led to them reviewing a lot of other music before their regular lessons the following week.

Teaching the Individual, Part 4: Lesson Planning

This week we are discussing ways that we can maintain standards of excellence in our studios, while at the same time adapting our teaching styles to help each individual student succeed.
Lesson Planning
As you approach each individual lesson, have a plan! Obviously this will have to be a flexible plan at times, depending on the preparation of the student and on things that may come up during the lesson. But it is always good to know what you would like to teach the student that day. Depending on their age and level, you may want to have some type of game ready to introduce a new concept. You may want to focus on an important concept they have been struggling on in the past, maybe on counting, keeping those fingers curved, memorization, sight reading, etc. 
Sometimes it’s helpful to jot down a few notes after each lesson – note the challenges and difficulties a student is having in a particular piece, or a concept they need help really learning. Note the successes and strengths and things they have really done well in. When it comes time to teach them the next week, get out your notebook. Decide what you want to focus on that day to help them. Even if it is a five-minute activity, or game, or demonstration. Let’s strive to be teachers who plan for each student to succeed, who know the things our students need to learn, and who think of creative and innovative ways to teach these concepts. Let us not be teachers who merely turn the page and see what concept the book tells us to teach next.

Piano Teaching Q&A: Lesson Plans?

Each week we will be featuring questions about music teaching, and will do our best to answer them and to give some ideas 🙂 We would also love lots of comments to see what you think!



I am right now working on my portfolio to fulfill the requirements to become a Nationally Certified Teacher of Music. (In fact I have been thinking about my post for this week about Teaching Beginning Technique, but have not written it yet because I have been swamped the past few of days with this portfolio! Must. Get. It. Done!! :))

My question is this: What do you think about Lesson Plans? Do you prepare them for each lesson? Do you use them at all? Part of the Certification Portfolio is to write nine representative lesson plans for a semester of piano study for a student of any level. I have never used formal lesson plans before, and after working on these I must say that it is a LOT of work! Although I don’t usually write lesson plans, I usually have an idea of what we will go over in lessons, and have an activity or two planned to help reinforce concepts. I think it is important to be familiar with the method books used by the student and know what units and concepts are coming up, but I wonder about the usefulness of lesson plans – are they useful, or are they just a waste of time? Is it hard to stick to the lesson plan anyway, depending on whether or not the student passed off their assignments? I can definitely see the importance of having a lesson plan when teaching in a group setting, but what do you think about using them for private lessons?

Thoughts? Ideas? Opinions? Experiences?

If you have a question you’d like to ask us, leave it in a comment or submit it here.

What to teach at a first lesson?

I absolutely loved Bonnie’s post on teaching a first lesson. There are so many wonderful things she said; I particularly love how she emphasized making it fun and exciting, and about nurturing the wonder of music in the student’s mind.

Yes, this is a huge and varied topic, depending completely on the personality, age, skill level, experience level and attention span of each student. Here are a few of my thoughts, to add to Bonnie’s, on the topic of teaching a first lesson:

  • Be friendly, be excited. Make it fun. I really cannot add anything to what has already been said on this topic.
  • Get to know the student. Find out what they want to get out of piano lessons. Do they want to study music in college? Do they want to be able to play the piano at church? Do they want to just be able to sit down at the piano and sight read? Sometimes you will be pleasantly surprised by the goals of your students; when your teaching is aligned with their goals it makes for a much more successful and positive experience.
  • Get on the same page. Each student is unique; no two students will be at the exact same starting point. If they are a transfer student, it may take a little while to assess exactly which level the student is at in their technique, theory, etc. Even some beginners will already know concepts that other beginners don’t. You may have to review some concepts with them or backtrack to make sure they have learned things correctly. This is actually a great thing to try and figure out before the first lesson, at a new student interview/audition, because it can take awhile.

Now let’s pretend your new student is a six- or seven-year-old beginner who has not had previous piano lessons. Here is a sample list of concepts to go over in the first lesson, and a few ideas on how to teach them. I like to make sure we cover technique, theory and repertoire in each lesson. Keep in mind that every student is different. Sometimes you will not have enough time to go over everything on this list; sometimes you will get through it in ten minutes! So be prepared but be flexible. And obviously you want to get through this information, but do it in a fun and interesting way! Put your own personality into it.

  • Technique
    • How to Sit at the Piano
    • Correct Hand Position
      • Stress from the very beginning that fingers should be nice and curved. Tell them to pretend their hand is a bird’s nest, then turn it upside down. I find this analogy works better than the holding a ball analogy (you don’t want the fingers too curved in!). Their fingers should be curved but relaxed – so as not to crack the eggs in the little nest! 
      • Put little dot stickers on the tips of the student’s fingers where they should be touching the keys, and also on the keyboard in a sort of half-circle shape (where their fingers should be touching), and have them match up the stickers! I used this method with a five-year-old boy once, and he loved it! I think it sometimes helps them to visualize it better.
      • Playing a five-note scale on C is great to start out with
  • Theory
    • Basic Layout of Keyboard (White/Black Notes, Black Note Patterns, High/Low Notes, etc.)
      • Make some sort of game out of it – it could be as simple as, “can you play all of the sets of 2 black keys?” or “can you play a set of 3 low black keys?”
    • Names of the White Keys
      • Make it fun – tell them a story! Here’s one I heard in a pedagogy class: the 3 black keys are Grandma’s house. Who lives in Grandma’s house? Grandma (G), of course! And what does she bake? An apple (A) pie! Grandma’s house has a front (F) door and a back (B) door. Outside there is a dog house (the 2 black keys), where Doggie D lives. Outside the doghouse there is also a cat (C) and an elephant (E). Don’t ask my why there is an elephant in Grandma’s yard – but if you have a better idea that starts with an E, I’d love to hear it! 🙂 Hey, at least an elephant is memorable, right?
      • Make it a game – play a white key and have them name the note as fast as they can. Name a note and have them play that note as fast as they can.
    • Basic Rhythm – quarter & half notes
      • I would love to know how you readers teach rhythm. There are so many methods of counting for beginners: “1-2-3-4,” “1-2, 1, 1” (counting out the number of beats for each individual note), “long, short short,” “half-note, quarter quarter” (I never really understood this method, because it takes twice as long to say “quarter” as it does to say “half” or “note”). 
  • Repertoire
    • It is nice for the student to be able to play something after their first lesson – whether it is a simple piece learned by rote, or the first piece in their method book
So there you have it, some ideas to get you started! Now tell me – what do YOU do at a first lesson? What concepts do you feel are important to go over? What things do you do to make it fun and exciting?

The First Lesson

There is never enough time in the first lesson. Think about all the things you would like to say and do. You could go on for hours! How do you get enough information into that little head to get them excited about music, motivated to work hard, and able to have a successful first practice week?

It’s kind of a huge subject to tackle, because no two students are exactly alike in personality, learning style, background, or previously-acquired knowledge and skills. Maybe you have a 5-year old who has never had a music class, an 8-year old who has played the violin for 4 years, a teenager who has had years of piano lessons but stumbles through reading simple pieces (oh, that one hurts my heart), or an adult who nervously admits to always having wanted to play, but fearing it is too late to learn.

So, rather than specifically outlining exactly what you “should” say or teach in the first lesson, I’d like to give some broad guidelines. Whatever you do, remember that you don’t have to do it all in the first lesson. Keep it simple, keep it fun, and be yourself.

  • Make the student comfortable.
    • Get to know them a little before diving into the subject matter. Even though there is a lot to cover, remember that this is the beginning of a (hopefully) long and important relationship. They need to know you are interested in them as a person, as well as a musician.
    • Make sure they know they can ask questions at any time.
    • If you’re anything like me, you (the teacher!) might be a little shy when getting to know a new student. Let them know that it will take a little while for the two of you to get to know each other. And don’t be afraid to let your personality show.
    • Tell the student a little about yourself, including things unrelated to music. Give them something they can identify with.

  • Give the student some structure.
    • Explain how your lessons will flow.
    • Explain how their assignment book is structured.
    • Explain what they are expected to do at home each day.
    • Talk about the shared responsibilities of the student, parent, and teacher.

  • Get the student excited.
    • Do something fun! Young children especially have eagerly looked forward to this day, filled with the wonder of music that is so evident to their little minds. Be careful to nurture that wonder, rather than squashing it with lengthy explanations and assignments.
    • Get off the bench. Move to the music. Do not for a moment let this newly opened mind begin to believe that music is boring and unmoving.

  • Give the student confidence.
    • Teach them something right in the lesson that they can master and take home with them. For a younger student, it might be as simple as naming 3 notes on the keyboard. An older student might be able to learn a simple piece by ear.
    • Explain very clearly what you want them to practice at home, and how to practice it. Give them enough to do that they will make some progress, but not so much that they will be overwhelmed.

I haven’t talked about what technique, theory, or literature to cover in the first lesson. Those things differ so completely based on the student’s age and experience that I hardly know where to begin. But you will know what to do, and if you don’t, you’ll make it up until you do. We all do that as teachers; the key is to do it with confidence!

1 2
Verified by ExactMetrics