Teaching Mama, Part 2

I am loving all of the wonderful comments on yesterday’s post about teaching when you have your own children. It seems to be a topic that is on many readers’ minds – and so many of you had such great input! I wanted to follow up with a summary of some of the excellent ideas YOU had, and address a couple of other questions/topics.

Here are some of the many great ideas/suggestions from readers:

my daughter & her friend LOVE the piano!

1. Take a break from teaching while your children are young. As they enter school, gradually pick up students again. Excellent plan – I think this is a great way to do both jobs fully.

2. It is CRUCIAL to have the support of your spouse. I couldn’t agree more! If your teaching is a priority in your home, then you must work together on figuring out how to make it work.

3. Decide beforehand how many students you can commit to. Great comment – I have often turned down students because I simply couldn’t take the time away from my kids. But it is sometimes hard to turn down extra students/income! It’s good to figure out beforehand how much time you can really commit to.

4. Teach in the early mornings. I have not tried this (probably because I am not a morning person!) but what a wonderful idea! Another creative scheduling plan to allow for piano teaching and parenting.

5. Be upfront and professional about your children. I loved the comment from a reader who states in her policy that her child will always be watched by someone. The times when my children have not had someone watching them have been hard. Even though it can work (and as a parent you’ve got to plan to be flexible), your students are paying you for your professional services. Those are always the times that make me re-evaluate things and change my schedule.

6. Make a maternity leave plan for your students. I loved a reader’s comments about ideas for her students during her maternity leave – hold some type of competition for learning scales and pieces, have them attend a seminar by her piano tuner, etc. For more great ideas, read contributor Bonnie Jack’s great article about maternity leave for piano teachers.

7. Childcare in exchange for piano lessons. One reader talked about a situation where two families from her church watched her children, while she taught all of theirs – for $8 a lesson, because her kids were being watched at the same time. (Aside from the low tuition rate, not too bad of a set-up, although I wonder how quiet it is during the lesson with so many kiddos running around!) She also wondered if I charge less for “poor” people. This could be an entire post on its own, but I wanted to quickly address it and see what others think…

I charge all of my students the same amount. Sure, a discount should be in order if they watch your children during the lessons, but I think you do need to be careful that you are not undercharging too drastically. A couple of reasons:

1) The less you charge, the less professional you seem – and the less seriously the students/parents will take the lessons and the commitment required. People will take you more seriously if you charge a more professional rate.

2) Your time is so precious, especially as a mama! Make those times away from your kids worth it. Be a good, professional teacher, work hard, get paid what you’re worth, and then enjoy your free time with your kids.

If I gave discounts to everyone who asked for them, it would not be worth my time; I’d be seriously shortchanging myself and my abilities, and really doing a disservice to the profession and to the families I teach. (I think when you stay at your higher, professional rate, they expect more and will work harder. If you give more and truly are a great teacher, they will value it more and practice more.) I have given free months of lessons away at church auctions/charity events, but I don’t give discounts for people, even if I teach 2 or more of their children. I think that I would consider a scholarship program for a student if and only if they: are VERY motivated to practice, have VERY supportive parents who understand the importance of music lessons and consistent practice, who truly make great progress, and are truly financially are in need. Yes, I would give a small discount in exchange for them (a parent or sibling) watching my children during the lesson.

And some thoughts of my own –

ON PROFESSIONALISM
Yes, I have taught lessons when my children were home, and playing quietly in the other room or sometimes in the room. This is definitely not ideal – for me as a teacher, or me as a mother. In situations like this, I feel that I am doing both jobs – that of a piano teacher, and that of a mother – half-way, and something has got to change. Yes, my kiddos are my #1 priority. I always, always prefer and plan to have somebody watching them (or to teach while they are asleep). But, sometimes life happens, my husband has a big test to study for, or has to TA or has something come up, and my kiddos are home while I teach. In such cases, flexibility is important. But at the same time, I need to be as professional as possible in my piano teaching, and I know that my children can disrupt that. That is why, when you are a piano teacher AND a mother/father, you need to know where to draw the line. You need to know when to call and cancel a lesson, knowing that if that student came, it would not be a good/professional situation. I have, many times, been asked to watch somebody’s child, but had to turn it down because I had a piano student coming that afternoon – I can’t do both at once! It is SO not fair to the piano student. Your students pay you for your professional services and for your full attention. If you know you are going to be too distracted from the lesson, you need to fix it or reschedule the lesson on your own time.

CANCELLATION/MAKE-UP POLICY
As a parent and a piano teacher, you have GOT to have in place a good cancellation/make-up policy, taking into account that things will come up with your own children. I have had to cancel SO many more lessons as a mother than I ever, ever did before, simply because my kids tend to get sick! When sickness or other things in your family come up (watching a family members’ kids, school functions, etc.), you need to have a plan, in your policy, for what to do when YOU have to cancel a lesson. I’d say that it is much better to cancel a lesson than to have a student come when your house is crazy and your full attention is not on the student. I like to put into place in my semester’s calendar specific “make-up days” for times like this when I need to cancel. I normally don’t make-up lessons missed by students (except in extenuating circumstances, which I understand), but I ALWAYS make-up lessons that I cancel.

SCHEDULING FLEXIBILITY
In the past few years I have found a great way to keep all lessons a little more flexible, allowing for those times when my child needs my attention during a lesson. I schedule an extra 15 minutes of music theory practice/instruction on the studio computer at each lesson (paid for through a yearly “technology fee” per student). If my evening student arrives and my children are not quite tucked into bed, I have them do their computer time first, allowing for me to finish up my motherly duties and get my kiddos all settled. If a student arrives and my husband is watching my children, I do the lesson first, and then they do their computer time afterwards (at which time I can relieve my husband and grab my baby for a cuddle). This has worked so well in allowing a little bit of flexibility at every lesson.

FOLLOW YOUR HEART

As cheesy as that may sound, I think it is really important. I love teaching, I really do. But I knew it was time to drastically reduce the number of private students I taught when I started to dread those afternoons when I taught. When I found that I would rather be out there playing with my kids than in my studio teaching, I knew it was time for a change. And yes, it was very hard to give up that extra income, but it is definitely worth it. This is a season of my life to slow down on the piano teaching and focus on my kids. I know there will be many other seasons to come that I will have more time to devote to private teaching, and many ways now that I can continue my teaching – whether I am teaching a little preschool music class and singing little songs about train rides and rivers, or whether I am teaching my own children to love music, or teaching an occasional student here or there. I am a music teacher for life, but a mother forever.

 

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?

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Group Teaching: Studio Set Up & Billing

Part 2 of the Group Teaching series written by guest contributor Marissa Erekson
Studio Set Up
I had learned about group piano lessons from workshops I had attended while in school. I had heard lectures detailing how the purchase of the digital pianos was a big expense upfront, but would then be made up for with the additional income. So, when I moved to set up my studio I purchased a grand piano and four digital pianos. It was a huge purchase, but with the additional students, I had the pianos all paid off seven months later (the bulk of that expense was for the grand piano, otherwise it would have been paid off much sooner).

I had the four pianos in a rectangle: two pianos side by side with the students facing in to each other. Then I could walk around the four pianos to help and correct them as needed. The students also were able to work well with counting, etc as they were looking at each other.

I had a large open area for the kids to sit on the floor for the games.

Billing

Students were charged the same rate for the 50-minute group class as more advanced students were billed for a 30-minute private lesson. If you charge less than this, then you have simply created an organized babysitting service. Also, if you charge less, then you are setting yourself up saying that group lessons aren’t as valuable as private lessons. I had an incredible amount of success with the group lessons, both in the development of the students’ skills and in the number of years that students remained in lessons. I never had a parent complain about tuition prices due to the time factor. You will need to find out what the general tuition rate for a 30-minute lesson in your area.

Books were included in the tuition for group class students. I created a “music book account” for private students and then deducted the amount of any music I purchased for them. I purchased the music online through various different websites where I received a discount and watched for sales for even higher discounts.

All students also paid a registration fee at the beginning of the semester for recital fees, etc.

Another note for billing – I strongly recommend using a billing service. I had a lot of students, but even if I only had 5-10 (like now) I would still use a billing service. I used MuBuS (Music Business Solutions) and was very happy with their service (very low user fees and very good service). I know of other teachers who said that they didn’t think it was necessary to hire somebody else to do what they could do for free. But then when I asked how much time they spent on billing issues I was appalled by the length of time spent sending email reminders and the number of times they had to bill late fees. I wanted lesson time to be spent strictly on teaching and all of the out-of-lesson work time to be spent on lesson planning – not on billing. It took minimal time to set each student/family up with a music account the beginning of their study time with me. Then if their credit card expired MuBuS would contact parents for the updated info. I only dealt with financial matters the beginning of the year when I set up new students and programmed the new rates.

I can’t even remember how many parents told me how much they loved that I used an automatic billing service and how many of them had even recommend MuBuS to the teachers who taught their other kids other musical instruments.

Piano Teaching Q&A: Theory Technology

Hello, again! We’ve finally moved into our new home in Idaho and I’ve already gotten a few student referals (yes!). I went to a workshop for piano teachers this past Friday entitled “Incorporating Technology into your Studio”, and it turns out that technology is a BIG deal here in Idaho (which I love!) Even the elderly teachers who have been teaching for 50 years use MIDIsaurus and other computer-based theory exercises. I love it and I’m going to buy MIDIsaurus and a couple other computer theory programs in the next couple of weeks. But here’s my question:

How should I handle computer lab fees? I originally thought I would charge a $5 computer lab fee per month (keeping in mind the cost of living in Idaho). However, when I went to the workshop on Friday and asked the same question, a lot of the teachers said they tried doing a monthly fee, but a lot of the parents would try to save money and say “Well, what if I just had my son take piano lessons without the computer instruction, so I don’t have to pay the monthly computer lab fee?”

I obviously want to avoid that, because theory and ear-training are such an integral part of piano lessons! So some of the teachers suggested doing a yearly Materials Fee, which covers computer lab costs. I originally had my materials fee set for $25, BEFORE I added my computer lab. I thought maybe it should be $50 for the yearly materials fee, but it sounds like that might be too high for Idaho (I already had to drop my monthly lesson rates by $15, and it’s STILL on the high side!) So what would you do? I’m having some students come for auditions next week, so I need to have this ironed out by the end of this weekend! Thanks!

Another Payment Option

These posts about the studio policy and contract have been great! So many smart ideas have already been shared so I don’t have much to add. However, I thought I would share the way I do lesson payment in my studio.

First of all, let me say that automatic online payment (like mubus.com) is the ideal collection method for the teacher. However, if your students’ parents feel at all uncomfortable with providing their credit card information or having payments automatically drafted from their account, another option is to use post-dated checks. At the beginning of each semester, my parents write checks for each month of that semester and date them the first of each month. This means that I only have to collect payment once a semester (because isn’t asking for payment the worst?), but parents don’t have to pay for the entire semester all at once, which can be a financial burden to some families. The bonus for me is that at the first of each month, I already have all the checks for that month in my possession and they are valid for deposit.

Just an idea, but it has worked really well for my studio.

Studio Policy Essentials

A good studio policy can make the difference between loving and hating your job as a teacher. While there are many things you can address and ways you can personalize your policy, I would like to talk about two essential areas that can make a big difference in your relationship with your students and their parents.

  • Make-up lessons: This is an area where I think many teachers fail to demand the respect they deserve. Do not let your students take advantage of your valuable time! If you are clear and up front about your policy, parents will respect you and your time.
    • Don’t offer refunds for missed lessons.
    • Don’t offer make-ups for no-shows or late-cancellations (less than 24 hours notice). Some people will think this is unfair in the case of illness, which often doesn’t allow for advance notice. But though it may seem unfair to the student, consider that it would also be unfair to the teacher to ask them to reschedule. I am sympathetic to the situation, but it doesn’t magically free up my schedule. If, on the other hand, I do happen to have an opening later in the week, I will often offer it to a student who is ill (provided they recover in time, of course).
    • Be clear about how you will handle lesson conflicts for which you do have advance notice. Some teachers offer make-up lessons one Saturday a month. Others have students spend extra time in their computer theory labs. I prefer to give my students a phone list and have them trade with other students when they have a conflict. Occasionally this doesn’t really work (if the student is gone the whole week, for instance), and I will make other arrangements with the student. Because I don’t teach in my home, and I have to arrange childcare anytime I teach, I only teach these rare make-up lessons when I will already be at the studio, and when my husband can easily be home. You may want to limit the number of make-up lessons to one per quarter per student, if you have students who are constantly rescheduling. Don’t be afraid to revise your make-up policy as you discover what does and doesn’t work for you (although don’t spring changes on parents mid-semester—it is probably best to make revisions at the beginning of the calendar year or the school year).

  • Tuition and Billing: This is another area where you want to be very clear and professional. Nothing is more awkward than having to ask a parent to pay you, so it is best if you can set up a system that is very clear, and won’t require a lot of follow-up or maintenance. In fact, if at all possible, I would recommend using a service like mubus.com to handle your billing automatically, so that you don’t really even have to think about it, and you are guaranteed payments every month.
    Include the following information in your policy:

    • How much is your tuition? How often is it to be paid? Are there any discounts for paying several months up front, or for multiple students in one family?
    • When is tuition due? Is there a late fee?
    • How is tuition to be paid? (include details if you are using an external service, or just make it clear to parents when and where they need to provide payment, so you won’t have to ask for it)
    • Will there be an extra charge for recitals, festivals, and other activities?

There are obviously many other things you will want to include in your studio policy, such as practice expectations, how music purchasing will be handled, recital participation, and calendar events, but these are two areas that, if handled professionally, will significantly increase your happiness as a teacher!

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