Tools & Organization Tips for Private Music Teachers
I've gathered some of my favorite apps and private studio organization hacks acquired through years of teaching into one place. I've also created some shareable templates that you are welcome to copy and repurpose for your own studio!
📝 Studio Policies - put them in writing!
Each year I update my Studio Policies and have parents sign them to register or re-enroll in lessons. By revisiting this annually, I can get everyone on the same page regarding expectations and prevent headaches and miscommunications down the line. I used HelloSign to have parents electronically submit their forms. My policies are quite extensive and have been amended each year to address any issues or confusion I have encountered. My version may have quite a bit of information you don't need, so I've created an editable Studio Policies Template.
📆 Studio Calendar - communicate important dates & deadlines
Included with my Studio Policies, I also create a Studio Calendar of all of the weeks I plan on teaching lessons. I try to take into account my own needs (vacation, conferences) and anticipate students' conflicts (holidays, testing weeks). I want to get as much information on the calendar upfront as possible and then print a copy for each student. I also update the calendar posted on my website throughout the year. Use the Studio Calendar Template.
💵 Private Lesson Invoicing & Scheduling
I have been using MyMusicStaff for years now to track expenses, process payments, assign repertoire, and schedule and invoice lessons. If I could choose one tool that has saved my sanity, this would be it! The $13 monthly fee is well worth it and is tax-deductible. I know private lesson teachers often have a hard time "spending money to make money," but the more streamlined your processes are, the more you can teach. The better you can track your income to avoid late payments, missed opportunities, and other losses of revenue. In my opinion, it pays for itself.
📕 Curriculum & Music Management
Google Sheets: I created this curriculum outline to guide my lesson planning throughout the year. I deviate from it as needed, but it's helpful to have a baseline set of objectives for each year, and the links to the curriculum make it easy for me to select solos in the Spring.
ForScore: I love this app for organizing music on my iPad. Instead of carrying books and loose sheet music around, almost all of my music is stored in this app (and Google Drive). Each year I create a set list for every grade level with the music corresponding to the curriculum.
☑ Lesson Assignments & Tracking
My Top 3 Apps for Teaching
MyMusicStaff: web app for scheduling, billing, attendance, repertoire, and communications with students & parents
ToDoist: keep track of tasks, top priorities, projects, and ideas
MileIQ: automatically track and sort your drives so you can report mileage on your taxes
I prefer to assign 1 scale and 2 clear objectives each week. I add notes to each student's MyMusicStaff account during every lesson, and can easily email those to the parents directly from the attendance portal.
📱 Productivity Apps & Sites
My ToDoist Project LIst & Filters
ToDoist: This site and app for tracking tasks is my lifeline. It contains all of my tasks, projects (short and long term), ideas, shopping lists, and more. I also use it to track reed orders.
Notion: Site and app accessible via any device for taking notes on the go. I also use it to draft class outlines and take meeting notes.
MileIQ: App for tracking mileage so you can deduct it from your taxes! It has automatic tracking and you can easily separate business and personal drives with a swipe.
Calm: Site and app for meditation, music, and calming sounds to keep me sane throughout the day. Great background noise for when you're stuck at school or in your car between lessons.
Adobe Scan: App for scanning that cleans up and saves documents. I use this mostly to scan music on the go and upload high quality copies to Google Drive, print, or share with others.
Google Sheets: I track reed orders, my lesson schedule, and more with google sheets. If you have an apple device, you can save frequently used sheets to your home page.
Google Forms: Great for surveying your students, doing inventory, and collecting information.
🎵 Music Teaching Apps
Breathe+: Great app for practicing breathing with customizable counts and beautiful visuals. This app works for both practicing breathing and helping students manage anxiety during audition season.
Tonal Energy: Popular metronome/tuner app with drone and recording capabilities. The students often enjoy trying to get the big green smiley face. I also really like the Tunable app.
💻 Private Studio Website
If you want to attract new students and increase your presence, you need a website. In addition, websites are a vital resource for parents looking for information about lessons for their students.
I created this website a few years ago using Squarespace and it has been a fantastic resource for my studio. The site was incredibly easy to set up with tons of available templates and simple drag and drop content. Your studio website should provide new students and parents with important information as well as current students with the documents they need and access to a studio account.
P.S. A note about taxes.
I’m not an accountant, but please talk with one or do your research and make sure you know how to handle your income from lessons and reed sales! Most self-employed private teachers in the United States need to pay quarterly estimated self-employment income taxes and if you sell merchandise such as reeds, you may be required to register with your State and pay State & Local sales taxes.
In addition, you should be keeping records of every payment you receive and every expense you have related to your teaching. This could include office supplies, music, equipment, travel expenses, and much more so check with an accountant to make sure you know what should be included in your expenses! If you use MyMusicStaff you can easily track all of your revenue and expenses and export reports as needed!
