independent music teachers

Are your studio policies where you want them? Do you have policies?

If you run a school of music, a studio, or teach in your home, then you are a professional. You are an independent music instructor. A business person. You offer a vital service to your community. Your policies should reflect a level of respect for yourself as such. As a result, others will respect you. They will appreciate that your policies protect their interests as well.

How I came to believe in policies

I taught out of my home studio successfully for fourteen years with no written policies in place. I took a five-year break while my sons were young. When I started up again, it was with a greater need to help our family’s finances. I was surprised to find the landscape had changed. After-school activities had mushroomed, making the competition fierce for time and commitment. Parents or sitters taxied children from one activity to the next, barely having time to grab a bite to eat.

With increasing frequency, I’d wait for students who never showed. Sometimes I’d get a call earlier in the day. If we couldn’t find time to schedule a makeup lesson, I lost the income. The rare times we did reschedule, it always cut into our family time. How frustrating. I sent out notes asserting the importance of consistency. It did not help. My income was cut nearly in half!

One day as I waited for a talented young lady to arrive, her mother called, flustered.

“She has an extra dance rehearsal tonight, to prepare for the recital.” Then the mother flipped the switch that lit my understanding for good. “We really have to be there. We paid for all the lessons in advance, and there are no makeups.”

Wow. Why should I sit here in an empty studio while these other organizations, earning money from a few hundred students compared to my thirty, tapped my source of income?

I turned to other teachers online for counsel. In the process, I learned about running a business in a professional manner. This changed how I pictured and valued myself. I hadn’t given myself a raise in years. I was nervous about launching policies and a pay-raise, fearing I’d lose clients. But my fellow teachers encouraged and bolstered me.

I took a few months to sift through and study others’ policies. I chose the ones that fit me best. When I finally sent them out to families, holding my breath, the response was tremendous. Parents called to congratulate and thank me. They sent their registration fees and first tuition checks promptly. Only one backed out, and honestly, I think the family would not have continued anyway.

Benefits of instituting policies

Immediately and increasingly, my families and the community viewed me as a local studio as opposed to someone “who taught music to a few students.” If a child took lessons with me, it was something they could add to their portfolios with pride. Parents referred others to me. Many paid the full semester in advance, but some gratefully paid the tuition in four equal monthy installments. No more counting and billing one, two or five lessons in the month, every family different. Within a few months my waiting list grew. Gradually other teachers came to me for counsel.

I grew more serious about myself as an educator as a result of my policies. I attended more continuing education courses. I found ways to offer students more. I reviewed my past experiences as a musician, and included them in what I offered.

Now I teach knowing that if a student doesn’t show up, I’m covered. I don’t get bent out of shape with the family. But truthfully, they seldom miss a lesson anymore.

What items should policies cover?

Each private music instructor’s policies are as individual as fingerprints. So I encourage you to do your homework. Read others’ policies. If you associate with teachers who don’t post theirs publicly, ask to see them. Private music teachers are, by and large, a giving bunch, willing to offer a hand up. If you worry that parents will feel your policies are too strict, this might help.

Here’s what I include 

What I offer in lessons

I place this near the front, because it illustrates what makes me unique among my local colleagues. I always start with a mention of the lifelong benefits of music instruction. Then I tell them what lessons with Steinweg Studio of Music will include.

Tuition concerns

I explain that students enroll in a course of study similar to a school, with a semester tuition as opposed to a per-hour rate. The tuition ensures that their lesson time is reserved for them each week.

In addition to regularly scheduled weekly lessons, they have opportunities to attend at least two Master Classes per semester, and to perform in one recital per semester. Other performing opportunities may arise but are also not mandatory.

There is no credit for missed lessons. However, I offer a swap list to make it easier to switch lesson times with other students if conflicts arise. I ask them to try to avoid scheduling other appointments during their lesson time. If a true emergency or contagious sickness arises, they can be put on a 3-week cancellation list. If someone cancels during those weeks, they will have opportunity to take that time.

Payment Options

By giving families options, fewer feel excluded, even if my rates are higher than some in my town. They have seen that I offer more than many others.

I teach 30, 45 and 60-minute lessons. I reserve the final say as to whether students are ready for longer lessons. I wouldn’t want to end up babysitting a 5-year-old student with a 5-minute attention span for a full hour. Students can pay the full semester of x lessons per semester in advance, or make four equal monthly installments. Tuition is due no later than the s

econd scheduled lesson of the semester. Payment after that point will include a 10% per week late fee.

You can decide whether to accept cash or check. Alternatively, if you have an online bookkeeping service such as Music Teachers Helper, families can pay online. They can also be sent email reminders of scheduled lessons or recitals, birthday greetings, and so much more.

Using Music Teachers Helper means families can pay online.

Registration fee

I debated long about whether to charge an additional fee and how much. After I added up the amount I spent on extra items, I realized I wasn’t earning anywhere near what I hoped. I list some of these extras in my policies so families can  see how reasonable it is.

I have raised the fee a couple of times, and am considering raising it again this year. I make sure that if I do, I provide added value for the student in some way.

This fee is once per school year per student. This is the only time I give a discount for more than one student in a family, since it’s partly to cover bookkeeping, and I do that by family. The fee is due along with the first tuition payment. It remains the same whether or not they start lessons in September.

I explain that it is a nonrefundable fee to help defray the cost of such studio expenses as legal photocopies, Master Class materials, computer software, incentives, instrument maintenance, bookkeeping, recital programs, refreshments and supplies, travel and/or time spent searching for music and materials.

Next month’s policy article, Part II

Next month here on the Music Teacher’s Helper blog I’ll discuss such things as makeup lessons, practice expectations, swap lists, communication and creating registration forms.

If you have further questions or would like to share how you handle your teaching policies, I welcome your comments.

Our policies can provide protection and relief for all concerned.

Happy teaching!

 

 

 

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The Savvy Musician in Action

Have you heard of it before? It’s an immersive, experiential week-long workshop designed to help artists and increase income and impact. 

The entrepreneurship workshop is brought to you by cutting edge David Cutler, author of  The Savvy Musician and a brand new book, The Savvy Music Teacher. In a nutshell, it is perhaps an event like none other. I’ve been to plenty of conferences but this seems truly unique. [···]

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Want to find more students for your music teaching business? If you are a good teacher, and pupils enjoy your lessons, you may pick up the occasional referral from time to time.

However, if you want to earn a healthy income and find students more quickly, you need to understand how to market yourself as a music teacher.

This article contains seven methods for promoting your business:

1) Word of mouth

This is the best place to start. Tell everyone you know about your teaching business and hopefully they’ll spread the word. Tell family members, friends and acquaintances.

You can offer a “finder’s fee” and pay the person who refers you 100% of the first lesson fee.

2) Business Cards

Get hold of some business cards with your name, address, phone number, e-mail address and website address. You can contact your local print shop or do it online. It doesn’t need to be too fancy, but shop around as you get some great deals, especially online. Keep the design fairly simple, but you might want to consider a theme linked to your profession.

Leave a few of your tutor business cards in local shops, libraries, sports centres and start giving them to people you meet at events. Don’t be pushy, but when people ask what you do, tell them and offer them your card.

3) Posters and Flyers

Create some flyers, posters and put them here, there and everywhere – local shops, libraries, sports centres, notice boards schools, music colleges and universities.

Also, think about demographics. This is important.

For example, while many music teachers target younger people, college kids, school pupils etc, they often overlook one important age group.

The retired.

If you can find an area in your town or city with a predominantly older demographic, pop a few flyers through their letter boxes. Many retired people have time on their hands and would love to learn a new skill.

In my profession, I meet so many who wish they’d learnt the piano when they were younger and I simply tell them it’s never too late. Also, you might meet some who had lessons years ago and just didn’t like their teacher.

Don’t forget some ‘old school’ teaching methods would make you wince if you used them in the 21st century!

4) Phone/E-mail

I’m not saying go and cold call 1000’s of residents in your town, but it might be worth contacting local music teachers in schools and ask if their students would like music lessons. These people are well connected and once they pass you one student, you can quickly gain some referrals.

While I was building my teaching business, I remember sending about 100 e-mails to local independent schools, offering my services as a piano teacher, with a link to my website, and I got 2 job offers with two full days of teaching!

5) Contact the competition

If there is an established music teacher in your town, give them a call. If they have a full teaching timetable, they might be turning away students, when they could be passing them on to you. This strategy can work well, and as long as you show it is in their interest, most will go for it.

I often perform at weddings and if I’m busy I have 2-3 pianists who I recommend people to contact. And these guys do the same for me.

I also teach jazz and popular music on the piano and pass on students to classical pianists in my area if I feel they will be a better fit for the pupil. And again these piano teachers do the same for me.

You should learn not to fear competition and use it to your advantage! You can never have too many connections…

6) Stage a taster event

You could hire the local village hall and invite people to watch a short presentation showcasing what you do as a music teacher. You could also talk about how your instrument works and even ask members of the audience to come to the stage and have a go!

This might cost a bit of money to do, but I know some music teachers who’ve had remarkable success with this method. In addition to the local hall, why not approach schools and see if you can give free presentations there.

Make it exciting so pupils will go home in the evening and beg their mum and dad for lessons  on your instrument!

7) Local celebrity endorsement

See if you can get a local celebrity, or someone really well known in your town or city, to recommend your services as a music teacher. They can use their connections with the local media to boost your profile.

These are just some strategies which can help you start and expand your business. Although it might seem tough to get started, it will pay off in the long term, and eventually you should pick up some referrals which will make things easier.

Try to set aside some time each day and ask yourself…

“What can I do today to grow my business?”

Martyn Croston helps music teachers who want to build a successful tutoring business. He shares more advice on his website: http://www.mytutorbusiness.com.

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