Do you find yourself feeling overwhelmed and stressed over not having enough time to get everything done? Do you find yourself spending more time on administrative tasks rather than planning for teaching? You are not alone! Many directors feel the same way. The ultimate goal is getting the band program to a point where it runs smoothly and efficiently, much like a well-oiled machine, so that you can focus on the most important task of all…teaching music!
First, I must start by stating that I graduated from college with a music education degree with trombone being my principal instrument. Nowhere in my journey was I taught about managing people and events, being a travel planner, being a financial manager (collecting and raising money), organizing and running a volunteer / booster organization, training student leaders, how to track inventory, organize an effective music library or any non-teaching tasks. I did learn how to be a good musician, how to create a balanced ensemble sound, had a working knowledge of how all the instruments function, basic instrument repair knowledge, etc. All of the skills I possessed were taking me from the college, placing me in a room to only teach and then repeat day after day. Unfortunately, running a world class program requires more skills and knowledge than I possessed through my education, so I had to use the “learn as you go” method. My hope is that this information will help someone avoid years of having to learn by trial and error throughout their career and be able to implement an easier, more effective way to do administrative tasks.
Creating a world class program does not happen by yourself. You need to be open to the idea that it truly does take a village! Delegate tasks and responsibilities which other people can achieve in order to free yourself up to actually be the director of the program by focusing on the music development and education for your students.
The following suggestions will help relieve the amount of time and energy you use doing administrative tasks.
- Create and ensure that you have a strong way to communicate to your members and their families.
- It can successfully be achieved through email and text
- The more accurate, detailed information you provide your students and families, the more informed they will be about the program; Wouldn’t it be nice to have students in rehearsals? Know when deadlines are? Know what they are expected to be wearing when they arrive for an event? Know what time to show up? The list goes on and on – effective communication is the key!
- It can successfully be achieved through email and text
- Create, build and develop a team of volunteers / booster organization.
- Be okay with delegating tasks to volunteers! They WANT to help you in any way you need in order to help the program run smoothly. They simply need to know what you need!
- Volunteers begin to form a sense of community, just like you offer for your students, which gives them enjoyment and purpose for the program. They are not the director, but can simply be there to help with tasks that take time away from your student’s development and education.
- Be okay with delegating tasks to volunteers! They WANT to help you in any way you need in order to help the program run smoothly. They simply need to know what you need!
- Create a student leadership team
- Allowing students in your program to take on leadership roles; they are more than capable and it will help free your time up for more important matters.
- Leadership roles could be section leaders, music librarians, uniform managers, equipment managers, etc. Sky’s the limit for their help and organizational potential for your program!
- Allowing students in your program to take on leadership roles; they are more than capable and it will help free your time up for more important matters.
- Create an inventory system for your instruments, uniforms and music library.
- Whatever your needs are for inventory, have a solid, consistent, organized method to keep track of it.
- Don’t overthink it! Simple is better. Use a system that is easy to understand so that student leaders, volunteers, staff, really anyone could locate an item used in your program.
- Whatever your needs are for inventory, have a solid, consistent, organized method to keep track of it.
- Create a band handbook which will outline all policies and expectations for the members of the band program.
- Have clear and concise information about your program’s policies and expectations. In today’s educational climate, it is important to provide your students and families with exactly what they are expected to do when they join your program.
- I recommend having a form that both the parent / guardian AND the student must sign and date stating that they agree to and understand the policies and expectations of the program. You will find this to be an invaluable tool during difficult situations which may arise throughout the year.
- Have clear and concise information about your program’s policies and expectations. In today’s educational climate, it is important to provide your students and families with exactly what they are expected to do when they join your program.
- Create a calendar of events (rehearsals and performances, student leadership meetings, volunteer/booster meetings, fundraisers, etc.)
- It is super important to give families a detailed, up to date calendar of events. How can you expect students to show up if they do not have accurate information? The more details the better! (event, time event starts, time event ends, location, what to wear, what equipment to bring, etc.) This seems like common sense but believe me, even the best of us can miss details that affect us and the overall effectiveness of our program’s participation at the event.
- Events should also have volunteer opportunities attached to them so that your volunteers take some of the responsibilities off of your plate!
- It is super important to give families a detailed, up to date calendar of events. How can you expect students to show up if they do not have accurate information? The more details the better! (event, time event starts, time event ends, location, what to wear, what equipment to bring, etc.) This seems like common sense but believe me, even the best of us can miss details that affect us and the overall effectiveness of our program’s participation at the event.
Cut Time is a web-based program designed to help you with all of these administrative tasks! Cut Time is a viable solution to helping you be organized, efficient and consistent, while allowing you to focus on score study / student technique and ensemble sound (aka – teaching!).
Consistency is your friend. Changing directions too often will create confusion and ultimately cause the machine to break down.
Thank you to Cut Time, a Band Directors Talk Shop business partner, for providing this article.
Let Cut Time help you crank up your world class, well-oiled machine and take away the time that you spend on administrative tasks and give you back the time to focus on developing good humans and musicians! If you would like to find out more about Cut Time, contact us at 1-800-310-0087 or at www.cuttime.net
Related Reading:
Organize a band DIRECTOR calendar
Being a Band Director is Totally Incredible
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