Setting up your teaching schedule can feel like trying to solve a complicated puzzle.

Are you stressing over setting up your fall teaching schedule? It’s that dreaded time of year, and I’ve witnessed many teachers expressing frustration with this process lately.

We’re grateful for all our students, of course; and having enough of them to make scheduling a challenge is not a bad problem to have. Still, the process can be exasperating.

I’m happy to say I’ve eliminated most of the scheduling stress in my studio. Here’s how I do it.

At the final lesson of the spring semester, we have a parent conference. At least one parent comes to the lesson so we can discuss progress, future goals, and fall term scheduling.

I always tell families they get first dibs on their current lesson time. That’s a big win for folks. They’ve grown accustomed to that time. They’ve managed to schedule everything else around it, making it work for the past nine months (or longer). Everyone appreciates having the option to keep their current time; and most families take advantage of it.

I should add that in order to secure their chosen fall lesson time, students must take a minimum of four summer lessons or pay the equivalent fee. Not taking any summer lessons means they get no choice for their fall lesson time and simply have to take whatever opening is left. I can’t remember any students ever having made that choice.

Of course, there are always a few students who, for one reason or another, really must ask for a new school-year lesson time. During the parent conference, I show those folks the times I already know will be available, and promise to email them with any other openings at the end of the week, when all parent conferences have been completed.

Often, families will select a new lesson time from the options I have available right during the parent conference. I ask the others to work out a new time from the pool of available slots before June 1.

If there are folks who just can’t find a suitable time from the available openings, I jump in to help.

This summer, I had to help only two families. When they told me that none of the available openings would work, I emailed a group of already-scheduled students whose lesson times were in the range of possibility for these families. I explained that the students I was trying to help would be getting out of school at a later time this year, so they required a later lesson time. Would anyone be willing to take an earlier time to help these two families? Thankfully, two students quickly volunteered, and we had a working fall lesson schedule within a few hours of my initial email.

One of the benefits of this system is that it prods folks to make their piano lesson time a priority. When families know there will be only a very small pool of lesson times to choose from, they often simply hang on to the time slot they already have. And committing to a fall lesson time at the end of May, or soon thereafter, necessitates that they schedule other after-school activities around that piano lesson time. I’m quite sure student families actually appreciate getting their fall lesson time nailed down early in the summer. I suspect it helps them as much as it helps the teacher.

Has setting up your school-year teaching schedule been driving you nuts? If so, I encourage you to give this system, or something like it, a try.

However you choose to create your schedule, I urge you not to do it in a way that makes people think you’ll be happy to jump through hoops at the last minute to accommodate all their other after-school activities. That’s too stressful.

There are kind ways to encourage students to commit to a piano lesson time before scheduling everything else they’d like to do.

How do you work out your school-year teaching schedule? I’d love to hear what’s worked for you.

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