Crafting the Perfect Welcome Packet for New Students: Setting the Stage for Success and Connection

First impressions matter, especially when welcoming new students into your studio. A thoughtfully designed welcome packet is your opportunity to make a lasting impression, set clear expectations, and create a foundation for a strong relationship with your students and their families. Whether you’re a seasoned teacher or just starting your music studio, a welcome packet is an essential tool to communicate professionalism and build trust. Let’s dive into why you need one and what to include.

Why Create a Welcome Packet?

1. Establish Professionalism A well-prepared welcome packet shows that you take your role as an instructor seriously. It sets the tone for a professional and organized learning environment.

2. Set Clear Expectations By outlining policies, schedules, and expectations, you provide clarity and prevent misunderstandings. A welcome packet ensures everyone is on the same page from day one.

3. Build a Connection Personal touches in your welcome packet help new students and their families feel valued. It’s a great way to introduce yourself, your studio’s philosophy, and your teaching approach.

4. Streamline Communication A welcome packet serves as a one-stop resource for important information, reducing the need for back-and-forth emails or phone calls.

What to Include in Your Welcome Packet

1. Personal Welcome Letter Start your packet with a warm and enthusiastic letter. Introduce yourself, share your passion for teaching, and express excitement about working with the student. This personal touch creates an immediate connection. Include in the letter, date of first lesson, and time and where lessons are held—I like to include a hyper link to where you teach to make it easy for the parents to find your location.

2. Studio Policies Outline your policies in a clear and friendly manner. Include details on:

   • Attendance and cancellation policies.

   • Payment terms and methods.

   • Practice expectations.

   • Online lesson protocols (if applicable). Clear policies help set boundaries and create a smooth experience for both you and your students.

3. First Payment Due Include a copy of their first Summary of Tuition and fees due and when it is due by. You can choose to have an application fee for them to pay before the lesson to “secure and reserve” their spot in your studio.

4. Studio Calendar Provide a calendar with important dates, including holidays, recital dates, and any studio closures. This helps families plan ahead and stay informed.

Creating Your Welcome Packet

• Digital vs. Physical Format: Decide whether to provide your welcome packet digitally (as a PDF) or as a printed handout. Digital packets are convenient and eco-friendly, while physical packets add a personal touch. I tend to make all my paperwork PDF and send them over email instead of mailing them out.

• Design Matters: Use tools like Canva or Microsoft Word to design an organized and visually appealing packet. Incorporate your studio’s logo, colors, and branding to create a professional look. Part 1: Getting Your Studio Started online course has an entire lesson dedicated to making your welcome packet with all the templets and wording included!

• Keep It Updated: Review and revise your welcome packet regularly to ensure it reflects any changes in policies, fees, or contact information.

The Power of a Great Welcome Packet

A welcome packet isn’t just a bundle of papers—it’s an extension of your studio’s identity. It showcases your professionalism, reinforces your commitment to your students’ success, and fosters trust from the very beginning. By investing a little time and effort into crafting a well-rounded packet, you’ll set the stage for a rewarding and lasting relationship with your students and their families.

Your teaching journey is as much about connection as it is about education. Let your welcome packet be the first step toward making every student feel at home in your studio.

Happy teaching!

Unlock Your True Worth As a New Teacher: A guide to pricing your lessons for success

Starting your new music studio is an exciting adventure filled with creativity, passion, and a vision for the future. But alongside the joy of pursuing your craft, one crucial question looms: How much should I charge for my services? Setting your prices is more than just picking a number—it’s about valuing your expertise, ensuring sustainability, and building a thriving business. Let’s break down the two key things to think about as you establish your pricing.

1. How Much Do I Charge?

The first step in pricing your services is understanding the area and the prices of the local teachers that you are teaching in:

Research Your Market

• Look at the going rates in your area for music lessons. What are other music teachers charging? ?

• Don’t just copy what others are doing. While local rates provide a baseline, your pricing should also reflect the value and experience you bring.

Align with Your Financial Goals

• Think about your business goals: you can then start to think about how much income you want or need to make.

• Calculate how many lessons you can realistically offer each week while maintaining quality and balance in your life.

2. How Do I Figure That Out?

Based on the prices of the teachers in your area, that’s the Goldilocks range you want to be in. No more than a couple dollars higher or lower than that rate. And, don’t undercut your prices to get more students. It will take you twice as long to earn what you should be earning per lesson.

Decide on a Pricing Model

Here are some common models to consider:

• Per Lesson: A straightforward option where clients pay for each lesson individually.

• Monthly Packages: Offer a consistent monthly fee that includes a set number of lessons, encouraging commitment from students.

• Tiered Pricing: Provide options for different lesson lengths (e.g., 30 minutes, 45 minutes, or 60 minutes) or levels of involvement (e.g., beginners vs. advanced students).

Factor in Flexibility and Policies

• Create policies around cancellations, rescheduling, and missed lessons. Will you charge full price for last-minute cancellations, or do you offer make-up lessons? Clear policies help protect your time and income.

• Adjust your rates over time. As you gain more experience or invest in new skills, don’t hesitate to increase your prices to match your enhanced value. You can send out a notice to existing students or just increase your rates for new, incoming students.

Communicate Your Value

• Confidence is key when discussing your rates with potential clients. Explain the benefits of working with you—your qualifications, personalized instruction, and the results students can achieve through your lessons. Include that in your studio policy as well.

• Remember, clients aren’t just paying for your time; they’re paying for your expertise, preparation, and the overall value you provide.

Pricing your services is about striking a balance: you want to reflect your value while staying competitive and fair. Remember, your time, knowledge, and passion for teaching music are worth investing in. When you confidently price your services, you not only unlock your true worth but also set the foundation for a successful and sustainable music studio.

Go ahead and take that first step. You’ve got this! 🎶

Happy Teaching!

Mastering Time Management: A How-To Guide for Balancing Teaching, Staying on Schedule, and Implementing a Duplicable Teaching Style

As a mom of 3, I have had to work really hard to keep that work life balance especially since I teach in my own home. —Between you and me and there really isn’t a balance it’s just being honest with yourself about what you can really do in the time allotted to reach your personal goals.

Decide How Many Students You Need To Teach

Before you start advertising you’re ready to open your music studio, sit down and do the following:

1) How much money are you wanting to earn from teaching? For me, teaching is my job that contributes to our household living.

2) How many days are you truly able to teach? (I teach 4 days a week)

3) What are those times that you can teach? 🎶 It’s best to put all your lessons back to back, you’re able to fit more students into your schedule.

4) With the number of days you can teach, and the lesson slot times based on 30 minutes (or whatever the shortest time slot you offer) How many students can you fit? ( 4:00-6:00 4 days a week is 16 - 30 minute lessons a week) - likely you’ll have a combination of lesson lengths, but this is just getting your baseline tuition amount.

5) Next step is to take your desired income and divide it by 4 (4 weeks a month) between the number of minimum lessons. ex: $2000/4/16=32 (I rounded up). So your weekly 30 minute lesson price would be $32. Tuition Per month, based on 4 week months is $128. To configure your 45 minute and 60 minute tuition rate you just multiply it based on the $24 per individual lessons. (45 minute lessons $48 weekly /$192 month; 60 minute lessons $64 weekly/ $256 month.)

The key is to know what the average rate in your area is and don’t go too low and don’t go too high. Be in that competitive sweet spot. And by using some of the other recommendations that I’ve suggested in other posts like this found here on this blog.

Stick To Your Schedule

Now that you have your schedule you’ve got to stick with it. You have now defined for yourself that “time is money”. It’s your job to stay on time with each lesson, don’t be a doctor’s office that’s always late, because that affects everyone else following.

Also accept, you can’t teach everyone. There are going to be people that really want to work with you but they can’t commit to the opening you have. Add them to your wait list. It’s a really hard thing to do. And I’ve had to tell someone I don’t have any available time even on my speciality instrument, but, if they really want to work with you, they will wait. And if they don’t, then that’s not on you. You have to honor your time. For me, I get 1 day a week with my kids after school. And honestly, if I say that, the 1 day a week after school with my kids, to a prospective parent, they understand (yes, I have even told that to a parent, 2 months later I had an opening and they took it.)

Use The Same Method Books

Most of your teaching will likely be beginning through elementary. When you decide on the method books you are going to use, use them for every student as much as you can. After the first year of teaching, I knew the series of books I use (especially the Primer books) inside and out. I didn’t have to prep for the lesson. I knew what it was about, and how to effectively execute the teaching of it. So I had zero prep time going into those lessons. That left more time for me, or to do other research on pieces, find other music for recitals, or work through teaching prep on more advanced pieces of music for my advanced students.

The key is to keep things duplicatable from student to student as much as you can. I get not every student is the same, but the principals that you are outlining through the help of the method books is. Music in general is a series of rules. So it’s a concept that can be duplicated. Also, keeping the pricing the same from student to student and just using a base figure for all of your tuition makes it easier and predictable.

How many days a week would you plan on teaching?

Happy Teaching!

Becky

The Top Challenges You'll Face When Starting a Music Teaching Business (And How to Overcome Them)

Starting any new business is not without any risks. It takes time, effort, and determination to get any business started and ultimately hit that goal of a thriving business. Thankfully, music studios are one of the businesses that can thrive sooner rather than later, you decide how many students, you decide when and where to teach. You are offering a SERVICE. And most likely a service that is needed in your area. But let’s talk about some challenges you can face and how to better prepare for them just in case. I’m Becky, and I’ve built my music studio twice in 2 very different cities and I share all my tips and tricks on how to start, run and build a successful and thriving music studio!

1) Lack of students. Getting your name out there is going to be the #1 challenge in starting your studio. It’s all up to you on advertising that YOU are a teacher. That means, telling all your neighbors, friends, asking all of them to pass along your info if they know of anyone. Getting on Facebook, Instagram and putting yourself out there tagging your city or County location so that when people look in your area your name and studio pop up. Order business cards to hand out when needed and always carry some in your wallet. Leave the business card or flyer at a coffee shop, or local establishment (I like leaving my info at mom and pops locations). This is to get you started! You can check out more at this post here: 5 Marketing Strategies to Help Your Music Teaching Business Stand Out.

2) Pricing. Determining your tuition rate CAN be a challenge. It’s all about finding that Goldilocks pricing that works for you, and works for the family so that you aren’t over and above the local average for teaching. Check out this post to confidently price yourself and set you apart from the other studios!

3) Student Retention. Once you start a student, it’s easy to see working with them for years to come, especially if you teach beginning through advanced. But, students will come and go in your studio. The #1 goal is to keep students LOVING lessons so much that they beg their parents to keep taking lessons (yes it can actually happen!) Create a fun and exciting atmosphere in your studio. Decorate for ALL the holidays. Have candy (always a winner with kids) Pick songs that they will like along with your standard rep. I like to have a fun Halloween song for each student to work on in October. Plus let them pick the Christmas song for the holiday recital. I also like to have a “challenge” or reward-based incentive in the studio. Keeps them working towards something plus it helps them practice more regularly.

4) Avoid teaching Burnout. Set your schedule, and be firm with it. I get wanting to teach everyone that sends is interested, but also, be realistic with what you can handle with your already busy life and schedule. Be really honest with yourself in how long each day you can teach. How you can still spend time with your family. Remember, most lessons are an A-typical work schedule. For me, my husband gets home from work around 3:30 and takes care of the kids while I teach until 6:30. So I don’t get a lot of after school time with my kids. But I also, don’t teach every single day of the week. So I make time, and I keep it that way. Not everyone’s schedule will align with yours so…Start a waitlist if you have to so that if you do lose a student you already have someone or a list of someones waiting to work with you. And schedule in BREAKS, spring break, Thanksgiving and Christmas are guaranteed break for the whole studio and for me personally, I take June through Mid August off from teaching.

What are some challenges you have faced or fear facing when you start teaching?

Happy Teaching!

Becky

Stop underpricing yourself: How to confidently set prices that reflect your true worth

You’ve decided you want to start teaching, how do you choose your tuition rates to ensure that you book new students and keep them coming back year after year? Keep reading to learn how to confidently set prices that reflect your true worth.

Know YOUR WORTH!

You are setting up your business to be a money-making, profitable and SERVICE BASED BUSINESS. Just like a plumber or hair stylists, this is your job. Doesn’t matter if you’re teaching 1 or 20 students. It’s still a business that commands respect. For me, it took me years to accept and finally charge what I originally “wanted” to charge for my tuition rate. I undervalued myself and what I had to offer, which meant I had to teach more than double the number of students just to make what I needed to earn to help our family with bills. Plus it wasn’t helpful to the other teachers in the area. But having a teacher that is priced way lower than the other teachers around it creates a sort of “bidding war” and can put you or the other teachers in an awkward situation. You should create competitive yet reasonable rates.

Know WHY you believe in your worth!

You have to learn why it is okay to price yourself at your worth and not what others think you are worth. 3 items can help you justify your tuition rate:

• years of experience in your own development of talent

• education, college-level if any

• prior teaching experience.

When I opened my doors for teaching I had already been playing piano for 18 years, and horn for 15 years. I went to college and got a music degree AND had already been teaching for 10 years. Yet, I still under priced myself by $10 a lesson. And it took me YEARS of increasing my rates and finally moving to a new location where I could set my rate starting what I wanted and go up from there. I don’t want you to make the same mistakes I did. So here are a few tips I recommend.

🎶 Tip 1: Try to scout out your local area on what other teachers are charging for tuition. Base your rate around that and the 3 qualifiers above.

🎶 Tip 2: List in your studio policy what your monthly tuition includes! Include that your tuition is for private lessons, and also your time outside of lessons, overall music experience, and how many recitals you’re hosting a year.

🎶 Tip 3: Be confident when talking about your tuition. If you aren’t confident, whomever you are talking to will pick up on that and you could run into issues down the road with that family.

🎶 Tip 4: You can always increase your rates at a later date either for existing students or just for new incoming students or both.

Remember, you’re not going to be able to teach everyone. But also, it’s your business you can run it how you want, from creating “scholarship” opportunities to help offset the cost for a student, to reduced lesson costs for those in financial difficulties. I’ve even offered gift cards/pre-paid lesson opportunities which come in handy for holiday gifts or birthdays.

LAST THING: the minute someone starts to take advantage of you, from missing lessons, and expecting you to reduce their tuition due to missed lessons to paying past the due date. They aren’t respecting you or your business. Talk to them and let them know that this business is just as important to you as their job is to them. Give them one more chance and if they are late again, or continue the same pattern of behavior, then it’s time to terminate. In the end, you might lose a student, but there are always more waiting to join your studio, and to be respected is more than any money earned.

Happy Teaching!

10 Must-Know Tips for Starting Your New Music Studio Business and Succeeding

Starting a new business in music teaching? Let’s get you started right from the start with this Check list!

1) HAVE A STUDIO POLICY! This sets the expectations on who you are as a teacher and what you expect from your students. Must include: how often you teach, tuition rate, the due date for payments, Missed lessons, and make up lesson rules AT A MINIMUM. Not sure how to get started with writing a studio policy, you can get my ironclad and customizable template here: STUDIO POLICY TEMPLATE COURSE

2) Have a set location or plan in where you are going to be teaching. Will you do it in your house, rent a space, travel from house to house? Have that in place before you start advertising.

3) Advertise. This is obvious, but advertise on Facebook in the local community chats, anytime someone posts about a music teacher be the one to respond and send a message. Post on your regular feed, and on Instagram. Get loud at local events, and always carry business cards with you. Post at local coffee shops or other places with community boards.

4) Learn the rules of your county and state for having a local small business and obtain whatever you need to obtain to reduce fees later on or risk being shut down later.

5) Decide how many students you can teach and your teaching schedule

6) Decide what levels you’re going to teach (beginning, elementary, intermediate, advanced)

7) Decide what method books you’re going to use and get familiar and comfortable with the flow and various songs.

8) Start thinking about where and how you can host a recital so that you have time to plan in advance.

9) Create fun and exciting activities for the students to keep them excited and engaged so they practice at home and want to keep coming back week after week.

10) DON’T forget that you are running a business. You set the hours, days, and tuition. Don’t feel pressured into making changes from your plans to accommodate someone else.

Keep checking the site for more tips on how to start your music studio, keep it running, and building a successful and Thriving music studio!

Happy Teaching!

Talking Points When Talking With Prospective Families

Rock Your Communication Skills: How to better communicate to prospective families why they should consider private lessons with you as their teacher

As a private music teacher, you do have to “sell yourself” to prospective student families. Bottom line this is a serviceable business and you have to show you are capable and ready to work with others that are hiring you. Because in the end, you work for the parent to teach their child how to learn an instrument. I found it was super handy to have generalized phrases in my back pocket for when they came up on the phone or over text. Mainly why private lessons are vital. Especially when a parent is new to the private teaching realm and want to have their kid’s musical education stepped up more than what learning in the school can provide. Below you will find specific talking points I have come accros over the past 25 years when interviewing / being interviewed by prospect parents.

What are Private Music Lessons and How is it Different Than Group Lessons

Private music lessons are one-on-one lessons with a professional musician or music teacher. These lessons can be taken in person or online, and are tailored to the individual needs and goals of the student. Private music lessons are available for a wide range of instruments, including guitar, piano, violin, drums, and more.

One of the biggest advantages of private music lessons is the personalized attention and instruction you receive. Unlike group lessons, private lessons allow the teacher to focus solely on the individual student, providing feedback and guidance specific to their playing and skill level. Private lessons also offer flexibility in scheduling, allowing students to find a time that works best for them.

Benefits of Private Music Lessons

There are numerous benefits to taking private music lessons, including:

1. Personalized Instruction

As mentioned earlier, private music lessons offer personalized instruction tailored to the individual student's needs and goals. This allows the student to progress at their own pace and receive feedback specific to their playing.

2. Improved Playing Technique

Private music lessons can help improve your playing technique, allowing you to play more efficiently and with greater ease. A skilled music teacher can identify areas where you may be struggling and provide exercises and techniques to help you overcome those challenges.

3. Increased Motivation

Private music lessons can also increase motivation to practice and improve. Knowing that you have a lesson coming up can provide the incentive needed to practice regularly and make progress towards your goals.

4. Accountability

Private music lessons also provide accountability. A music teacher can track your progress and hold you accountable for practicing and working towards your goals.

How Private Music Lessons can Improve Your Practicing

Private music lessons can help improve your practicing in several ways. First, a music teacher can provide guidance on how to practice effectively, ensuring that you are using your time efficiently and focusing on areas that need improvement. Second, a music teacher can provide feedback on your practicing, helping you identify areas where you may need to adjust your approach. Finally, by setting goals and creating incentives for practicing, a music teacher can help you stay motivated and on track towards achieving your goals.

Finding the Right Private Music Teacher

Finding the right private music teacher is key to getting the most out of your lessons. When searching for a music teacher, consider their qualifications and experience, as well as their teaching style and personality. It's important to find a teacher who is knowledgeable and skilled in the instrument you want to learn, but also someone who you feel comfortable working with.

What to Expect During a Private Music Lesson

During a private music lesson, you can expect to receive personalized instruction and feedback specific to your playing. Your music teacher may provide exercises and techniques to help improve your playing, as well as assign pieces to work on between lessons. It's important to come prepared with any questions or areas you want to focus on during the lesson.

Setting Goals and Creating Incentives for Practicing

Setting goals and creating incentives for practicing can help you stay motivated and on track towards achieving your musical goals. Your music teacher can help you set realistic goals and provide guidance on how to achieve them. Incentives can be as simple as rewarding yourself with a favorite treat after a successful practice session or setting up a practice challenge with friends.

Specific Benefits of Private Piano Lessons

Private piano lessons offer unique benefits, including:

1. Improved Hand Coordination

Playing piano requires a high level of hand coordination, and private piano lessons can help improve this skill. A skilled piano teacher can provide exercises and techniques to help develop hand coordination and dexterity.

2. Music Theory Instruction

Private piano lessons also offer music theory instruction, which is essential for understanding the structure and composition of music. This knowledge can help improve your overall playing and musicianship.

3. Opportunities for Performance

Private piano lessons often include opportunities for performance, such as recitals or competitions. These opportunities can help build confidence and provide motivation to practice and improve.

Tips for Getting the Most out of Your Private Music Lessons

To get the most out of your private music lessons, consider the following tips:

1. Come Prepared

Come to your lesson prepared with any questions, areas of focus, or pieces you want to work on. This will ensure that you use your lesson time efficiently and effectively.

2. Practice Regularly

Practice regularly between lessons to ensure that you make progress towards your goals. Your music teacher can provide guidance on how to practice effectively and efficiently.

3. Be Open to Feedback

Be open to feedback and willing to make adjustments to your playing. A music teacher can provide valuable feedback that can help you improve and reach your goals.

Alternatives to Private Music Lessons

If private music lessons aren't an option for you, there are alternatives that can still help you improve your playing. Online resources, such as instructional videos and online courses, can provide guidance and instruction. Group lessons can also be a more affordable option, offering personalized attention in a small group setting.

Why Private Music Lessons are Worth the Investment

Private music lessons offer numerous benefits that can help take your playing to the next level. From personalized instruction to increased motivation and accountability, private music lessons can help you achieve your musical goals. By finding the right music teacher, setting goals, and practicing regularly, you can make the most out of your private music lessons and rock your skills as a musician.

Want to learn more about how to start a successful and thriving private music studio? Successful Private Music Studio Strategies 12 Week Online course is coming soon. Get everything you need to start, build and run a successful and thriving music studio. Click here and subscribe HERE to be the first to know when this course officially launches!

Happy Teaching!

7 Strategies for Building a Music Studio Business Model That Crushes the Competition

Do you dream of owning a successful music studio business that stands out from the competition? The music industry can be tough to navigate, but with the right strategies, you can create a business model that crushes your competitors and attracts loyal clients. In this article, we've gathered seven proven strategies for building a music studio business model that is both profitable and sustainable. From effective marketing techniques to innovative strategies, we'll show you how to differentiate your business from the rest and create a brand that resonates with your target audience. So, whether you're just starting out or looking to take your existing music studio to the next level, read on to discover how to build a business model that sets you apart from the crowd.

1. Start with what instruments you can teach. I’m a horn player but also accomplished at piano. So I offer lessons for both piano and horn. And since horn is more of a speciality instrument, my studio is filled with mostly piano, although it is starting to become more even. Let’s say you play violin, you could potentially also teach viola, cello or bass, and possibly guitar. Vocalists, just because you are a tenor doesn’t mean you can’t teach other ranges. Think of this as a way to open up how many more students you can teach, meaning you are that much closer to having a full studio.

2. Determine the teaching level you are comfortable with. You don’t have to be an advanced player at any instrument to teach beginning level lessons. My beginning teacher only taught through intermediate lessons. I switched teachers when I became too advanced. You do have to have specific skill sets, like being able to read the notes, rhythm, counting and such, you can read more here how teaching helps to increase your own musicianship, and as long as you are proficient at the basics you can teach beginning levels.

3. Decide what age groups you intend to teach. You don’t have to teach just young kids, you can teach any age you want from the youngest to the oldest. I personally don’t start students younger than 6, and generally I suggest boy around 7 but it’s based on the maturity level of the child. A good rule of thumb I like to use too, is if the child can read and write their ABC’s.

4. Decide how you are going to market yourself. Are you an after school only teacher or can you teach during the day. This will determine where you will post openings in your studio. If you are able to teach during the day, homeschool students are going to be where you want to focus your attention. They often do their activities during their school day. Or do you only want to teach in the afternoons, maybe because you have another job during the day?

5. What is your goal for each of your students to obtain? Are you wanting to teach future solo performers, church piano players, introduction to music/beginning skill sets to set them up for another instrument later on, hobby player? Have a firm idea on the type of students you want to attract.

6. Determine if you are going to teach in one place (renting a space, in your home) or if you are going to be traveling to the students. This will determine the geographical area in which you will teach. Good rule of thumb, keep it within a specific radius of your house so you aren’t spending all your time driving here and there.

7. What do you intend to get out of teaching private music lessons? And this is important because like any job there are going to be days you don’t really want to teach (yes it happens) and you will have to remind yourself why you are doing this. “ I get to teach today because ___________ (fill in the answer). When you turn the attention into, “I get to work with” instead of “I have to teach” and turn it into a service act makes all the difference on those days where you might be struggling trying to balance teaching with everything else you have going on in your life!

Need more help in getting started with your music studio? Our 12 week Successful Music Studio Strategies online course is here to make every step easy and give you the tools for success. Click here to learn more!

Happy Teaching!