3 Organization Tips for Music Teachers

My apologies to the rainforest.
Over my years as an itinerant music teacher, I have wasted many papers needlessly because I temporarily misplaced something- usually leaving something I needed at a different school.  It can be difficult for any disorganized person to have a handle on all the paperwork and non-instructional tasks of being a teacher, but travelling adds another layer of complexity.  I don't have a filing cabinet; I have a piling cabinet- at least one at each school.  My desks are covered with cups of pencils, highlighters, sharpies, finger tapes and stacks of articles to read, music to consider, and papers to return.  That's what desks are for- I'd prefer to sit on the floor to check my emails anyway.  It works for me because I know where things are...usually...

Actually, I admire those to whom organization comes naturally.  When a lack of organization gets in the way of instruction, it's time to make a plan of action.  If you've every looked at your materials and thought, "I know I have what I need in there somewhere, but finding it will take too much time," you know what I mean.  If you are with me in this, let's reframe this problem.  Organizing is no fun.  Instead, let's think of it as giving a little gift to "future-you".  Future-you would love to know exactly where extra copies of music are kept.  Future-you would love to find a few extra minutes in the school day to communicate to parents of awesome kids.  Future-you would love to walk out of school at an appropriate hour, proud of the day which went (mostly) as planned.

1. Make a List, Make a Plan.

Even if you don't have a typical type-A personality, you probably love lists.  Maybe your lists look more like webs and bubbles or maybe you are the bullet-journal type.  Whatever your style, make a list.  What resources do you want to optimize?  I break it down into time, teacher materials, and student materials but you can do as much as you need.  Then make a plan for each resource.  What system works best student to turn in papers? Where do you keep extra copies of music?  What is your policy on providing extra materials to students?  Be intentional about thinking through possible systems.  It may take some trial and error to find the best plan, but future-you will thank you for your effort.
I use a big rolling box with hanging files to keep organized.  It contains a folder for 5th grade handouts and another for 6th grade handouts.  Then there are have separate hanging folders for each school- one to keep papers to be graded and another for papers to be handed back.  The box is also the home to my toolbox, where I keep the supplies I need for most instrument maintenance such as pliers, rubber bands, tiny screwdrivers, peg dope, and finger tapes.  You could also keep a set of supplies at each school but I prefer to have them within easy reach.

2. Organize your most valuable resource: TIME

While it's great to keep reminders and events scheduled online,
I find it helpful to create systems for my time on paper.

I used to have a habit of losing time on unforeseen tasks.  If a parent emailed me first thing in the morning I would jump right in to responding and then rewriting the email, and by the time my first class rolled around, I was not in a good state of mind for teaching.  Now I realize that switching from task to task is counterproductive.  For me, the early morning is reserved for prepping for the day's lessons and interacting with students.  I check my emails at lunch time.  Once a week, my prep time is devoted to long-term planning.  When making a system for your time, don't forget to schedule in a few minutes for reflection on how each lesson went.  For big chunks of time (if you are lucky enough to have good prep time) consider your energy level when planning for the time.  Keep your creative time for lesson planning and use low-energy time for grading. 

3.  Empower your Students

Your students are your best allies in maintaining your systems of organization.  Even elementary students can turn in papers in a designated place or do basic filing.  In my classroom, one student has the job of collecting extra papers when they are handed out and putting them in an "extra assignments" folder by the door for students who are absent or lose the assignment.  Another student's job as "stage manager" is to ask me whether we need to stack or change the arrangement of chairs at the end of class.  Another job, "pencil police" is to maintain sharpened pencils at each stand and make sure they don't end up on the floor.  Create a list of jobs for students to do and rotate jobs monthly or quarterly.  The more jobs the better.  I was afraid I would have to work to get the kids to buy in to the system, but they have jumped right in.  When a child approaches me and asks whether I need them to pass anything out I am grateful because I know I won't repeat that time I forgot to pass out permission slips several classes in a row.

What about you?  Do you have any unique ways to keep yourself organized or your class running smoothly?  Feel free to share.