The Organized Orchestra Director
It’s not an oxymoron…
Music
· Arrange music by number and keep a list in Excel or on Charms.
· Use boxes. Yes, they take more space, but it is easier to see titles/composers, and classification.
· Use dots to annotate classification – Green for UIL 1, yellow for UIL 2, red for UIL 3. Blue can be used for non-list pieces.
· Keep a binder labeled “Current Music.” Have all warm-ups, technique builders, and concert music currently being used in it. I use a sheet protector per piece.
· Before passing out parts to students, make a copy and mark everything you know you want marked. Number the measures! Mark the corner with a yellow highlighter (the highlighter doesn’t show on the copy). Keep this as an “original” in your current music binder. That way all you have to do is pull out the “original” to copy when a student needs a copy.
· Keep a class copy of music at the front of the room for those times students forget theirs. Make sure it is labeled as a class copy!
· Charge for additional copies. My students have been much better about keeping up with their music.
· Pull contest scores when you decide on pieces and put them in a folder for UIL (or any contest) and put it in a wall holder. This keeps it from getting lost in desk clutter.
Instruments
· Label all cases with school, maker, serial number, and size for easy identification
· Give all bows a number, but do not match with an instrument.
· Keep bows separated by instrument on a tool rack in your office.
· Use laminated luggage tag on handles with the same information. On the back, write student name in sharpie. This can be erased with rubbing alcohol or nail polish remover and re-written each year.
· Make sure each school-owned violin and viola has a shoulder rest in the case before you issue it to a student. Rosin is good, too.
· For middle school, use either dots or 1/8” pin striping for finger tapes. Stick with the same color-coded system!
· I encourage my kids to remove 1st and 2nd finger tapes by 8th grade. We then add tapes for third position.
· Keep extra strings in a partitioned file folder. You can easily separate by instrument, pitch, and size.
Students
· At the beginning of the year, create a roster for each class that lists anything you need to keep track of – instruments, tuners, books, locker numbers, folder numbers, etc.
· Set up chairs and stands before students come in the room if possible.
· Designate a spot for students’ personal items. Cases do not belong at chairs. It makes it cluttered and forces more space between your ensemble members. Masking tape is a great divider.
· Give a silent count down when you start class. Anyone still playing, talking, or out of their seat when you reach zero is now taking everyone’s packing-up time (mine get three minutes to start). Same after you stop playing.
· Each student should have a binder with name and slot number on the spine. Use sheet protectors to eliminate hole-punching and music falling out. Pencil bags are great for holding tuners.
On the Board
· Write exactly what music (including warm-ups) is needed each day. List the line number from method books.
· Color code and change daily.
· Include upcoming reminders – practice records, sectionals, test, concerts, etc.
· Make kids read it! When they ask, “What are we doing today?” tell them to read the board!
· Keep a bulletin board – post outside concert info, rehearsal schedules, school calendars, etc. I also have folders for extra practice records and hand outs. Tests only get written on the main board a day or two before, so I know who was reading the calendar!
At the Podium
· Use a separate binder for each level you teach (beginner, intermediate, etc.). Include attendance rosters, music, detention forms, office referrals, etc.
· Kitchen timer
· Rosin – bass and general (mine disappears if I leave it here, so it is actually kept in my office. Students have to ask to use it and are not allowed to remove it.)
· Extra pencils
· Pen(s)
· Dry-erase markers
· Sticky notes – variety of colors
· Elmo (if you are lucky enough to have one)
In the Office
· Keep one calendar with all your activities on it. Anything immediately before or after school and anything major needs to go on it – tutoring, rehearsals, concerts, staff meetings, doctor appointments, etc.
· Write down meeting times as soon as you get them. Don’t let them get buried in your email.
· Include days that you will have a sub.
· Write your to-do list on the calendar. Every Monday mine says lesson plans; the last day of the week has a reminder to enter participation grades.
· Keep a spiral by the phone for messages. Check off phone calls that you have returned and leave a note to yourself if you had to leave a message.
Field Trips
· Make laminated bus cards at the beginning of the year
· Keep a folder/binder for each trip you take – especially spring trips! The front page should be a master check list of who is going, has made payments, turned in forms, etc.
· If doing trip shirts, include the sizing on the front page.
Archives
· Keep UIL comment sheets.
· Concert programs
· City and Region programs (highlight your students)
· Worksheets and tests you have previously used
Best organizational tips:
Do a little a time, don’t let it pile up!
You can order organizational tools from Office Depot…use the vertical (wall) space in your office to keep yourself from building piles.
If a student can do it, let them. Choose someone reliable – either an orchestra officer or NJHS/NHS member. There are always kids willing to help if you ask nicely!
It’s not an oxymoron…
Music
· Arrange music by number and keep a list in Excel or on Charms.
· Use boxes. Yes, they take more space, but it is easier to see titles/composers, and classification.
· Use dots to annotate classification – Green for UIL 1, yellow for UIL 2, red for UIL 3. Blue can be used for non-list pieces.
· Keep a binder labeled “Current Music.” Have all warm-ups, technique builders, and concert music currently being used in it. I use a sheet protector per piece.
· Before passing out parts to students, make a copy and mark everything you know you want marked. Number the measures! Mark the corner with a yellow highlighter (the highlighter doesn’t show on the copy). Keep this as an “original” in your current music binder. That way all you have to do is pull out the “original” to copy when a student needs a copy.
· Keep a class copy of music at the front of the room for those times students forget theirs. Make sure it is labeled as a class copy!
· Charge for additional copies. My students have been much better about keeping up with their music.
· Pull contest scores when you decide on pieces and put them in a folder for UIL (or any contest) and put it in a wall holder. This keeps it from getting lost in desk clutter.
Instruments
· Label all cases with school, maker, serial number, and size for easy identification
· Give all bows a number, but do not match with an instrument.
· Keep bows separated by instrument on a tool rack in your office.
· Use laminated luggage tag on handles with the same information. On the back, write student name in sharpie. This can be erased with rubbing alcohol or nail polish remover and re-written each year.
· Make sure each school-owned violin and viola has a shoulder rest in the case before you issue it to a student. Rosin is good, too.
· For middle school, use either dots or 1/8” pin striping for finger tapes. Stick with the same color-coded system!
· I encourage my kids to remove 1st and 2nd finger tapes by 8th grade. We then add tapes for third position.
· Keep extra strings in a partitioned file folder. You can easily separate by instrument, pitch, and size.
Students
· At the beginning of the year, create a roster for each class that lists anything you need to keep track of – instruments, tuners, books, locker numbers, folder numbers, etc.
· Set up chairs and stands before students come in the room if possible.
· Designate a spot for students’ personal items. Cases do not belong at chairs. It makes it cluttered and forces more space between your ensemble members. Masking tape is a great divider.
· Give a silent count down when you start class. Anyone still playing, talking, or out of their seat when you reach zero is now taking everyone’s packing-up time (mine get three minutes to start). Same after you stop playing.
· Each student should have a binder with name and slot number on the spine. Use sheet protectors to eliminate hole-punching and music falling out. Pencil bags are great for holding tuners.
On the Board
· Write exactly what music (including warm-ups) is needed each day. List the line number from method books.
· Color code and change daily.
· Include upcoming reminders – practice records, sectionals, test, concerts, etc.
· Make kids read it! When they ask, “What are we doing today?” tell them to read the board!
· Keep a bulletin board – post outside concert info, rehearsal schedules, school calendars, etc. I also have folders for extra practice records and hand outs. Tests only get written on the main board a day or two before, so I know who was reading the calendar!
At the Podium
· Use a separate binder for each level you teach (beginner, intermediate, etc.). Include attendance rosters, music, detention forms, office referrals, etc.
· Kitchen timer
· Rosin – bass and general (mine disappears if I leave it here, so it is actually kept in my office. Students have to ask to use it and are not allowed to remove it.)
· Extra pencils
· Pen(s)
· Dry-erase markers
· Sticky notes – variety of colors
· Elmo (if you are lucky enough to have one)
In the Office
· Keep one calendar with all your activities on it. Anything immediately before or after school and anything major needs to go on it – tutoring, rehearsals, concerts, staff meetings, doctor appointments, etc.
· Write down meeting times as soon as you get them. Don’t let them get buried in your email.
· Include days that you will have a sub.
· Write your to-do list on the calendar. Every Monday mine says lesson plans; the last day of the week has a reminder to enter participation grades.
· Keep a spiral by the phone for messages. Check off phone calls that you have returned and leave a note to yourself if you had to leave a message.
Field Trips
· Make laminated bus cards at the beginning of the year
· Keep a folder/binder for each trip you take – especially spring trips! The front page should be a master check list of who is going, has made payments, turned in forms, etc.
· If doing trip shirts, include the sizing on the front page.
Archives
· Keep UIL comment sheets.
· Concert programs
· City and Region programs (highlight your students)
· Worksheets and tests you have previously used
Best organizational tips:
Do a little a time, don’t let it pile up!
You can order organizational tools from Office Depot…use the vertical (wall) space in your office to keep yourself from building piles.
If a student can do it, let them. Choose someone reliable – either an orchestra officer or NJHS/NHS member. There are always kids willing to help if you ask nicely!