Thread: Reducing the admin

I'm getting ready to think about the autumn's new classes, and I've decided that this year I *really* need to reduce the amount of time I spend on admin vs. *actual* teaching. It has occurred to me that one way I could do this is to reduce the amount of information I ask students to provide me with, and am trying to decide what the bare minimum that I need is.

At the moment I am asking students for the following info when they register for classes:
Name
Address
Telephone No
Email
Emergency contact No
Details of any health conditions I need to know about
Signature (to agree to terms and conditions)

I *think* that I can get rid of address (I never write to anyone - what do I need it for?) and signature (just be turning up for class they accept terms and conditions).

What do other people think? I'd be interested to hear students' perspectives as well as other tutors'.

I'd also be interested in hearing any other suggestions for 'reducing the admin'

I really wouldn't reduce any of that information- but how are you tracking it? I have a program that I love called Indie Band Manager- $50 for the basic package- which helps you send mass, personalized emails or form letters easily.

I like having a phone number for emergencies- I was in a car accident last Feb. & needed to let my students know on *very* short notice that class was cancelled- the studio did not allow me to post anything on the front door & not everyone checks email as frequently as I do!

If you ever do decide to do a mailing for a special event, or a special offer for existing students, you will be grateful later on that you DID get those mailing addresses- again, not everyone lives online like I do!

The one thing I would be cautious of is the health conditions- you can get into legal stickiness with that one- there is a difference between verbally asking students to let you know when they need a work around and requesting the same info in writing, which implies that you have the skill/licensing to help treat the condition. dumb, I know, but watch yourself!

Oh- another thought- have you considered giving one of your students a discount in return for taking care of some of the clerical stuff, taking attendance, etc?

I would keep address on file, you never know when a student's check might bounce. Having an address on file means you can mail an invoice discretely.

If you have them fill out a form with all this info and sign at the bottom you can either scan or just file a paper copy for your records and have everything you need already completed for you.

Originally Posted by Lara L

I really wouldn't reduce any of that information- but how are you tracking it? I have a program that I love called Indie Band Manager- $50 for the basic package- which helps you send mass, personalized emails or form letters easily.

I like having a phone number for emergencies- I was in a car accident last Feb. & needed to let my students know on *very* short notice that class was cancelled- the studio did not allow me to post anything on the front door & not everyone checks email as frequently as I do!

If you ever do decide to do a mailing for a special event, or a special offer for existing students, you will be grateful later on that you DID get those mailing addresses- again, not everyone lives online like I do!

The one thing I would be cautious of is the health conditions- you can get into legal stickiness with that one- there is a difference between verbally asking students to let you know when they need a work around and requesting the same info in writing, which implies that you have the skill/licensing to help treat the condition. dumb, I know, but watch yourself!

Hi - i don't track it - I just file the registration forms in case they're needed - the email addresses I input into the computer so I can mass email easily. Thanks for the caution about health conditions - I will either look at taking that out or find a way to word it so that I am clear that I am not claiming to treat anything. As part of that I also ask if anyone might need emergency medication, which I think I *do* need to know in case (fingers crossed this doesn't happen) I need to call an ambulance for a student.

But your point about address is good - as is _Tanya_'s, so maybe I'll keep that in.

In terms of giving a student discount for taking the register, I hadn't thought of that, but should consider it....hmmm...plenty to ponder on!

I know you are trying to cut down on admin, but right now, you have all kinds of information that could really be an advantage to you that you are not making use of. I have a friend who goes so far as to track birthdays & sends a discount card for merchandise on her student's birthdays.

I would love it if all I had to do was show up at class & teach, but I know how much that little bit of admin time helps the business overall.
I keep all my registration forms in a box in the shed for a few years (with the release of liability & all) but my office is much neater with everything on a thumb drive.

The other cool thing about the Indie Band Manager program is that you can actually have the students enter their own data if you have a laptop or computer at the studio (there is a special screen especially for this purpose, so they can't mess anything up!) Really saves on emails bouncing because I couldn't read someone's handwriting, & you can transfer it to another computer easily with a thumb drive- both mac & pc compatible. love it! can't say enough good things! You can also put entries in different categories, so it's easy to just email current students, or just the local press contacts, or just those interested in performances, etc.

I like the idea of scanning registrations in too- & I know there are programs out there that can actually read that data & put it in a database for you- I might look into at least scanning so I can recycle some of those trees decaying in my shed...

Could you also collect registration data online? I'm looking into this myself - if I redo my website in a comprehensive CMS package I can capture all that info when they pay online, and it automatically gets directed into an emarketing database.

Of course, there's a price-tag involved. I imagine a simpler solution would be to get people to email the details in some sort of set format, then copy and paste.

Indie Band Manager sounds great, as does capturing registration deftails online (I'd also been thinking about that jewelbellydance), but my 'typical'
student is *not* IT friendly - for examply, in previous years as many as 50% haven't had email addresses. I've experimented with online registration for some forthcoming workshops, and so far *one* person has booked on *one* workshop using the online booking/payment (although, granted, the workshop and regular class markets are slightly different).

But - trying not to be negative about these excellent suggestions - I will look into the program and see what I think!

Also - I'm not getting into tracking birthdays, etc, I wouldn't like someone to do that to me, so...

So they fill out forms and you input their names & e-mail addresses and file the forms? I don't really know how you can reduce that, honestly. That's as simple as admin gets.

Maybe there's some other aspect to the admin part of your job that could be simplified rather than the intake form part?

If you are working at a studio where you get paid via the studio then make them do it. Another perk for me of working at the Y. I don't have to do any admin at all!

Originally Posted by eshtabellydance

If you are working at a studio where you get paid via the studio then make them do it. Another perk for me of working at the Y. I don't have to do any admin at all!

yes our pay may be low but we employees don't do the admin nor pay for advertising nor drag along equipment. Mind you there are inspectiions,f::

But Deeley have you seen the MADN form which lists personal details and asks about health issues. It also says that you are not a medical expert. Students have to sign it and you have one sheet of paper with everyting on.

Originally Posted by lizajuk

yes our pay may be low but we employees don't do the admin nor pay for advertising nor drag along equipment. Mind you there are inspectiions,f::

But Deeley have you seen the MADN form which lists personal details and asks about health issues. It also says that you are not a medical expert. Students have to sign it and you have one sheet of paper with everyting on.

MADN form? tell me more (I hate having to reinvent the wheel all the time- if a form already exists with the proper language in it...)

Originally Posted by Lara L

MADN form? tell me more (I hate having to reinvent the wheel all the time- if a form already exists with the proper language in it...)

Th UK dance organisation MOSAIC/MADN send teachers registered in their PLI scheme a "fitness to dance "form to issue to students .It has personal details as I said and asks for details of any heath poblems.There's tick box for certain ailmets BUT it also states that teacher is not necessarily qualified to help in an emergency although we are expected to do at least a First response course.
I work for a local college so they sort all that side of things..g.: But I have PLI and First Aid training and dance teacher training as well under my belt. I just prefer being an employee. My tax and everything else is someone else's problem. Sorry sliding off topic Deeley.

Originally Posted by lizajuk

Th UK dance organisation MOSAIC/MADN send teachers registered in their PLI scheme a "fitness to dance "form to issue to students .It has personal details as I said and asks for details of any heath poblems.There's tick box for certain ailmets BUT it also states that teacher is not necessarily qualified to help in an emergency although we are expected to do at least a First response course.
I work for a local college so they sort all that side of things..g.: But I have PLI and First Aid training and dance teacher training as well under my belt. I just prefer being an employee. My tax and everything else is someone else's problem. Sorry sliding off topic Deeley.

I should probably go back & look at my fitness text books- that kind of form is ringing bells (amazing what you can forget when you put your mind to it.)

Originally Posted by Lauren_

So they fill out forms and you input their names & e-mail addresses and file the forms? I don't really know how you can reduce that, honestly. That's as simple as admin gets.

Maybe there's some other aspect to the admin part of your job that could be simplified rather than the intake form part?

You know, you're right. You're absolutely right-that's why I need Bhuz - so people can tell me the things I can't see cos I'm *too close*. So why do I dread the admin...? I have to go away and think about this. Thanks Lauren!..g.:

Originally Posted by lizajuk

yes our pay may be low but we employees don't do the admin nor pay for advertising nor drag along equipment. Mind you there are inspectiions,f::

But Deeley have you seen the MADN form which lists personal details and asks about health issues. It also says that you are not a medical expert. Students have to sign it and you have one sheet of paper with everyting on.

I currently use a version of that form - so why change it (see Lauren's point above) - it appears I may be barking up the wrong tree

FWIW - i don't work for a studio so I really don't have anyone to palm this work off on

Deely -- is it the filing that you dread? (I dread filing and simplify it wherever possible).

Or maybe [puts on fake Freud beard] ze paperverk is yust a symbol in your mind, representing ze brand new students? Hmmmm?

When I was broke and unemployed, my teacher used to give me credits toward class for doing things like data entry, monitoring email inquiries, and other admin tasks. It worked out fairly well - I got a great deal on classes (sometimes my work paid out for my classes directly so I didn't have to pay a thing) and felt like I was still earning it, and she got to spend more time on curriculum development and choreographing. Have any students who might be able to help you out?

Originally Posted by Lauren_

Or maybe [puts on fake Freud beard] ze paperverk is yust a symbol in your mind, representing ze brand new students? Hmmmm?

<lying on leather couch>Yes...I think that could be it...thankyou!..g.: