Your FORMula For Success
Paper work is a pain. I despise it. It's time consuming; causes clutter on the desk; takes up space in files on the computer or in the filing cabinet in the office. For me it is one of the most unpleasant tasks I must deal with on a daily basis. But, I know it is a necessary component of your plan for an organized as well as successful business. Whether your paper work is done electronically or by hand, by you or a paid staff member....it must be done. So grab another cup of coffee and let's chat about some of the "papers that pave your path to prosperity".
REGISTRATION FORMS - the important obvious data should be there but consider adding the following to your form as well: Emergency Contact - other than a parent; Parent's Office Phone Number - great to use when you must reach someone now; Email address - the quickest way to communicate these days; Previous Training - to be filled in only by new students to your studio; How Did You Hear About Us? - give them alternatives to circle i.e. - newspaper ad - yellow pages - flyer; Referred by - we all want this to be filled in as it proves that we are doing something right. Be sure to get the name of the parent/student who referred the new student to you. I always write a letter to that student to show my appreciation and also give a Referral Gift to them at the end of the year; Medical Condition - to be aware of in case of any learning disabilities or allergies etc; Agreement - A short version of your "rules & regulations" regarding tuition, refunds, withdrawal etc; Parent's Signature - have this directly under the "Agreement" so they are signing in recognition for that information provided and be sure it is dated.
CALENDAR & TUITION RATE SHEET - This information is on one sheet and given out at Registration time. A factual list of monthly events and happenings for the entire Studio year. This works well so everyone knows way in advance of what to expect and when so they can plan their life accordingly. Tuition should be a sampling of your fees up thru about 5 hours per week. A more detailed chart can be at the Front Desk.
COUPON BOOK - your form of a "book of the month club" for payments made. This is an invaluable tool when you have payments by mail or a "Payment Drop Box". In our case when you have 18 families with the last name of Gonzalez or maybe Smith it is a big help too. Given out when a student registers it has a payment coupon in there for EVERY payment necessary throughout the year and a couple of spares for Miscellaneous payments. The Account Name, Account #, Main Class and Monthly Tuition due is filled in on the cover. The coupons have a stub that stays in the book for the parent's record and they turn a coupon in every time they make a payment...of any sorts. A great help for computer entries and bookkeeping purposes.
COSTUME DEPOSIT FORM - distribute this by the 3rd week of October. This form does not have to be exact in dollars, only general information. It should state that the child will be in X amount of routines and the deposit for each costume is X amount of dollars. I ask for a $35.00 deposit for each costume. It should have a Permission Release tear off with it that is signed by the parent and returned with the payment by the 10th of November. We use printed name labels from our studio computer program to put on each Recital form that we distribute throughout the year. This way if, or should I say when, the student leaves it on the chair or in the bathroom, we know who the culprit was and give it to them again!
FIRST RECITAL NOTICE - should be attached to the Costume Deposit Form for new students. It should relate many generic facts about your end of the year performance. It should provide the necessary information relating to amount of time involved, rehearsals, financial obligations to be paid and when. It should stipulate the performance guidelines that must be met and followed by students as well as parent. This is your general information letter about what being in the performance requires.
RECITAL INFORMATION & COSTUME BALANCE SHEET - Sent home the 3rd week in November, this form contains detailed information of actual performance dates and dollar amounts for each costume the student will need. Design the form so that most of the information you will be providing can be circled, and not have to be written in. Included would be the discipline of each routine to be performed by the student with the total price of that costume and shoe and tight colors they will need. The dollar amount of each costume would be totaled at the bottom, less the deposit previously paid and the "Balance Due" would be listed. Another permission and signature release form to be returned with final payment before December 10th.
SECOND RECITAL NOTICE - This is the only form that we mail out, usually about the 2nd week of February. All others, previously mentioned, are handed out preferably to the parent. There is another General Information Sheet about the Recital in this mail out, giving different information than the first. Included is also a details sheet that includes dates and times for: Studio Rehearsals, Photo Sessions, Auditorium Dress Rehearsal, Blocking Rehearsal for the older students; Performance Date and Dressing Room Assignment. We also include in this mailing assorted small notices, on separate sheets of colored paper stock, of other Recital related events available such as Souvenir T-shirt with Cast Names printed on back, Flowers, Video or DVD, Ticket Lottery and our Gift Boutique. We inform parents of Summer Camp, Workshops and possible Competitions planned as well as information abut Early Fall Registration. We include Information and Invitations to Audition for our Company in this mail out to those students chosen or that those want to try. It is an envelope loaded with information and has proven to be a great way to "market" all that we have to offer at this time of the year.
PARENT'S SIGNATURE & RELEASE FORM FOR RECITAL PERTICIPATION - this form is attached to both the Costume Deposit return form and the costume balance return form. It is most important to keep these signed forms and have them available at the performance itself if you have a confrontation with a parent about something they might be questioning or state they "did not know about". In general, this form states that they are aware of their requirements and that of their student to participate in the Recital and all it's related functions.
WEBSITE INFORMATION - although this is not "paper work" per say...it is information on the electronic highway of today. Because this is a link to your studio and your data, it is most important to keep your website current with important information needed at specific times. If you refer to the site in your literature and publications, more people will start to go to the site to find the answers they are looking for. In the long run...it will be a true time saver for you.
E-MAIL - Mass communication is the way to go! It is the "inter office memo" of tomorrow! If you do not already have it set up for all your students...then investigate getting it done. One message can get to 500 families with just the click of a button. Now this is the kind of paper work I do not mind.
I am sure there are many more forms that are essential to operating a successful studio operation. These are just a few. What forms do you use? It would be great if you would be willing to share them with us. Please email me your thoughts and suggestions or even questions you would like answered. You can contact me at danceun@aol.com. I will be looking to hear from you. Your ideas and thoughts will be shared with our readers in one of the Spring issues. Thanx for chatting! Until next time.