Efficient administration or leadership of the music program is as important as its organization. The primary role of a music teacher is that of guiding the efforts of others toward the realization of goals. The extent of the success of the music program will depend to a large extent on the integrity of that person’s vision. The result should be meaningful learning experiences for the student and the creation of musical groups of unquestioned excellence.

There is not a set of inviolate rules which, if followed, will result in good administration. The statement has been made that, "Administration characteristically evolves in each case to meet the circumstances. It recognizes few rules but establishes its own precedents; it is intensely practical." The perceptive administrator will recognize that organization is not an end in itself, but a means to free the music teacher's mental and physical powers for the really significant challenges of his job.

A critical part of administering any music program is the degree to which the teacher is personally organized. For those whose instinct for organization is not innate, the need to create a system for caring for the day-to-day tasks, the paperwork, and non-teaching aspects of his or her program is critical to immediate and long range success.

A lack of organization can affect the quality of one's work. While "winging it" can create excitement, ultimately the perception that the teacher is not really "on-top-of-it" can lead to a loss of respect on the part of the students and have a demoralizing effect on both the teacher and his or her students.

Other important reasons for "getting it together" are that it gives the teacher more time to interact with the students on a personal level, to be with his or her family, and pursue other personal and professional interests.

The academy teacher faces financial challenges unknown to the public school teacher. Sources of income are limited while the needs of the academy are seemingly endless. It is imperative the teacher keep careful financial records and effectively present requests for equipment and supplies. Cooperation on his/her part in caring for invoices promptly and following approved procedures in purchases will do much to gain the support of the business office.

The largest item to be considered in the budget is the purchase of musical equipment. A haphazard approach where only immediate needs are cared for works to the detriment of the department. The principal, business manager, and board will be more inclined to grant funds if reasonable projected purchase plans for three to five years are developed. It is not enough to present the plan. Evidence must be presented that the music program has a need and the potential growth to merit the financial investment involved.

The purchase of concert attire is another item that must be carefully planned. As for the purchase of instruments, additional sources of income can come from special offerings at concerts and money raising campaigns.

A collection of CD's should be started and included in the music department library, if one exists. A small expenditure each year can build an adequate library suitable for the teaching of a music appreciation class. The best source for purchase of CD’s is the BMG Classical Music Service, P.O. Box 1958, Indianapolis, IN 46291-0010. Join the music department as a member, responding to the advertisements found commonly in major magazines, and carefully monitor the periodic notices to avoid getting CD’s you don’t want. The bonus for joining, the no obligation to purchase, and the yearly clearance sales of CD’s at nominal cost make it the cheapest source for quality recordings presently available (2001).

With the steep increases in published music in recent years, it is important that an adequate amount for this expense be budgeted. Flourishing ensembles are the best argument for getting increases in the budget if you inherit an unrealistic budget. There are several sources for music at discount. These are listed on a separate handout. Also with escalating publishing costs it is sometimes wise to borrow from another school, if that is a possibility. It is critically important if one does that to return the music promptly.

Additional sources of income include concert offerings and fund raising. The income from the first item will vary from school to school, depending on the type and size of audiences that are attracted to the concerts. Good public relations (discussed elsewhere on the website) will have a positive influence on offerings. Factors such as when the offering is called for (after an effective number preceding the intermission), and why it is being taken (be specific) will significantly influence the amount received.

A second source of additional income is fund raising. If the school is not isolated, the usual forms of fundraising such as the selling of candy can be conducted. Too many campaigns of this nature, however, can have a negatively affect support for the department in the local community. Another fund raising project can be that of making a CD. If done with care, this can both raise money and promote the music program. One needs to be careful about copy and performance rights when doing this.

To run a complete program and still fulfill non-musical responsibilities, the teacher must make maximum use of his time. While the setting up of efficient procedures will initially take considerable time, the result will consequently save time and ease frustration over the many repetitive tasks associated with music teaching and running an ensemble.

A simple yet effective system of filing should be established in the ensemble libraries. A very effective system is one based on assigning numbers to the compositions as they are added without consideration as to type, title, or composer. If done correctly, computer printouts booklets can provide access by composer, type and title.

A further refinement of this is to set up the choral area by type and the band area in two numbering systems: march-size, number prefixed by M and concert-size without prefix. The music should be stamped, marked with a file number and part number (before distribution of parts to the stands), and placed in a filing envelope or box. Storage can be done in file cabinets or on shelving.