Set an Example-- in Administration

Admininstration. *sigh*. It's not my gift. But it is my responsibility, and when I do a good job, it's one of the most rewarding and satisfying aspects of involvement with the volunteer choir. It blesses them and is a labor of love.

My creative side likes to have all my projects spread around where I can view them and pick them up at will. I dream of having a separate room for the projects of each area of my life... but that's a whole different blog! And it doesn't work for choir. What I'm talking about here is neatly filed, easily-retrieved choir music.

There are a few areas of choir administration.
First, the music.

It's quite the process, choosing, purchasing, and filing music. Here's what works for me:

1. I ask how much money is set aside in the church budget for new choir music.

2. I pray that my choices will be wise and what the Spirit of God desires for His choir to sing, for His people to hear, and for His own pleasure. (hmm, I probably should also have prayed about the budget!)

3. I listen to choir octavos. Sometimes at a conference, sometimes on J.W. Pepper, or perhaps the church has been sent some publishers' CDs. I love the CDs, because I can listen while in the car. I suppose I could also listen while doing dishes, but there's a lot more noise and distraction (dog, family, laundry, phone...).

4. I listen some more. I mark some that I like, and pray and listen again. If I have the sheet music in my hand, I'll follow along or plunk it out at home and note the ranges of each voice, how well written and playable the accompaniment is, the difficulty level, and how usable it might be now and in future. The lyrics must be solidly agreeing with Scripture or I won't give it a glance. It must say something; I have no time for fluff. I consider the style; I like to be eclectic. I don't want us stuck in a rut. Southern Gospel, classical, contemporary, let's do it all!

5. I go to the calendar and consider the specific occasions (Thanksgiving, Reformation Sunday, teacher recognition day, Christmas...), and often I'll go to the files and see what we haven't done in a while or what I feel led to pull out again. I love to make good use of what's there; after all, what do folks do when they like a song? They go out and buy the CD and play it over and over. We shouldn't be afraid to repeat songs. It saves money. Besides, people can't possibly get the whole message on the first hearing. However, I wouldn't want to beat a song into the ground, either. The choir should never get bored. (I like to keep a couple of very well-known pieces simmering on the back burner, too, to whip out in the times when a planned piece just isn't quite ready to offer, or a two-part piece for when too many people call in sick!)

6. Again, I pray. When I have final decisions, I order the music, making sure I don't go over budget. If there is a piece I feel strongly about and there isn't enough money, I might purchase it myself. I like to "sow into" this ministry, because I believe lives are touched for eternity through it.

The Music Arrives--Yay!
1. I number the copies in pencil; front, upper right for consistency. (Each member has a numbered folder stored in a cabinet with numbered slots)If a copy goes missing, I know who has it. One copy is labeled "Accompanist" and another, "Director". The director copies I keep in my file drawer here at home, where I can browse through them as needed.

NOTE for TECHIES: I am not one. Technology and I are still mere working acquaintences, with slight potential for friendship. Probably never kindred spirits. Therefore, I do not use the computer in my filing endeavors, though probably it would be a billion times better. If I had someone sit down and show me, maybe.

2. Since we have file cabinets, I use manila folders, filed alphabetically by title. I label the new folder with the title, composer/arranger, voicing (SATB), # of copies purchased, and any extra instruments/solos. On the front of the folder, I make usage suggestions (Easter, Advent, General)and the year purchased.

I have a separate drawer for Christmas, Easter, Thanksgiving, and Lenten seasons. If the choir has lots of SAB or 2-part pieces, I'll have a separate spot for those.

3. Since many pieces are appropriate for more than one occasion, I also cross-reference them in a 3x5 card file. I make a card for each piece, including all information that's on the manila. They are filed alphabetically by title. I have extra little sections labeled General, Communion, Christmas, Easter, Advent, Lent, Palm Sunday, Good Friday, Thanksgiving, and any other special holidays. I'll toss in cards with the title only of the pieces in every occasion they might be used. I suppose this is similar to the sections in a hymnal, except it needs to be added to regularly, thus individual cards.

3. The folders go into the file cabinet alphabetically. When I'm ready to use a song, I move it to a bottom slot in the choir folder cabinet. I put each copy into the correct folder slot, and the choir members can grab it and put it into their own folders. On a Sunday after we've sung, the choir turns in the piece, and I put them in numerical order later, back into the manila folder, back into the file cabinet.
If a copy is missing, I'll pencil it lightly on the folder, and lay it aside till I can check on it.

Whew! More administration tomorrow. But not much; the lion-share is done.