Course Admin for Freelancers

I am a freelance teacher. I work for language schools (aka agencies), universities, companies and private clients. Over the years I have come to realize that a large part of my success as a teacher is down to being organized and I have developed several course administration strategies which I’d like to share with you.

Educational institutions use their own systems for keeping attendance and class registers which I stick to, so what I’m going to describe here will be mostly about my work with private clients who hire me directly.

First comes a face-to-face meeting with a potential client at which we talk about they would like to learn. I ask many questions and probe to see what range of grammatical and vocabulary structures my potential clients use. I don’t ask them to fill in entry tests as people tend to find them uninteresting. On the other hand, I really make sure I know what topics/tasks my students want to cover. So if their main aim is to “get better at speaking, you know, about everything” (99% of people), I get them to narrow it down to something we can work with. Hence not “Travelling” – too general, but hiring a car; getting emergency for my kid when travelling, etc.

If after this first meeting the client decides they want to study with me, I draft the following:

Email with terms – mostly cancellation policy, terms of payment etc. which I ask them to confirm by replying to it and then I archive it.

Google folder – Every client gets their own shared Google folder with me. In it, there is:

The Needs Analysis – basically a table with all the topics mentioned at the first meeting listed. Once we’ve later studied that topic, I mark it as green and done. I occasionally review the needs analysis to see where we are.

Attendance – a basic spreadsheet with dates and names of students. The squares are marked green or red depending on whether they came to class or not. I have an extra sheet for each month.

Course Plan – this is an outline of the coming lessons based on the needs analysis. I never used to write plans of my courses because I was lazy and also, a lot influenced by Dogme, I never really liked planning much. But being as busy as I am now, I realized I can save myself a ton of work if I find the time and plan a month or two ahead. I only started doing this recently, but clients seem to enjoy it because they know what is coming up and can prepare for the lesson. I tell them the plan can be changed any time if they need to. This is the reason why I keep the plans short, so that I don’t have to redraft the entire one-year plan all the time. In the plan, I put the main topics, links to materials, and in my personal copy links to where I can find the materials.

Lesson Overview – These are a pain to write. After each lesson I take the time and fill them in. These overviews are useful for the client as they know what the homework is and where we are. Also, if there are more students and one of them misses the lesson, they can check. The overview is indispensable for writing up mid-term reports for institutions and this is actually when I find them most helpful.

Quizlet – each of my classes has a Quizlet classroom. I teach my students to keep track of words and we go over them regularly. I occasionally make wordlists from lessons for my students, but I can’t do this for everybody, so I encourage my students to do it themselves – but the words still get checked.

The email again – after the lesson, I fill in the Lesson Overview and make a Quizlet wordlist if needed. The link to the Quizlet set goes to the overview as homework and I copy the link and send it in an email to my client with a personal note. I know I should make templates for these, as suggested in many great articles for small businesses, such as this one, but I can’t just bring myself to doing it. I’m usually on friendly terms with my clients and I think they appreciate a non-automatic message.

Note-taking and planning – something I find very hard to do but very useful. I keep a paper notebook that I carry around with me. It isn’t systematic at all.IMG_20171029_191118.jpg

For each lesson, I put a date and client’s name. During the lesson I take notes like crazy. I write down what is going on, mistakes, homework, what needs to be done in next lessons, etc. What I recently started doing, and this has been a life changer, is take five mins right after the lesson and plan the next one. It really only takes five minutes because at the end of the lesson I usually clearly see where we need to go next and what to do. I’ve been doing it for two weeks only and am not sure my enthusiasm will last, but there is nothing better on a Sunday evening than finding out all your lessons have already been planned. Believe me, planning a week after the lesson takes a lot longer than just five minutes.

And that’s about all I do before I send the invoice at the end of the month. Let me about your admin strategies!


7 thoughts on “Course Admin for Freelancers

  1. Kamila,

    I am nowhere near this level of organised. I definitely advocate the copious notes and separate folders. I don’t have separate Google Drive folders for clients because in Japan cloud folders are seen as not private enough by some people. Anyway, I’m awestruck.


    Liked by 1 person

  2. Amazing Kamila! Even though I’m not freelance any more, I might steal some of your ideas to get my stuff organised as well. I teach for one institution, true, but in many different schools and companies, each with a slightly different system. So your ideas might come in handy, especially the different folder for each course/client. Thank you for sharing!

    Liked by 1 person

    1. Hi Giulia,
      I can’t say how thrilled I am that you find this useful. Sure, steel whatever you like, just bear in mind you end up working more, not less:-( I haven’t found a shortcut yet.

      Liked by 1 person

    1. Hi Jitka,
      I know you are incredibly organized! I often read your website and it has been great source of inspiration for me – especially our pricing system – as well as your whiteboard photos and ideas you post on facebook. Thanks for stopping by and commenting. I’m glad we’re in touch.


  3. Pingback: Reflecting on Blogging in 2017: Part 1, Reading | Wednesday Seminars

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