Accountability - Communication (Part 1)

· Develop a method for recording excused absences (for future rehearsals and services). I mentioned this in #6. I mention it again because it is so important to know when your folks will be out. If the choir special requires a strong lead trumpet and you know your lead player will be out of town, you can make adaptations to the orchestration or find a replacement for that service or possibly change the piece for that week. Otherwise, you will be scrambling before the service (how many times have you done that?). This shows negligence on your part for not preparing. Sometimes this is unavoidable (medical emergency, etc.), but having a good plan for attendance records will solve the majority of these scenarios.
· Develop a system of care group leaders and section leaders. They can either be appointed by you or brought to a vote by your players. You can divide the orchestra into 4 groups (strings, ww's, brass, and perc. / rhythm) or by instrument… have a representative from each group. Change them yearly… You will have a better chance of effective leadership with a definitive term of office. Care group leaders and section leaders do not have to be the same people. Find a time to meet with them… quarterly is good… Invite them to your home or some other place besides the church… serve or pay for dessert (or dinner) out of your pocket or music budget.

Accountability - Communication (Part 2)

· Can your instrumental folks get in touch with you easily? Are you assessable to them? Do they have the confidence of knowing they can get in touch with you in a moment of need or inquiry? Make sure you (occasionally) put your office (not your personal line) and home number in your communiqués to your group. Let them know your Email address… You may be surprised how many of your people have access to Email.
· Can you get in touch with your players? Can you get in touch with them quickly? Use your section and/or care leaders to do mass communication. Email is another great way to sent mass communiqués to your people. 80% of my orchestra folks have access to Email. Set them up in a "group" format… One typed note and a click or two on the mouse and it's done! However, use discretion in your mode of messaging… some messages need to have a personal touch.
· Communicate with your "unexcused" absentees weekly. Use different methods… use a copy of your rehearsal schedule and write a quick personal note to them letting them know they were missed. They will not only see they were missed, they will also find out what's coming up in services and future events. Call them at home, not at work. As I mentioned in an earlier article, know the family of each player (spouse's name, children name(s)) in case they answer the phone. I would feel uneasy if I answered the phone and a man (even from the church) asked to talk to my wife and did not know my name! Put yourself in their place!