Hello from Duncan and the XYZ team!
I hope the start of term has treated you well.
As I hope you can all imagine, this time of year is the busiest for XYZ Music Academy. We are incredibly proud to say that we have had close to 200 new students enquire about music lessons this year. It’s a record year! As a team, we have been preparing for this intake since June 2024 along with lots of process updates before this. Despite the length of the preparation period, due to the summer holidays, the bulk of communication from parents usually happens from the end of August into September. Inevitably, this has caused a slight backlog when it comes to confirming enrolment and timetables. We now run nearly 100 timetables across 35 schools in the county. For a small team, it’s quite a big feat and takes time to organise this properly.
While I understand that waiting for a response can be frustrating, please know that the admin and management team are working their hardest to get all students started with lessons. We improve on this year upon year and leaving parents waiting for a response is the last thing we want to happen. We are currently looking into automating certain parts of the enrollment process to help speed things up.
In the interests of speeding up this process for now, please can I ask you to do the following:
- Check your spam folder: there have been many occasions where emails have gone into spam folders which has slowed things down.
- Double check that you have filled out the enrolment form: having your completed enrolment form and acceptance of the terms and conditions allows us to generate your annual payment plan.
- For existing students, general timetabling enquiries can be directed to the tutors, but please cc admin so we are aware of this interaction
Please can I politely ask everyone whether it’s parents of students, music leads or school administration staff, to practice kindness when communicating with our team. Remember that there is and always will be a human on the receiving end of communication with XYZ. We will avoid using call bots and AI assistance for the foreseeable future as we want you to be able to speak and communicate directly with us. That said, in the interest of protecting our team’s well-being, we are introducing a 3-strike policy.
If someone communicates disrespectfully or unfairly on three separate occasions, we may need to reconsider providing our services.
On a more positive note, 99.9% of you have been wonderful, kind, and understanding and have even shown excitement for XYZ during this time. A huge thank you to all of you for your ongoing support!
Have a wonderful week!
All the best
Duncan and The XYZ Team
