Preparation Accountability System

Unprepared members waste everyone's time. This system ensures everyone comes to rehearsal prepared.

Why Preparation Matters

When everyone is prepared:

• Productive rehearsals
• Faster progress
• Better results
• Respect for each other's time
• Higher morale
• More fun

When people aren't prepared:

• Wasted time
• Frustration
• Slow progress
• Resentment builds
• Lower morale
• Less fun

The Problem with Preparation

Why People Don't Prepare

Common reasons:

• Forgot what to practice
• Didn't have time
• Didn't think it mattered
• Thought they could wing it
• Other priorities
• No accountability

The real issue:

• No clear expectations
• No tracking system
• No consequences
• No accountability

The Preparation Accountability System

Step 1: Set Clear Expectations

Define what "prepared" means:

For new songs:

• Listened to reference recording
• Learned your part
• Can play at tempo
• Know structure
• Practiced transitions

For existing songs:

• Reviewed parts
• Practiced problem areas
• Can play from memory
• Ready to perform

For rehearsal:

• Know what we're working on
• Completed assigned practice
• Equipment ready
• On time

Step 2: Assign Specific Practice

Don't say: "Practice the new song"

Do say:

• "Learn the verse and chorus of 'Song X'"
• "Practice the bridge transition in 'Song Y'"
• "Work on timing in the intro of 'Song Z'"
• "Memorize lyrics for 'Song A'"

Use the Practice Assignment Template:

Member: _______________ For rehearsal on: _______________

Assignments:

1. ---

   • Specific focus: _______________
   • Success criteria: _______________

2. ---

   • Specific focus: _______________
   • Success criteria: _______________

3. ---

   • Specific focus: _______________
   • Success criteria: _______________

Step 3: Track Preparation

Use the Preparation Tracker:

Rehearsal Date: _______________

Notes:

Step 4: Check Preparation

At start of rehearsal (5 minutes):

Quick check-in: "Let's quickly check in on preparation. Who's ready to go on Song X?"

Individual check:

• "Did you learn the verse?"
• "Can you play the bridge?"
• "Do you know the structure?"

Don't:

• Shame people
• Spend too long
• Make excuses
• Skip this step

Step 5: Address Unpreparedness

If someone isn't prepared:

First time: "Okay, let's work on something else while you catch up. Can you have it ready by next rehearsal?"

Second time: "This is the second time. What's going on? How can we help you be prepared?"

Third time: "This is becoming a pattern. We need to talk about this. Can we chat after rehearsal?"

Step 6: Implement Consequences

Establish consequences in advance:

Agreed-upon consequences:

1. First time: Warning, work on something else
2. Second time: Conversation about what's wrong
3. Third time: Consequence
4. Pattern: Consequence

Possible consequences:

• Pay for rehearsal space that day
• Bring snacks next time
• Extra practice assignment
• Sit out that song
• Formal warning
• If pattern continues: Membership review

Document in band agreement

Preparation Tools

Tool 1: Practice Assignment Sheet

Distributed at end of each rehearsal:

Band: _______________ Next Rehearsal: _______________

All Members:

• Assignment 1: _______________
• Assignment 2: _______________
• Assignment 3: _______________

Member Name:

• Assignment 1: _______________
• Assignment 2: _______________
• Assignment 3: _______________

Member Name:

• Assignment 1: _______________
• Assignment 2: _______________
• Assignment 3: _______________

Member Name:

• Assignment 1: _______________
• Assignment 2: _______________
• Assignment 3: _______________

Member Name:

• Assignment 1: _______________
• Assignment 2: _______________
• Assignment 3: _______________

Tool 2: Preparation Checklist

For each member to use:

For next rehearsal on: _______________

My assignments:

• _______________
• _______________
• _______________

General preparation:

• Reviewed rehearsal agenda
• Listened to recordings
• Practiced assigned material
• Equipment ready
• Know what we're working on

Self-assessment:

• I'm fully prepared
• I'm mostly prepared
• I'm somewhat prepared
• I'm not prepared

If not fully prepared, why?

What I need:

Tool 3: Preparation Log

Track preparation over time:

Monthly summary:

January:

• Member 1: 4/4 (100%)
• Member 2: 3/4 (75%)
• Member 3: 4/4 (100%)
• Member 4: 2/4 (50%)

Tool 4: Preparation Reminder

Send 2-3 days before rehearsal:

Subject: Rehearsal Prep Reminder - Date

Hi everyone,

Quick reminder that we have rehearsal on date at time.

What we're working on:

• Song 1
• Song 2
• Song 3

Your assignments:

Everyone:

• General assignment

See you there!

Making It Work

1. Start from Day One

Establish from the beginning:

• This is how we work
• Preparation is expected
• We track it
• There are consequences

Don't:

• Wait until it's a problem
• Spring it on people
• Be inconsistent

2. Make It Easy

Help people prepare:

• Clear assignments
• Reference recordings
• Practice tracks
• Written instructions
• Reminders

Remove barriers:

• Reasonable assignments
• Adequate time
• Resources provided
• Support available

3. Be Consistent

Every rehearsal:

• Assign practice
• Send reminders
• Check preparation
• Track results
• Address issues

Don't:

• Skip sometimes
• Let it slide
• Make exceptions
• Be inconsistent

4. Address Issues Promptly

Don't let it build:

• Address first time
• Have conversation second time
• Implement consequences third time
• Don't wait until you're angry

5. Recognize Preparation

Acknowledge when people are prepared:

• "Great job being ready"
• "I can tell you practiced"
• "Thanks for being prepared"
• "This is why we make progress"

Celebrate:

• When everyone is prepared
• When someone improves
• When it becomes habit

Common Challenges

Challenge 1: "I Didn't Have Time"

Response: "I understand life gets busy. How much time do you need? Can we adjust assignments? Or is this not the right time for you to be in a band?"

Solution:

• Adjust assignments if reasonable
• Help prioritize
• Or acknowledge misalignment

Challenge 2: "I Forgot"

Response: "Okay, let's make sure you don't forget next time. Do you need reminders? Should we write it down?"

Solution:

• Send reminders
• Written assignments
• Calendar invites
• Accountability partner

Challenge 3: "I Thought I Could Wing It"

Response: "That's not fair to everyone else. We all prepare. We need you to do the same."

Solution:

• Clarify expectations
• Explain impact
• Implement consequences

Challenge 4: "It's Not That Important"

Response: "It is important. It's about respecting everyone's time. If you don't think it's important, maybe this isn't the right band for you."

Solution:

• Clarify values
• Assess fit
• Make hard decision if needed

Preparation Accountability Checklist

Setup

• Defined what "prepared" means
• Established consequences
• Created tracking system
• Communicated expectations
• Got buy-in from everyone

Each Rehearsal

• Assigned specific practice
• Sent written assignments
• Sent reminder 2-3 days before
• Checked preparation at start
• Tracked results
• Addressed issues
• Recognized preparation

Monthly

• Reviewed preparation rates
• Addressed patterns
• Adjusted system as needed
• Celebrated improvements

Key Takeaways

1. Set clear expectations - Define what "prepared" means
2. Assign specific practice - Not vague "practice the song"
3. Track preparation - What gets measured gets done
4. Check at rehearsal - Don't assume
5. Address issues promptly - Don't let it build
6. Implement consequences - Accountability requires consequences
7. Recognize preparation - Acknowledge when people do it right

Preparation accountability ensures everyone respects each other's time and maximizes rehearsal productivity. Implement this system and watch your progress accelerate.