Recently I had a full day of parent meetings. 😅
It was a big day — draining, yes — but not nearly as stressful as they used to be. These days, I've found that thoughtful preparation beforehand is the key to calm, constructive conversations.
Today I’m taking you through how I prep for parent meetings. Next, I’ll share my best tips for in the meeting.
Quick note: My school provided a template and gave us a whole day of prep time (bliss!) but what I’m sharing today is what I typically do for adhoc parent meetings during the year.
💡 Tip 1: Know why the meeting is happening
If you’ve initiated the meeting, chances are you already know what needs to be addressed. But if the parent requested it, try to get a little context before the day. Was there an incident? Are they concerned about academics, behaviour, or just checking in? Getting clarity upfront helps you prepare meaningful responses and keeps the meeting focused.
🗂️ Tip 2: Build routines that do the prep for you
Have systems in place all year that supports meetings before they even arise. I keep assessment files with student writing samples, maths work, and key observations. These are part of my regular workflow, so when a meeting rolls around, I already have something to refer to and speak from — no scrambling necessary. I also make sure I am taking anecdotal records throughout the year about concerns, goals, focuses etc.
📝 Tip 3: Write a mini agenda
Just a brief plan for what you want to cover and the order you’ll go in. Us teachers love a good feedback sandwich: positive → constructive → positive.
If it’s a general meeting, I like to open with the student’s strongest subject (even if it’s still a work in progress), then move through reading, writing, maths, behaviour, effort, and finally parent questions.
If the parent initiated the meeting, I’ll usually start with their concern first and work outward from there.
👀 Tip 4: Know your audience
If you haven’t worked with the parents before, check in with the previous teacher for a heads-up. Are they looking for extra resources at home? Do they just want reassurance? Or are they seeking a full-blown therapy session 😂?
If you suspect a tricky conversation, it’s perfectly okay to ask for an admin member to sit in. Support helps everyone feel safe and heard.
📋 Tip 5: Prep your assessment notes
This is separate to your agenda — it's your actual content. I jot down key notes from recent assessment observations (e.g. reads very slow during Fluency Pairs) so I’m not digging through files mid-meeting or risking showing someone else’s data. These notes don’t need to be report-worthy — just quick and clear.
If you’re planning to revamp your meeting prep routine this term, stay tuned for our next installment where we’ll dive into what actually helps in the moment. 💬