Yesterday I shared how I prepare for parent meetings behind the scenes. Today, we’re diving into tips for during the meetings themselves. The little things that keep conversations calm, constructive and purposeful.
👋 Start with a warm greeting
Welcome parents with a big, friendly smile - even if you’re feeling nervous inside. Chances are, they’re just as unsure as you are, and a genuine smile goes a long way in setting a positive tone (it even helps calm your own nerves with a rush of endorphins!). Thank them for taking the time to meet.
🗂️ Set the agenda
Begin with an overview of what you'll be discussing. If the parent requested the meeting, ask them to share what they'd like to cover. This helps you understand their priorities and adjust your flow accordingly.
If you're concerned about going overtime, it’s okay to set gentle boundaries:
“I’ve got to pick up the students from their specialist class at 10:30,” or
“I’ve got an appointment/meeting at 11:00.”
(And if that doesn't exist, feel free to book in a debrief with admin) 😉
🌟 Start on a positive
Open the conversation with something uplifting. A subject the student is thriving in or an area where they've made clear progress.
Even if the meeting is centred around a behavioural or academic concern, start by framing the conversation as a partnership: “We’re all on the same team working toward the best outcome for [child’s name].” This sets a collaborative tone and helps parents feel supported rather than singled out.
⏳ Keep the meeting moving
If you’ve got an agenda, try to stay halfway through your content at the halfway point of your meeting time. Add a final “any questions or additional concerns?” section to wrap up. When you’re ready to finish, summarise the key points and outline the next steps - whether it’s sending notes, providing resources or scheduling a follow-up.
To reinforce the meeting’s end, I usually start packing up my notes and walk them to the door (or simply open it to prompt the wrap-up).
📁 Bring examples
As I shared last week, I love having student work samples ready. It’s easier for parents to understand what you’re referring to and it provides helpful talking points to anchor the conversation. Plus, it gives your eyes a break from constant eye contact, which can help ease tension!
🤝 Navigate tricky moments
If a parent becomes challenging, the approach depends on the situation. There are several techniques I use. Support and empathy go a long way and it’s okay to ask for help from admin if needed.
🧾 Bonus Tip: Take notes during the meeting
Just quick jots, not full reports. They’ll help you follow up later and track decisions or concerns raised. You don’t need anything formal, just a simple notebook or template to capture the essentials.
Parent meetings aren't something you don’t have to dread and with the right tools they can even be moments of joyful connection. I hope these tips help ease your next one.