Preparing for Your Conferences

TL;DR:

There are a number of things you can do to prepare for your Parent-Teacher Conferences.
Below you will learn 6 tips for preparation: learn from your previous mistakes, plan accordingly, create a schedule to ensure proper seating, communicate well with parents, take notes, and make a lasting impression.

It’s October and the first quarter is likely wrapping up which can only mean one thing: Parent-Teacher Conferences are right around the corner. Whether you have complete flexibility and can structure that time however you want, or you have limited control in the day, parent-teacher conferences should provide you a time to partner with the families of your students and allow all voices to be heard, including your students.

Preparing for Your Conferences: Mistakes were made but don’t make them again.

I can honestly say that conferences have snuck up on me in some years. While I always know they are coming, I don’t always give myself time to reflect and evaluate before the planning begins. It is so easy to fall into the same routine as previous years regardless of how effective they were. This year, don’t allow yourself to fall into the same trap as years before. This year, take some time to really think about what you want to accomplish during your time with families and reflect on how involved students will be.

Preparing for Your Conferences: Plan accordingly.

Once you have a vision and a few goals you hope to reach, you need to think through everything that is required to make that happen. I personally like to create a to-do list. Who needs to be contacted? What communication needs to be sent to both families and colleagues? How will you structure the day? What will the schedule look like? While some tasks might seem obvious, still put them on the to-do list. Who doesn’t love a task that can be easily crossed off? Write down everything, literally everything, that needs to be done to make Parent-Teacher Conferences a success. Don’t forget to schedule take-out or prep some food for dinner, because you’re going to be exhausted.

Create a conference environment that allows all stakeholders, including students, to feel they have a voice in the future. Set some goals, plan it out, and make it happen. Click To Tweet

Preparing for Your Conferences: Schedules, set up, seating… oh my!

When creating a schedule, consider how many families you want to reach. Would an open house time work to meet with some of the families? How many individual conferences would you ideally like to have? I find that 15 minutes is a good amount of time to connect with families in a one-on-one setting. If you determine you need more time for a particular student, then don’t let conferences be the first time you reach out to that family.

Once you’ve created a schedule, determine how you want your physical space to be laid out. I like big open tables where people can spread out but still feel intimate. I also like to reserve a space in a common area for my open house time slot. Whatever you decide, make sure you have plenty of space and seats. No one likes showing up to a meeting where they have to do the awkward “there’s not enough seats” dance. Inevitably, an unexpected visitor, such as a sibling or grandparent, almost always shows up. Plan for it. I like having some activities such as coloring sheets on the table in case an antsy sibling comes to the meeting. You want to create a space that allows a productive conversation to take place while allowing everyone to feel comfortable and safe.

Preparing for Your Conferences: Communicate then communicate some more.

Whether you run teacher-led conferences or you host student-led conferences, you must communicate with the stakeholders. Families want to know how their time will be spent and who needs to attend. Consider recording a video explaining what the specific conference will look like. I like to send “invitations” that are personalized for each student; some students are asked to attend an open house or a meet and greet, while others are invited to an individual meeting.

Whatever you decide, make sure you explain that to parents, students, and any other adults attending the meeting. If you expect students to run or participate in the meeting, have them practice in class. It’s always fun for students to share a piece of their work or give a reflection of how their year is going. If you need other adults to attend, such as counselors or interventionists, make sure parents are aware. No one likes being caught off guard, and you don’t want to start the meeting on a negative note.

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Preparing for Your Conferences: Take note.

As you go work through the busyness of conferences, don’t forget to take note of everything. Write down follow-up emails that need to be sent, communication that needs to go out, or tasks that need to be done. We all hope that our memory will serve us later, but let’s be real. The day will fly by and all we will remember is that we wore the wrong shoes and should have had more coffee. Instead, write down notes from every meeting.

I personally like to take notes on information about the student that I learn. It’s often through these meetings that I learn about a student’s home life and interests. During any breaks, jot down a few reflection sentences. What is going well? What do you want to change? What’s the overall feeling of the day so far? All of these notes will help you not only prepare for conferences next year, but also for continuing the partnership with the families.

Preparing for Your Conferences: Make a lasting impression.

Every year, all across the country, teachers everywhere connect with families to discuss students’ progress. How will your conference stand out and make a lasting impression on not only the families but also the students? How will your personality and classroom culture come through in a 15 minute meeting? Create a conference environment that allows all stakeholders, including students, to feel they have a voice in the future. Set some goals, plan it out, and make it happen.

See the full blog series here!

About Katie Miglin

Katie Miglin is a 7th grade Math teacher in Bloomington, Illinois and also the Online Events Coordinator for the Teach Better Team. She has held a variety of roles in her professional career, such as an athletics coach, Fellowship of Christian Athletes Huddle Leader, PBIS Coach, Math Department chair and served on her school’s leadership team. Katie is married and has 2 daughters who she loves to spend time with. During the summer months, you can find Katie and her family playing outside, camping or going on long walks. Katie loves working with other educators and is always looking for new ways to improve her classroom.