Looking for advice for your first parents’ evening?
If you’re a permanent staff member or a supply teacher on a long-term placement, you will likely be asked to complete parents’ evening with the parents of pupils in your class or classes. And if you’re an Early Career Teacher (ECT), the build -up to your first parents’ evening can be quite overwhelming.
Although online parents’ evenings are more popular since the COVID-19 pandemic, many schools still prefer to host parents’ evenings in-person. However your parents’ evening is going to be held, these tips can help support you to properly discuss pupil progress with parents in a limited amount of time.
If you’re nervous about your first parents’ evening as a teacher, we’ve got our top tips to help ease your worries and make sure you have a successful night!
What are the benefits of parents’ evening ?
Parents’ evenings are a really useful time for both teachers and parents.
This time gives teachers and parents an opportunity to have meaningful and constructive conversations about pupils’ progress and their academic performance. As a teacher, this is your opportunity to address an issue regarding their child, or to be reassuring about any concerns parents may have. Remember that you’re the professional, and parents will generally trust your judgement.
Use this time to work with parents on their child’s attendance, behaviour, homework, social and emotional development, and academic progress. Parents’ evenings help teachers to create a cohesive approach to learning between home and school.
Use each time slot as a chance to share information about what pupils have been learning, give an update on progress, advise on areas of improvement, and celebrate success.
Top tips for parents’ evening
1. Preparation and being organised is key
Knowing how to prepare for parents’ evening will help the night to run as smoothly as possible. Give plenty of notice to parents beforehand so that they can book in appointments at a convenient time, and you can begin structuring your timetable for the evening.
It’s essential that you have a clear understanding of each pupil’s achievements and areas for improvement before meeting with parents.
Aim to have their books marked fully before the meeting and have books ready for parents to look through, as evidence of pupil progress. Ensure that you have a copy of your class list and a printed timetable for the evening, so you can organise your books accordingly.
You may also prefer to set the room up in a specific way to help make parents’ feel most comfortable. If you’re in your own classroom, make sure to move the tables around so there is more space.
2. Give parents the opportunity to ask questions first
One common mistake that teachers make on parents’ evenings is asking parents at the end of the meeting whether they have any questions.
Doing this might mean a parent has a concern and then they run out of time to discuss it with you.
To avoid this, ask at the beginning of the meeting: ‘Before we get started, do you have any questions or anything you’d like to discuss?’
If they don’t raise anything, then begin by discussing what pupils have been learning in lessons and start discussing their progress. Use brief notes and plan questions if you need to and give parents an opportunity to look through their child’s books. It’s likely that you’ll get into a routine and flow of conversation with the appointments the more the evening goes on. But, if not, come with notes to guide you.
3. Empathy and kindness go a long way
Your first parents’ evening is likely going to be the first time you meet the parents of your pupils, so it’s important that you make a positive first impression. Be welcoming, polite, and positive throughout the appointment.
If you’re telling parents that their child is struggling or misbehaving in your lessons, it’s possible that you won’t be the only teacher with the same concerns.
With this in mind, remember to take a kind and empathetic approach with all parents, and be sure to give constructive targets for their child to be working towards.
Don’t make your meeting completely negative – there is something positive to say about every pupil!
Try to remember the ‘compliment sandwich.’ Start with positive feedback, then offer an area for improvement or concern, and end the meeting on a positive note. This can help to avoid parents feeling deflated and diminishing pupils’ motivation.
Try to phrase any concerns in a supportive way, remaining non-judgemental and calm throughout the meeting, but remember to always be open and honest. Don’t tell a parent their child is making great progress when they actually need more support!
Offer support and resources in necessary instances, such as community organisations, support groups, and strategies to support their child’s learning at home.
4. Stay within the assigned time slot
Be mindful of time throughout the evening, as generally each parent is only allotted limited time. Keep a clock or a timer visible so that you aren’t running over the time, otherwise this can disrupt the flow of the evening, leaving other parents to wait – and this isn’t a good look.
Prioritise the key points and be as concise as possible. It’s likely that after your first few meetings, you’ll get into more of a routine and a flow, and you may even feel like you’re repeating yourself at times, but this is okay! Finding what works for you can help the evening to run more smoothly.
If a parent is talking over the allotted time slot, make sure to listen to their concerns but just let them know that the appointment time has ended now, and you can arrange a separate appointment to speak with them about any particular issues.
5. Keep communication going all year round
Try to keep in regular communication with parents, particularly if their child needs a lot of additional support or if they’re working really hard in lessons.
Both positive and constructive feedback is a good way to ensure that parents and teachers remain on the same page and communication is transparent, so there are no shocks when parents’ evening does roll around.
Make sure to follow –up after parents’ evening to address any concerns that may require an additional meeting or discussion. This helps to build trust and a positive relationship between parents and schools, leading to more productive communication and pupil progress.
Frequently asked questions about parents’ evening
Can I make notes during parents’ evening?
It’s okay to make notes during the meeting, but make sure to actively listen to parents and show that you’re engaged with the discussion.
Can I take a break during parents’ evening?
Try to take some time before your first appointment to freshen up and have something to eat, if possible.
During the evening, depending on your appointment schedule, it may be difficult to find five minutes to relax and it can be an intense evening – you’ll likely feel quite tired by the end! So, try to make the most of any gaps in your schedule to take some quiet time for yourself.
How do I deal with negative feedback from parents?
If a parent has a complaint about your teaching or handling of a situation, remain calm and explain that you understand their concerns. Explain that you will work to address the issue and will keep them updated on their child’s progress.
You might not agree with the complaint that’s been raised, but it’s important to stay calm and listen carefully.
What do I do about no-shows?
If a parent doesn’t show for their appointment, contact them as a follow-up as soon as possible to let them know about their child’s progress.
What if I have a concern that requires its own meeting?
As parents’ evening time slots are limited, make sure to arrange a separate meeting with parents if you have a concern that requires a longer discussion. Don’t try to rush talking through big issues during parents’ evening, as there won’t be enough time to go through everything.
How can teaching assistants support with parents’ evenings?
Teaching assistants generally aren’t present for parents’ evenings, but they can support the class teacher beforehand by ensuring that books are organised, printing out the appointment timetable, and setting up the classroom for parents.
What if a parent needs a translator?
Make sure to assess this beforehand, by asking parents to request this information on the appointment sign-up letter.
What if a parent asks an awkward question that I don’t know how to answer?
A pre-arranged answer for these kinds of questions is always useful to have in your back pocket. Depending on the question, something like: “I’m not too sure about that, but I can look more into it and keep you updated” can work well.
Try not to get too flustered, as sometimes parents just want to use this time to express concerns that we don’t always know the answer to!
What if a pupil has been particularly challenging? How can I tell parents gently?
Remember to start with a positive note, even if it’s something that seems small. Then, explain your concern to parents, and offer ways that they can support you to help with this. Always finish the meeting on a positive note. If parents are upset or disagree with you, remember to remain calm and tell them that you can work together to help resolve the issue.
CPD courses for educators
If you’re looking for support with areas such as lesson planning and behaviour management, we’ve got a range of professional development courses for teachers and teaching assistants!
At Milk Academy, we offer personal and professional development courses at an affordable rate for educators at all stages of their career. When you register with Milk Education, you’ll also get two FREE CPD courses to help support your development!