What is the Best Way to Handle a Parent-Teacher Conference?

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Hello, and welcome to Teaching with Valor, where we dive into the real-life challenges teachers face in the classroom. I’m Don Fessenden, your host, and today’s episode is all about one of the most crucial touchpoints between teachers and parents: the parent-teacher conference.

We’ve all been there. The clock is ticking, you have just 15 or 20 minutes with each parent, and you need to convey important information, answer questions, and build a positive relationship—all within that short time frame. It’s no small task, but a well-executed parent-teacher conference can lead to significant benefits for the student. When handled well, it can increase parental support at home, create a team approach for the student’s success, and help build a bridge between school and home life.

In this episode, we’re going to break down the steps for a successful parent-teacher conference, from preparation to follow-up. We’ll cover strategies for creating a welcoming atmosphere, delivering both positive feedback and constructive insights, and handling unexpected questions or concerns with grace. Whether you’re an elementary, middle, or high school teacher, these insights will help you make the most of your time with parents and leave a lasting impression.

Show Notes

For more information on this topic checkout the following resources: 

• Edutopia – Tips for Effective Parent-Teacher Conferences: www.edutopia.org - Comprehensive strategies for making the most of parent-teacher conferences.
• National PTA – Building Partnerships with Parents: Guides and resources on fostering strong parent-teacher relationships.
• Understood – Navigating Parent-Teacher Conferences for Success: Tips on handling challenging conversations and creating a positive environment.
• Scholastic – How to Prepare for Parent-Teacher Conferences: Advice on setting a productive tone and keeping conferences focused and solution-oriented.
• Harvard Family Research Project – Parent-Teacher Conference Best Practices: Research-backed tips on improving communication and creating collaborative partnerships with parents.

Stay tuned for more episodes, and remember, every student is unique, and every classroom can be a place where all students succeed. Keep teaching with valor!

Episode Transcript

Don (00:09):
"Hello, and welcome to Teaching with Valor, where we
dive into the real-lifechallenges teachers face in the
classroom.
I’m Don Fessenden, your host,and today’s episode is all about
one of the most crucialtouchpoints between teachers and

parents (00:24):
the parent-teacher conference.
We’ve all been there.
The clock is ticking, you havejust 15 or 20 minutes with each
parent, and you need to conveyimportant information, answer
questions, and build a positiverelationship: all within that
short time frame.
It’s no small task, but awell-executed parent-teacher

(00:47):
conference can lead tosignificant benefits for the
student.
When handled well, it canincrease parental support at
home, create a team approach forthe student’s success, and help
build a bridge between schooland home life.
In this episode, we’re going tobreak down the steps for a
successful parent-teacherconference, from preparation to

(01:07):
follow-up.
We’ll cover strategies forcreating a welcoming atmosphere,
delivering both positivefeedback and constructive
insights, and handlingunexpected questions or concerns
with grace.
Whether you’re an elementary,middle, or high school teacher,
these insights will help youmake the most of your time with
parents and leave a lastingimpression.

(01:30):
And for our parent listeners,stay tuned for a special bonus
segment at the end, where we’llanswer a common question: What
should I focus on in aparent-teacher conference to
best support my child?
All right, let’s jump in andlook at what it takes to turn a
parent-teacher conference into apowerful tool for student

(01:50):
growth." In our first segment welook at why Preparation is Key.
"Let’s start with the importanceof preparation.
The key to a successfulparent-teacher conference is
making sure you’re fullyprepared before that first
parent ever steps into the room.
Think of this as setting thestage for a performance; the

(02:11):
more prepared you are, thesmoother the experience will go.
First, review the student’sacademic records and recent
assessments.
This includes grades, recentassignments, any standardized
test scores, and, if applicable,behavioral notes.
Gather samples of their workthat reflect both their
strengths and areas forimprovement.

(02:33):
For elementary teachers, thismight include specific reading
or math samples.
Middle and high school teacherscan gather projects, test
results, or essays thatillustrate the student’s
progress and engagement.
Having these concrete examplesready; gives parents something
to look at and helps you avoidvague statements.

(02:54):
It’s also helpful to prepare abrief outline for each
conference.
Consider starting with positiveobservations—every child has
something to celebrate.
It might be their attitude,improvement in a particular
skill, or even their kindnesstoward classmates.
From there, make a note of anykey areas where the student

(03:14):
could improve and jot downspecific strategies or support
that could be implemented.
This outline can act as yourroadmap, keeping the conference
focused and on track.
In addition to academicinsights, think about any social
or behavioral observations thatmight be helpful to share.
Maybe the student is shy andneeds encouragement to

(03:36):
participate in classdiscussions, or perhaps they’re
a natural leader but sometimesstruggle with organization.
Parents often appreciate hearingthese insights, as they may not
see this side of their child athome.
Finally, anticipate questions.
Parents may want to know howtheir child compares to peers,

(03:57):
what resources they can use athome, or what specific goals to
focus on.
Try to have answers ready forthese common questions, and
prepare yourself to address anysensitive topics with empathy
and clarity.""Once you’reprepared, the next step is
creating a welcoming environmentwhere parents feel comfortable

(04:17):
and valued.
Let’s talk about setting thetone and starting the
conversation on the right foot.""Now that you’re prepared, it’s
time to think about how to set awelcoming tone for the
conference.
Parents often come toconferences feeling a mix of
excitement, curiosity, andsometimes even nervousness.

(04:37):
The best way to start theconference is by putting them at
ease.
One of the simplest but mostpowerful things you can do is
greet them warmly.
If possible, greet each parentby name, make eye contact, and
offer a firm handshake or a warmsmile.
If you’re in a classroom, havechairs set up so that parents

(04:58):
don’t feel like they’re‘ondisplay’ or across from a desk.
Sitting side-by-side or in acomfortable arrangement creates
a more collaborative feel.
Begin the conversation byexpressing appreciation for the
parent’s involvement.
You might start with somethinglike,‘Thank you so much for
taking the time to come intoday.

(05:18):
I’m really looking forward tosharing[child’s name]’s progress
with you today.
Starting with a positive commentabout the child can also go a
long way in creating acomfortable environment.
Share a specific story orobservation that highlights the
student’s personality orstrengths.
It could be a funny moment inclass, an example of kindness,

(05:40):
or an academic success.
For example,‘I have to tell you,I loved seeing[child’s name]’s
creativity shine in our recentproject.
They had such a unique approach,and it really stood out.’
Elementary teachers mightemphasize social aspects and
specific skills the studentexcels in.

(06:00):
For middle and high schoolteachers, you might want to
highlight a subject or projectwhere the student shows
particular aptitude or growth.
By starting with a positive,you’re setting a collaborative
and supportive tone that canmake the rest of the conference
feel constructive and focused ongrowth.""With a welcoming
atmosphere established, let’smove on to the main content of

the conference (06:23):
sharing academic and behavioral insights in a
balanced, constructive way.""Nowthat we’re in the heart of the
conference, it’s time to diveinto the academic and behavioral
insights.
This is the part where you’llshare both the strengths you see
in the student and the areaswhere they might need a bit of

(06:43):
extra support.
Start with the positives.
Discuss the subjects oractivities where the student is
performing well and sharespecific examples.
Show the parents work samplesthat demonstrate their child’s
progress, and explain how thechild’s strengths contribute to
their overall academic journey.

(07:04):
When possible, tie this intobroader skills, such as critical
thinking or creativity, to showthat their achievements extend
beyond specific subjects.
Next, gently transition to areasfor growth.
Approach this part with tact andspecificity.
Instead of saying,‘[Child’sname] is struggling in math,’

(07:24):
try saying,‘In math, we’venoticed some challenges with
multiplication and division.
We’re working on strategies toreinforce these skills, like
using visual aids and practicingwith flashcards.
With some additional practice, Ithink they’ll make solid
progress.’ Keep the focus onimprovement rather than

(07:44):
shortcomings.
Describe any steps you’realready taking to support the
student, such as individualizedlearning strategies, additional
practice, or pairing them with apeer buddy for certain
activities.
Parents appreciate knowing thatyou’re not just identifying a
problem but actively working toaddress it.
Behavioral insights can betricky, but they’re just as

(08:07):
important.
For younger students, you mightmention things like social
interactions, teamwork, orlistening skills.
For middle and high schoolstudents, behavior might include
participation, focus, or timemanagement.
Frame these observations in away that’s solution-oriented.
For example,‘I’ve noticed that[child’s name] sometimes

(08:29):
hesitates to participate inclass discussions.
I’m encouraging them to raisetheir hand once each day to
build confidence.’ Encourageparents to ask questions
throughout this portion.
Sometimes, they may want moreinformation on how to support
their child’s learning at home,so be ready to share any
recommendations for resources oractivities they can try.

(08:53):
This collaborative approachshows parents that you’re both
on the same team, working towardthe same goal.""After sharing
academic and behavioralinsights, it’s crucial to end
the conference on a positive,forward-thinking note.
Let’s talk about wrapping up theconference and setting the stage
for ongoing communication.""Asyou wrap up the conference, it’s

(09:16):
essential to leave parents witha sense of optimism and a clear
plan for moving forward.
Summarize the key points youdiscussed, highlighting both the
positives and the areas wherethe student can grow.
Reinforce that you’re there tosupport their child every step
of the way.
Invite parents to reach out ifthey have any questions or

(09:38):
concerns in the future.
Make sure they have yourpreferred contact information
and explain the best times andmethods to reach you.
For example, you could say,‘Feelfree to email me if you have any
questions.
I usually respond within 24hours.’ This lets parents know
you’re accessible withoutleaving them wondering about

(09:59):
communication expectations.
For younger students, considersetting a follow-up date or
arranging for a quick update ina few months to touch base on
progress.
Parents often appreciate acheck-in to see how things are
going.
In middle and high school, youmight suggest that they review
the student’s grades onlineperiodically or offer a

(10:21):
follow-up email after a majorproject or exam.
Ending with a positive commentor encouraging note about their
child’s potential is a fantasticway to close the conference.
Let the parents know that yougenuinely enjoy having their
child in your class and thatyou’re excited to continue
working with them.

(10:42):
This helps parents leave theconference with a sense of
partnership, knowing that you’recommitted to helping their child
succeed.
And with that, the conferencecomes to a close.
By preparing thoroughly,fostering a welcoming
environment, communicatingclearly, and ending on a
positive note, you’ve set thestage for a strong and

(11:02):
supportive relationship with theparents.""Now, let’s turn to our
bonus segment, where we’llanswer a question from parents:
What should I focus on during aparent-teacher conference to
best support my child’slearning?""Parents often wonder,
What should I really focus on ina parent-teacher conference to

(11:26):
support my child effectively?
It’s a fantastic question, andit’s one that can make a big
difference in how productive theconference is for everyone.
My first tip for parents is tofocus on both the positives and
the growth areas.
It’s easy to zero in on onespecific concern or question,
but remember that a well-roundedview is key.

(11:49):
Celebrate your child’sachievements and listen for
strategies or insights that canhelp with any challenges.
By hearing about their strengthsand successes, you’ll better
understand where they’rethriving and how you can
reinforce that at home.
Ask specific questions about howyou can support learning at
home.
For example, if your child isworking on reading

(12:11):
comprehension, ask if there areany books or activities the
teacher recommends.
If they’re struggling with timemanagement, ask if there are
routines you can implement athome to help reinforce
organizational skills.
Teachers are full of practicalideas, and these questions show
that you’re invested insupporting their efforts.

(12:32):
And lastly, don’t be afraid toask for clarification.
If there’s something you don’tunderstand or need more details
about, ask the teacher toelaborate.
Parent-teacher conferences aremeant to be collaborative, and
teachers appreciate when parentstake an active role in
understanding their child’seducation.

(12:52):
By focusing on these key areas,you’ll walk away from the
conference with a clear plan forsupporting your child’s growth
both at school and at home."Now, lets look at todays episode
takeaways.
"Parent-teacher conferences area unique opportunity to build a
strong partnership with parentsand create a supportive

(13:13):
environment for student growth.
By preparing thoroughly,creating a welcoming atmosphere,
communicating insightseffectively, and wrapping up
with optimism and clarity, youcan make these meetings
meaningful and impactful.
Thank you for joining us onTeaching with Valor.
For more resources onparent-teacher conferences and

(13:34):
effective communication, checkout the links in our episode
description.
Remember, these conferencesaren’t just about sharing

grades (13:42):
they’re about fostering a collaborative relationship
that puts the student at thecenter.
Keep building those connections,keep growing as educators, and
as always, keep teaching withvalor."