Activity 1.4: 🗂️ Meeting Preparation Checklist

Purpose: Helps parents walk into meetings feeling organized, calm, and ready.

Review your child’s progress notes or logs.
Highlight 2–3 key examples of strengths and struggles.
Write down your top 3 priorities (e.g., fluency, confidence, book selection).
Gather any teacher emails or reading samples.
Prepare open-ended questions like:
- “What supports are available?”
- “How will we measure progress?”
- “What can I reinforce at home?”

Begin with appreciation: “Thank you for meeting with me — I really value your time.”
Take brief notes (or ask permission to record key points).
Keep your child’s needs at the center, not emotions.
Summarize at the end: “So we’re planning to try X strategy by next month, and I’ll follow up in Y weeks — is that right?”

Email a short recap: “Here’s what we discussed and next steps — please let me know if I missed anything.”
Update your documentation log.
Share any agreed-upon strategies at home.
End the week with a quick thank-you note for collaboration.

Being prepared shows respect for the teacher’s time and helps you get the most out of the conversation.

☐ Before the Meeting

Email an agenda. Send a brief, bulleted list of what you’d like to discuss. (e.g., “Looking forward to our chat on Tuesday! I’m hoping we can quickly cover: 1. [Child’s Name]’s classroom participation in group reading, 2. Strategies for ‘tricky’ words at home, 3. The best way to share progress.”)
Review your home log. Identify 2-3 specific patterns or examples you want to share (both wins and stumbles).
Write down your top 3 questions. Meetings can go by fast. Know what you must ask.
Check your emotions. Go in with a calm, curious, and collaborative mindset. Assume the best.

☐ During the Meeting

Start with a positive. “Thank you for meeting with me. We were so happy to hear [Child’s Name] talk about the recent [classroom project/activity].”
Take notes. Write down the teacher’s suggestions, agreed-upon actions, and any new terms you need to look up later.
Ask your questions. Refer to your list.
Share your specific observations. “In my notes at home, I see…”
Summarize at the end. “This was so helpful. So, just to confirm, my next steps are [Action 1], and you’re going to [Action 2]. Is that right?”

☐ After the Meeting

Send a thank-you email. Within 24 hours, send a brief email. “Hi [Teacher’s Name], Thank you so much for your time today. I really appreciate your insights. Just summarizing our plan: I will… and you will… Talk soon!”
Update your log. Add a new entry titled “Meeting with [Teacher’s Name]” and jot down the key takeaways and action plan.
Implement the plan. Start using the new strategies you discussed right away.