Attending meetings with professionals about your child can feel overwhelming, but with some preparation, you can make the most of these discussions. Below are some helpful tips to ensure your meeting runs smoothly and that you get the support and answers you need.
Before the meeting:
- Clarify the purpose: Make sure you know the purpose of the meeting. If you’re unsure, ask the organiser. You can also request an agenda to understand what will be discussed.
- Add topics to the agenda: If there’s something you want to discuss, contact the organiser and request it be added to the agenda.
- Set clear goals: If you requested the meeting, make sure you know what you want to achieve. Write down the points you want to cover, so everyone is clear on the meeting’s objectives.
- Confirm the details: Check the date, time, location, and expected duration of the meeting.
- Know who will be there: Find out who will attend, and their roles related to your child’s care. Ask who will run the meeting (for example, SENCO, headteacher, specialist).
- Make transport and childcare arrangements: Plan for transport and childcare in advance to ensure you can attend without distractions.
- Notify of any adjustments: If you need any reasonable adjustments (e.g., wheelchair access, documents in large print), inform the organiser ahead of time.
- Request new information: Ask if there will be new information shared at the meeting and request a copy to review beforehand.
Preparing for the meeting:
- Make a list of topics: Prioritise the issues you want to discuss. Consider using a meeting planner to stay organised.
- Review documents: Read any relevant documents such as your child’s Education, Health and Care (EHC) Plan, or the school’s SEND Information Report.
- Complete any required paperwork: Ensure you complete any forms or paperwork in advance.
- Gather your child’s views: Ask your child for their views and record them. Resources are available on the SENDIASS website to assist with this.
- Consider your child’s needs: Reflect on what’s going well and what’s not at home or school, and think about strategies for improvement.
- Involve your child: If appropriate, discuss with your child if they would like to attend the meeting, either fully or in part.
What to bring with you:
- Notepad and pen: Take notes during the meeting. You may also ask someone to take notes for you.
- Relevant documents: Bring any reports, letters, or research that may be useful.
- Your child’s views: Ensure you have recorded their opinions and feelings.
- Meeting planner: Use a meeting planner to organise your thoughts and questions.
- Scheduling tool: Have a diary or device on hand to schedule follow-up actions or meetings.
During the meeting:
- Stay calm and focused: Meetings can be emotional, but staying calm will help ensure the discussion is productive.
- Be on time: Arriving early will help you feel more prepared and settled.
- Introduce yourself and clarify roles: Make sure everyone introduces themselves and you understand their role in the meeting. If in doubt, ask.
- Take notes or ask for minutes: Either take your own notes or request a copy of the meeting minutes.
- Review previous actions: If this isn’t the first meeting, ask about any previous action points and their outcomes.
- Ask for clarification: It’s okay to ask for further explanation if something is unclear.
- Focus on solutions: Discuss positive ways forward, asking questions like:
- "What can we do to improve this?"
- "How can school support my child in the same way we do at home?"
- "What strategies can we use to help my child?"
- Request time to think: If you need more time to think or consult others, ask for a break or an extension.
- Summarise key actions: At the end of the meeting, clarify the actions, responsibilities, and deadlines.
- Review future actions: Ensure you agree on the next steps and a timeline for follow-up.
After the meeting:
- Follow up on missed points: If you forgot to mention something or ask a question, contact the organiser as soon as possible.
- Request meeting notes/minutes: If minutes weren’t provided within two weeks, contact the organiser to request them.
- Disagree with meeting notes/minutes: If the minutes don’t reflect your understanding of the meeting, ask for them to be amended.
- Send a thank you letter or email: If no minutes were taken, write to the organiser summarising the meeting and actions agreed.
- Complete any agreed actions: If you were assigned tasks, make sure to complete them by the agreed deadlines.
- Monitor progress: Keep track of deadlines and check that all action points are completed on time.
By staying organised and proactive, you can ensure that these meetings are productive and that your child’s needs are addressed effectively.
Meeting planner
Use our meeting planner to help you feel more prepared by effectively planning your meetings: