What should we discuss at parent-teacher conferences in early childhood? - post

Introduction — Why parent-teacher conferences matter

Parent-teacher meetings are a chance to build trust, share what a child can do, and plan next steps. These conversations help children grow at home and in your program. This guide is for child care providers and directors who want clear, practical ideas for those meetings.

This article will help with 1) preparing, 2) choosing topics, 3) talking about concerns, and 4) setting goals and follow-up. Use simple tools like ChildCareEd's Pre-Conference Form and their Parent-Teacher Conference Form to stay focused and child-centered.

Why it matters:

1. Families feel heard and included when you use clear information and listen.
2. Children get better support when home and program goals match.

This guide uses five key words you'll see often: #ParentTeacher #Families #Communication #Development #Goals.

Note: state requirements vary - check your state licensing agency.

What should I prepare before the conference?

Good preparation makes the conference calm and helpful. Follow these steps so the meeting stays focused on the child.

1. 📋 Use a simple pre-conference form.

   Ask families to complete a short form before the meeting. ChildCareEd's Pre-Conference Form is designed for this. A filled form gives you the family's questions and helps you prepare.

2. 🗂 Gather examples and notes.

   Bring 3–5 quick examples: a photo, a drawing, a short observation note, or a work sample. These concrete items make your points easy to see.

3. ⏱ Set time and send a reminder.

   Block 15–20 minutes per family and stick to it. Use a reminder letter like ChildCareEd's Parent-Teacher Reminder Letter so parents know when and where to come.

4. 🔒 Pick a private, comfortable spot.

   A quiet place helps families feel safe to talk. If your program has policies about who shares developmental concerns, follow them.

5. 🧾 Prepare clear next steps.

   Have a simple note or form to record goals and follow-up tasks—the Glow & Grow Conference Form is a great model.

Tip: Send a short survey before conferences to learn what families want to discuss, as suggested by several child care resources.

What topics should we cover during the meeting?

Keep the talk child-centered. Cover strengths, daily routines, milestones, and what to practice at home. Use clear examples and ask families about home life.

1. 😊 Start with strengths.

   Open by sharing 1–2 things the child does well. This builds trust and sets a positive tone, as recommended by child care experts like ChildCareEd (Let’s Talk).

2. 🧭 Share observed routines and behavior.

   Talk about nap, meal, play, and transitions. Note social skills—sharing, taking turns, or calming strategies. Use family engagement ideas from the Pyramid Model.

3. 🔎 Review development and milestones.

   Use milestone checklists like CDC’s Milestones by 4 Years or Milestones by 5 Years to point out what’s typical and what to watch for. Concrete examples help families understand progress.

4. 📚 Talk about learning and early literacy.

   Share reading, language, and play ideas. Resources like KidsHealth’s Reading Milestones show what to expect at each age.

5. 🎯 Set one or two practical goals.

   Agree on small steps both adults can try. Use the Glow & Grow or Parent-Teacher form to record the plan and who will do what.

Ask: “What do you notice at home?” — invite two-way dialogue and listen closely.

How do we talk about concerns and developmental differences?

Hard topics are easier when you are calm and specific. Use objective tools and keep the child at the center.

1. 🗂 Start with what the child does well.

   Begin with strengths. Then say what you’ve observed using clear examples and dates. ChildCareEd suggests leading with positives in difficult talks (Hard Conversations).

2. 🔍 Use milestone checklists and data.

   Bring a completed checklist, like CDC’s Watch Me! Module 4 guidance. This gives an objective starting point and reduces judgment.

3. 🤝 Be collaborative and avoid labels.

   Ask what families see at home. Avoid diagnosis language—say you are observing and suggest next steps. Help Me Grow recommends planning a follow-up and giving families resources (Discussing Developmental Concerns).

4. 📞 Offer clear referrals and supports.

   Have community referral info ready (early intervention, pediatrician). If you can, share local contact steps and offer to help the family make the call.

5. ⚠️ Common mistakes and how to avoid them:
   1. Not preparing examples — collect quick notes ahead of time.
   2. Using jargon — speak in plain words and give examples.
   3. Doing this only at drop-off — schedule a quiet meeting time.

Remember: don’t diagnose. Provide options, listen, and plan follow-up checks.

How do we set goals and follow up after the conference?

Good conferences end with clear steps. Make goals small, specific, and measurable so families can try them at home and you can follow up.

1. ✍️ Record 1–2 concrete goals.

   Examples: "Practice naming colors twice this week at drop-off" or "Try a short bedtime routine for three nights." Put goals on a form families can keep, like ChildCareEd’s Parent-Teacher Conference Form or the Glow & Grow form.

2. 📤 Send a short summary and thank-you.

   Within 24–48 hours, send a note that lists goals, who will do what, and when you’ll check in. ChildCareEd recommends a follow-up message to keep momentum (Let’s Talk).

3. 🔁 Plan a time to follow up.

   Set a date for a quick check-in (phone, message, or another meeting). Track progress in a simple communication note or log (see ChildCareEd’s Family Communication Note).

4. 🎓 Use training and resources to build skills.

   Staff can take courses like ChildCareEd’s Family Conferencing: Developing Trust or Let’s Talk: Effective Communication to strengthen conferences.

5. 🔐 Respect privacy and program rules.

   Keep notes confidential. If your program or state has rules about sharing developmental concerns, follow them — and remember: state requirements vary - check your state licensing agency.

Small steps and steady follow-up make conferences a tool for real change.

For your parent-teacher conference article, these two ChildCareEd courses fit best and can be linked right inside your “prepare, talk, and follow up” sections:

• When you mention preparing forms, choosing topics, discussing concerns respectfully, and setting follow-up goals, link Family (or Parent) Conferencing: Developing Trust ONLINE right there: https://www.childcareed.com/courses-family-or-parent-conferencing-developing-trust-1.html. (childcareed.com)

• When you coach staff to use clear, calm language, listen well, and build strong relationships with families during meetings, link Let’s Talk: Effective Communication right there: https://www.childcareed.com/courses-let-s-talk-effective-communication.html. (childcareed.com)

Conclusion — Quick FAQs and final tips

Parent-teacher conferences are a big chance to partner with families. Use short forms, clear examples, and listen. Keep goals simple and follow up.

FAQs:

1. How long should a conference be?

   15–20 minutes is common. If a family needs more time, schedule a second meeting.

2. What if a parent brings the child?

   Invite parents to come without the child when possible. If the child is present, keep the talk brief and schedule a private follow-up.

3. How do I handle a very emotional parent?

   Stay calm, listen, repeat back what you hear, and offer a short break or a follow-up time. Use supportive language and focus on next steps.

4. Do we need translators?

   Yes. Offer translation when needed so families understand and can join decisions. Many programs provide translated forms or phone interpreters.

5. What if I suspect a delay?

   Share observations, use milestone checklists (CDC), offer referrals, and help the family contact early intervention or the pediatrician.

Final tips: keep the child as the focus, use the free ChildCareEd tools linked above, and practice your listening skills. You’re building trust with families — small, respectful steps make a big difference.

For more templates and training, see ChildCareEd resources: ChildCareEd.