Making the most of meetings

Preparing for a meeting

If you are invited to a meeting

It may help to find out who will be at the meeting – if you are unsure, you can ask the person running the meeting what they do and what their role is.

If you ask for a meeting

Be clear about why you want to have a meeting and who you need to meet with. It is a good idea to write to the people you have invited to the meeting to outline the things that you wish to discuss. That way everyone is clear on the aims of the meeting.

For all meetings

• Make sure you know the date and time of the meeting, where it will take place and how long it will last.
• If you are unable to make the date set, contact the organiser as soon as possible so that another date can be arranged.
• Before the meeting you can ask for a list of things to be discussed or done within the meeting, which is sometimes called an agenda.
• If you have something that you would like to discuss, ask the organiser for it to be included in the agenda.
• Ask for a copy of the most recent paperwork which records and monitors the support that your child is receiving within their education setting.
• Read the paperwork before the meeting and make notes.
• Write a list of things you want to say and questions you want to ask and to take it to the meeting.
• It can also help to write down your description of your child’s abilities and celebrations as well as what difficulties you think he or she may be having.
• Take with you any documentation that may be needed to refer to, such as medical letters or reports.
• Are there specific things that you want to happen as a result of the meeting? What are you willing to compromise on? List the things you want to happen in order of importance. Be realistic about what you are going to be asking for. You may need to negotiate and be flexible to different options or alternatives offered.

It is also important to consider whether you need to:

• Make transport arrangements in advance.
• Make childcare arrangements to ensure you can attend the meeting – you will be able to focus better if you don’t take any younger siblings with you.

Your emotions are likely to be raised because this involves your child but remember the meeting will go better if you remain calm.

Virtual meetings

Some meetings will be held virtually. If you are unfamiliar with virtual meetings, this may seem daunting. Below are some tips to help with this. You can prepare for a virtual meeting in the same way as you would for a face-to-face meeting.

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Before the meeting

• It is important to take a list that you made prior to the meeting of important issues you feel need to be addressed.
• You may want to make your own notes, so take along a note pad and pen to do so.
• There may be a follow up meeting and so taking your diary or phone calendar along, this will mean you are able to make a note of the next meeting.
• If you have asked for the meeting, has everyone that you would like to be there been invited? If a key person cannot attend the meeting, you may want to re-arrange it for another time that is convenient for everyone.
• Some people find it helpful to practice saying their questions out loud before a meeting to help them feel confident in what they are going to say.

Things to take with you

• Your pre-meeting notes.
• Note pad and pen.
• Relevant reports or letters to share or refer to.
• Other useful information, such as your research.
• Your questions, views or concerns if not captured within your notes.
• Your child’s input (if they have provided something).

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After the meeting

After a meeting you may receive a written copy of the notes. If you do not receive a copy, you can contact the professional you had the meeting with to ask for them.

• If you forgot to mention something at the meeting or ask a question, contact the meeting organiser as soon as you can.
• If you receive a copy of the notes but you do not agree that they are a true reflection of the meeting, make sure you contact the person that wrote them and ask for them to be changed. If you do not do this, it will be assumed that you agree with the notes.
• If no meeting notes are taken you may want to write a letter or email, thanking the person for the meeting and outlining the actions agreed. This way it ensures there is a written record of the meeting and something to refer to at the following review meeting.
• If, at the meeting, you agreed to do anything, make sure you do it.
• Keep an eye on deadlines to make sure that you and others complete actions on time.

Following the meeting, you should know:

• Who is going to do what and when.
• How the action points are going to be reviewed.
• How any other issues are going to be followed up.
• Who to contact if you have any questions.

If after the greed timescales, the situation has not improved it may be that the strategies in place are not successful and that something else needs to be tried.

If you are not happy, you can speak to the professionals and, if you are not satisfied you can ask them for a copy of their complaints policy to take things further.

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