Let’s be honest, parents’ evenings can sometimes feel a bit overwhelming. With back-to-back meetings, tricky conversations and the pressure to get everything just right, it’s easy to feel stressed. However, these evenings are also a brilliant opportunity to connect with families, celebrate your students’ achievements and work together to support their learning.
After years of running parents’ evenings, we’ve gathered some handy parents' evening tips to make the whole process easier and less stressful. Whether you’re new to parents’ evenings or a bit of a veteran, these ideas will help you feel confident and make the evening a success for everyone involved.
Here are a few parents' evening tips to help you stick to time and stay focused:
Be Realistic with Time
Seeing 30 sets of parents - or possibly more - in the space of a few hours is a lot. And 10 minutes per appointment isn’t long at all. That’s why it’s so important to make the most of this short time and ensure you cover everything you feel is necessary.
Use a timer – this is optional, but I personally found it really helpful for staying on track. Some parents might see it as rushing, but I’ve never had any issues when I’ve explained it clearly.
At the start of the meeting, I’d say something like:
“Just to let you know, I’m setting a timer to help me stay on track with appointments - but there’s no rush at all.”
I’d set it for 10 minutes, turn the screen away, and give the parents my full attention. Hopefully, the meeting wraps up naturally when the timer goes off. If not, you can always finish up in the next couple of minutes.
For longer discussions, thank them and suggest a follow-up meeting or phone call so that you’re still acknowledging the importance of the conversation without running over.
Be Prepared
Prepare your resources, books, and anything else you’ll need ahead of the evening where possible. You might want to jot down a few key notes to keep you on track - our TPTC Student Record Book can be super helpful for this!
A notebook or planner and a pen are a must for quickly writing down anything parents mention or ask about. If you plan to show workbooks, organise them in the order of your appointment list so you’re not rummaging through a big pile.
💡 Top tip: A great way to let parents admire their child’s work without cutting into your appointment time is to lay their books out while they’re waiting. Just make sure it’s only their child’s books on display - no one else’s.
If you’ve got any handouts or materials to give out, like a handwriting guide, phonics overview, or a list of upcoming topics, have them printed and ready to go.
Use your Student Record Book
Our Student Record Book is designed to keep everything you need to know about your students in one place. It includes a Parent Communication Log, which is ideal for parents’ evening. You can use it to note down discussion points, questions from parents, targets, and follow-up actions.
Other sections - such as transition notes, attainment records, targets, and interventions can also be useful to refer to during your meetings.
Starting and Finishing the Meeting
Greet each parent with a smile and thank them for coming. If it’s your first time meeting them, a simple “It’s lovely to meet you” can go a long way in setting a warm tone.
At the end of the meeting, thank them again for their time. It’s a small gesture, but it reinforces the partnership and shows you value their involvement.
What to Discuss
Begin each meeting with:
“Do you have any concerns, questions, or anything you’d like to talk about regarding [Child’s Name]?”
This gives parents a chance to raise anything important before time runs out. I used to leave this until the end and would often run over as a result, bringing it forward makes a big difference.
For the first parents’ evening of the year, families are often most interested in how their child is settling in:
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Are they happy at school?
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Are they forming friendships?
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Do they have positive relationships with staff?
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Are they enjoying learning?
These kinds of questions are an opportunity for you to show that you really know and care for their child - not just academically, but personally too. Of course, it’s important to talk about learning and progress as well.
Be Positive and Thoughtful With Phrasing
When you’re discussing a child with their parents, remember: you’re talking about their whole world. Be kind, encouraging, and tactful in your wording. That doesn’t mean you can’t be honest but try to deliver any concerns in a constructive way.
One helpful technique is to “sandwich” any concerns in between two positive comments. This helps keep the tone balanced and supportive.
Ask For Support If Needed
Don’t be afraid to ask for support from a colleague, especially if it’s your first ever parents’ evening. Even experienced teachers sometimes need a second voice in the room. If you anticipate a difficult conversation - about attendance, behaviour, or SEND, for example - you could ask your SENCO, behaviour lead, or attendance mentor to join the meeting. Having another professional there can make all the difference.
Final Thoughts
Parents’ evenings are a lot but with a bit of preparation and the right mindset, they can be incredibly rewarding too. I hope these parents' evening tips help make your next one a little smoother and a lot less stressful.
You’ve got this!
