Regardless of the educational setting, many parents and teachers enjoy the convenience of offering virtual conference options. Time savings and flexible schedules can serve to increase parental involvement in conferences as well. Hosting a successful virtual meeting, though, can benefit from some careful planning.
1. Advertise: Get the word out to parents and students about the options for virtual conferences. Send multiple emails in the weeks leading up. Be sure the options are communicated in district conference communication as well. List the method, time frame, and topics that you may cover. I send something like this:
Consider signing up for a short conference this week.
Signing up is easy. Simply click HERE and choose a time slot that works best for you.
Don't see a time slot? Reply here to let me know when you are available.
We can meet by video or phone.
Some things we can discuss:
Simply meeting and greeting
Concerns over content
Making a plan to get back on pace
However you need support in your class.
2. Plan your work and work your plan. Make sure you are familiar with the tools you will use. I use the Google Appointments Calendar booking page, which allows me to schedule appointments and breaks, and send reminders. See a video here.
Use documentation to plan what you will cover. Be sure to focus on the student before the content. Make notes of interests and previous interactions. Then, jot down course progress and strengths and weaknesses. Make a note of supports or accommodations you may suggest. See a template here. You may share this ahead of time, if possible, or bring it to the conference.
3. Host your conference. Show up early. Ensure your technology is working and have a backup plan. I have my laptop and my phone, in case connectivity issues occur. Know how to call in for sound if the computer audio is cutting out.
Start with positivity. Ask about their day, upcoming plans, hobbies, etc. Then, ask what questions or items they want to discuss. Listen and be attentive. Avoid distraction. No multitasking. Answer concerns, then work through your notes.
4. It's all about the follow-through: Be sure to make notes as the conference ends. I often ask students and parents if they would like me to email a summary of what was discussed. This creates an easy record for all attendees.
Virtual conferences can increase the connection between home and the classroom for any teacher. Use these steps to plan efficient and effective virtual conferences.
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