How To Run An Effective Special Ed Meeting That Ends On Time
by: DeborahWalker,M.Ed. |
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It's a fact. If you're a special education teacher, you need to know how to moderate meetings. If your meeting is going to go smoothly, you need to prepare ahead of time. I've put together a 13-step blueprint to help you out.
1. The key to a smooth meeting is advanced preparation. All of the necessary paperwork, as determined by the type of meeting, as well as state and national regulations, can be done ahead of time. At a minimum the paperwork you need to prepare will be a written prior notice ( aka attendance sign-in) form, parental rights, and something to take minutes on.
It's important to call or email every team member several days before the meeting. Remind them about the date and time, as well as the location (room 12, library, etc.). Be sure that each member is all set with progress information, and copies, if needed.
3. The next step is getting your agenda ready. An agenda will let everyone know exactly what will be covered in the meeting and helps you set the course to keep the meeting on track and ending on time.
4. The next thing you can do in advance of the meeting is figure out where you're going to hold it. If you're unable to have it in your classroom, other possible places include the speech room, another classroom that won't be occupied at that time, the office or the library. In a real pinch, you could even hold it in the cafeteria if privacy can be maintained (i.e. not in the middle of lunch!) Once you've figured this out, let everyone else on the team know. Depending on your school's policy, you may need to reserve the room with another staff member (secretary, etc.).
5. By this point, you've done everything you can to make sure the meeting will be professional and well-run. In other words, the documents are ready to go, confirmations have been made and the location has been reserved. When I anticipate that the meeting might devolve into tears, yelling and personal attacks, I state at the start of the meeting that the ground rules are being respectful, waiting to speak one at a time, and sticking to the agenda. I also strongly state that no personal attacks are permitted. If any of these ground rules are broken and the meeting gets out of hand, I will adjourn the meeting. Nobody on the team is compelled to sit in silence and be on the receiving end of another aggressive team member. They can get up and walk out.
6. About a half an hour prior to the meeting start time, let the office know where to send people as they arrive. Put a box of tissues on the table where you are meeting, just in case.
7. The sign-in form needs to be signed or initialed by each team member. Don't forget to have late arrivals sign in. I usually do the sign-in sheet as people arrive and then pass it to late arrivals during the meeting.
8. Once all team members are accounted for, do introductions, if needed. Then----it's showtime!
9. After introductions, move on to the meat of the meeting. Quickly summarize the agenda and ground rules and the time you'll be ending.
10. Between 15-20 minutes prior to your scheduled ending time, put the team on notice that you only have a few minutes left.
11. When time's up, collect the draft copies, make sure all of your paperwork is signed and thank people for coming.
12. We're not taught very much about meeting facilitation in college (unless you were a business major). It's a learned skill and will take some practice before you feel comfortable. You will not always be at the top of your game and nerves may get the best of you. All you can do is make a good-faith effort to prepare and moderate the meeting as best as you are able. For me, preparation is 3/4 of the battle. If I'm not ready, you can bet I will be flustered and this will have a negative effect on the general tone of the meeting. Happens to everyone sometimes, so try not to be too hard on yourself if you goof up.
13. Oh, and don't forget to take notes (or have someone else do it for you).
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About the Author
Deborah Walker teaches special education to middle-schoolers with significant disabilities. She lives in northern New Hampshire with her family. Go to Special-Education-Teacher-Resources.com for more great resources.
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