Are you doing regular check-ins with other IEP team members and support staff? Here’s why you might want to start and how to get it done!
Collaboration among IEP (Individualized Education Program) team members is essential for ensuring that students receive the best support possible. That being said, it’s not always easy to do! Regular check-ins with staff, paraprofessionals, and other team members can foster communication, address concerns before they become bigger concerns, and celebrate successes both big and small. However, finding the right method for these check-ins can be a challenge, especially with busy schedules and varying levels of availability both on your part and theirs.
To help streamline communication and improve teamwork, here are some different ways to conduct check-ins with IEP team members and staff.
1. Brief Weekly or Bi-Weekly Meetings
One of the most effective ways to stay in sync with your team is through short, structured meetings. Whether held before or after school, these check-ins provide an opportunity to touch base, discuss pressing issues, and celebrate progress.
Why it works:
- In-person conversations allow for open dialogue and clearer communication.
- It ensures everyone is on the same page regarding student needs and responsibilities.
- It helps build strong relationships between team members, fostering a supportive environment.
To make these meetings more efficient, consider setting a consistent day and time that works for the majority of your team. Also set a time limit for the meeting. Team members and staff need to know how long they have to discuss issues and it helps to keep the meeting moving. Even a 15-minute session can make a big difference in keeping everyone aligned!
2. Creating a Shared Working Document
For those who prefer a written format or need to keep track of discussions, a shared document can be a game-changer. A simple Google Doc, OneNote, or shared drive file allows team members to contribute to discussions before or after meetings.
A working document can include:
- What’s been going well?
- Where are some weaknesses?
- What needs to be addressed?
- How can we better support each other?
Benefits of a shared document:
- Provides a clear paper trail of discussions and agreements.
- Allows staff to contribute at their convenience.
- Serves as a record for future reference when tracking progress or addressing recurring issues.
Encouraging team members to update the document before meetings can make face-to-face check-ins even more productive and less time-consuming.
3. Daily Informal Conversations
For teams with strong rapport and close collaboration, daily check-ins—whether brief or spontaneous—can be an effective way to keep communication flowing. Some teachers find success in having casual morning check-ins before the school day begins.
Why this works well:
- It allows for immediate problem-solving rather than waiting for a formal meeting.
- It creates a habit of open dialogue and team support.
- It minimizes the need for long, structured meetings while still ensuring collaboration.
If daily check-ins aren’t feasible, consider a modified approach, such as a quick midday regroup or an end-of-day debrief.
4. Weekly or Monthly “Monday Memos”
A Monday “Memo” or weekly email update can be a valuable tool for keeping everyone informed, especially in larger teams where meeting in person isn’t always possible. The weekly memo can include:
- Highlights from the previous week
- Student success stories
- Important upcoming dates
- Information or reminders from the administration
- Any action items or concerns that need attention
This approach provides staff with all the necessary information in a format they can read at their convenience.
5. Quarterly Feedback Surveys
To ensure all voices are heard, some educators find it helpful to send out quarterly surveys where staff can provide anonymous feedback, share concerns, and suggest improvements.
Why surveys can be beneficial:
- They allow team members to express concerns they might not feel comfortable discussing in meetings.
- They provide valuable insight into what is working and what needs adjustment.
- They help school leaders and special education teachers refine their support strategies based on staff input.
Surveys can be created easily using Google Forms or Microsoft Forms, and responses can guide future check-ins and meeting topics.
Choosing the Best Check-in Method for Your Team
Ultimately, the best way to check in with IEP team members and staff depends on the team’s needs, schedules, and your team’s communication preferences. A combination of approaches—such as a weekly meeting paired with a shared document or Monday Memo—can create a well-rounded system for keeping everyone informed and engaged.
Consistency is key. No matter which method you choose, ensuring that check-ins happen regularly will help build a strong, collaborative team that is always working toward the shared goal of student success.
