Preparing for Your First Child and Family Team Meeting

In this article

• Ask what the meeting will cover
• Write down a few priorities
• Decide what you want help communicating
• During the conversation
• Leave with clear next steps
• Use the preparation worksheet

Preparing for a Child and Family Team meeting can help you use the time well. You can decide what you want people to understand, write down questions, and ask for arrangements that make participation easier. The facilitator should help with this preparation and explain the purpose of the meeting.

A family does not need to arrive with every answer. It is reasonable to describe what feels difficult, what has helped, and what you would like the team to work on. Young people should have a way to share their own perspective, including when it differs from an adult’s view.

Ask what the meeting will cover

Before the meeting, ask who is expected to attend, what decisions may be discussed, and how long the meeting is likely to last. Find out whether documents will be reviewed and whether you can receive an understandable version in advance. Tell the facilitator about scheduling or transportation concerns.

Ask for interpretation, disability-related accommodations, or communication support when needed. A young person might prefer to write a statement, speak with the facilitator first, take breaks, or have a trusted person nearby. Discuss these arrangements before the meeting so they can be prepared.

Write down a few priorities

Consider these prompts: What is going well? What is hardest right now? What would make the next few weeks better? Which people, routines, activities, or cultural connections help? Keep your notes in language you would normally use.

A short example may explain more than a general label. “Homework takes three hours because we spend most of the time arguing about starting” gives the team something to explore. You can describe when the problem is less difficult and what you have already tried.

Decide what you want help communicating

Some topics may be sensitive. Tell the facilitator if you want to discuss a concern privately before deciding how it will be raised with the group. Ask how information is shared, who has access to written records, and what disclosures are required or authorized. Avoid assuming that every person attending is entitled to every detail.

If you would like a relative, friend, or other support person involved, discuss that request. The facilitator can help clarify the person’s role, participation arrangements, and information-sharing boundaries. A useful support person understands what the family is asking and can agree to a realistic contribution.

During the conversation

You can ask people to explain a term, repeat a recommendation, or slow down. If the discussion moves away from your concern, bring it back: “I would like us to return to the morning routine because that is affecting school every day.” Ask how the proposed action will help with the need you identified.

Illustrative example: A caregiver is offered several appointments but worries about missing work. The caregiver asks the team to consider the weekly schedule before finalizing the plan. The team reviews which appointments are necessary, what flexibility exists, and whether practical support is available. The facilitator records what still needs to be arranged.

Leave with clear next steps

• What did we agree to work on first?
• Who will take each action?
• What is confirmed, and what still needs permission or arrangements?
• When will we hear back?
• Who should we contact if the plan is difficult to use?
• When will the team review progress?

Ask for a copy or summary in a format you can use. If a decision was unclear, contact the facilitator while the discussion is still fresh. Keep your own notes if that helps you remember questions for the next conversation.

Use the preparation worksheet

The companion worksheet has space for strengths, priorities, participation needs, and questions. Completing it is optional. You can bring selected notes or use it to prepare for a private conversation. A completed worksheet may contain personal information, so decide what to share and use an appropriate secure route. It is an educational aid and does not replace the program’s required forms.

For KFA’s current certification, funding, and service availability, visit our HFW program page. For questions about a particular family or situation, contact info@mykfa.org to arrange a private conversation.