Create an inviting room atmosphere. Arrange the room setting to minimize potential distractions or interruptions during the conference. Close the door if necessary. Assemble samples of the student's work and a list of his or her grades before the conference. It will save you the time of having to look them up during the conference.
Some teachers have their students assemble a work portfolio in a folder.
This might include a greeting from their child. You might also include a page where the parent can return a positive note to their child about their schoolwork. Many teachers keep a note card for each student, recording points to discuss at the parent-teacher conference. Try to anticipate any questions a parent might ask and note your thoughts related to that issue. Greet parents cordially when they arrive, again being sure to verify their names immediately.