IEP Meeting Formula That Works Every Time- No Stress, No Fuss

If you’ve ever left wondered how all the other special educators run their IEP meetings or if you simply wonder what the best meeting format is, this is for you!

Yes, you can project the IEP and go line-by-line, but I find that this rarely results in flowing conversation about the true needs of the student- AND it an get a little negative harping on every little thing the student CAN'T do yet.

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Let's show you what really works... without adding more work for you

I’ve taught every grade level in every special education setting you can imagine: resource room, center-based programs, and self-contained classrooms. No matter the age or placement, I’ve used the same IEP meeting formula—and it works every single time.

Here’s how I run my no stress, no-fuss IEP meetings.

IEP Formula

Step One: We start with strengths. Always.

We go around the table and everyone shares their name, title, and something they’ve been working on with the student. This is intentional—it naturally highlights progress and strengths instead of jumping straight into concerns.

And here’s the non-negotiable part: The student shares too. They tell us what they’re good at, what they like about school, or what they’re proud of. This immediately sets a respectful tone and reminds everyone that this meeting is about a whole person, not just paperwork. Depending on the age and ability of a student, this could be an I CAN Poster, a simple message on a speech button, or a student-made Power Point display prepared ahead of time (ask a trusted parapro to assist).

Side Note: Appoint a person to input parent concerns.

Throughout the meeting, the assigned team member continues documenting any additional parent concerns, ensuring the parent voice is accurately reflected in the IEP. Let the parent know they can interject with questions or comments at any point in the conversation. Families feel heard, students feel valued, and the team stays focused.

Step Two: We talk about needs—clearly and calmly.

Next, we go around again and share what the student is still working on and what each

member is thinks should be a goal for this IEP year. Because we’ve already established strengths, this part feels collaborative instead of critical. It becomes a problem-solving conversation.

Make sure every goal is explained in plain language—how it shows up in the classroom and why it matters for the student’s independence, confidence, or daily success. Families shouldn’t need a dictionary to understand an IEP.

It's okay to have a draft of the IEP pre-written with the flexibility to adjust throughout the conversation. In fact, I usually send a draft home of the IEP prior to the meeting based on pre-IEP surveys or conversations I've had with parents, the student, paraprofessionals, Speech/OT/PT/ Vision/Hearing consultants, and the general education teachers.

Step Three: Tie up loose ends and ask for input.

After that, we scroll through the IEP together and check for anything we may have missed—medical information, transportation needs, accommodations, offer of FAPE, and all required components. This is a good time to ask if there are any other topics that need to be addressed.

If you brought student work samples, AAC devices, or adaptive equipment that you haven't referenced yet, this is a good time to highlight these resources. Seeing real tools makes the meeting more concrete and meaningful for families.

Step Four: We end with hope and clarity.

Before we wrap up, I summarize the plan, highlight progress again, and make sure everyone knows the next steps. No confusion. No overwhelm. Just a clear path forward.

This structure works because it’s human-centered, strength-based, and predictable—for students, families, and staff.

If you want calm, clear, positive, productive IEP meetings—this formula is a great place to start. Same formula. Every setting. Every age.

You’ve got this—and your students deserve meetings that reflect their strengths first.

For more information on writing the IEP document, check out The Intentional IEP by Stephanie DeLussey and The All-in-One IEP and Lesson Planner by Stepanie DeLussey