It’s been a nonstop day in the art room. Between guiding students through how to mix colors, distributing paint, and swapping out artwork on the drying rack—you’re ready to head home. Just as you switch off the lights, the office calls about a parent’s concern. When you arrive, you find a visibly upset parent holding a paint-smeared shirt. “This happened in your room,” they snap. “No child should leave school looking like this. What kind of teacher lets this happen?”
Parent communication moments like these can feel overwhelming, but they don’t have to spiral. Whether the issue is a messy shirt, a grade disagreement, or an artwork that didn’t make the art show, reshape these conversations into opportunities for solutions. Let’s take a look at how with the simple SOLVE framework.
Transform tough parent communication moments into opportunities to professionally SOLVE concerns with the framework below.
Because art teachers are visual, we created a handy download to print and post near your phone or laptop. Having this easily accessible will equip you for any challenging parent communication concerns that may arise!
S: Stop
The first step to SOLVE a concern is to stop. When emotions are running high, it’s a good practice to pause so you can compose yourself. Pausing isn’t a weakness but a strategy to stay in control. It helps you approach parent communication with thought and care instead of defensiveness and reactivity.
If the conversation is via email, this is easy. Step away from your computer and reply within the next day or two with a clear mind. If you’re concerned the parent will think you’re ignoring them, send a quick response letting them know you’ve received the email and will get back to them. For example, you can say, “Thanks for your email. I will think about some potential solutions and get back to you soon.” Then, set a reminder so you remember to circle back.
In-person or phone conversations, like the angry parent with the paint-smeared shirt, require more finesse. Take a literal pause and breathe. You can say, “I hear your concerns. I need a moment so I can respond thoughtfully.” It’s also okay if you need a day to process. You may say, “Thanks for voicing your concerns. I am taking this seriously and need a day to consider solutions. I will call you tomorrow to discuss.”
When you regroup, start with a positive. For example, “I loved seeing your child’s eyes light up with paint day yesterday! They were really invested in their painting and demonstrated a smooth gradation in their sky. Let’s dig into your concerns from yesterday.” Beginning this way shifts the dynamic from opposition to partnership.
O: Open Ears
Listening isn’t just hearing words but also focusing on understanding and empathy. During difficult parent communication, you may catch yourself thinking of responses to retort back as they are speaking. You may also notice yourself spiraling with self-doubt about your abilities as an art teacher. Instead, quiet your personal thoughts and focus on what they’re saying. Many parents need to feel heard before they will be ready to collaborate. Listening doesn’t necessarily mean you agree, but it shows you care. Listening well can also highlight blind spots you can work on moving forward.
Here are some tangible ways to actively listen:
- Take notes to stay present and engaged.
- Nod or make small positive sounds to acknowledge you hear them.
- Put yourself in their shoes and imagine if your child came home covered in paint.
- Validate what is true and frustrating, such as, “I understand how frustrating it is to have your child come home with stains on their clothes! Clothes are expensive to replace.”
L: Locate the Root Issue
Once the parent has shared their concerns, gently dig deeper to uncover the real issue. The surface complaint, like a messy shirt, you and the parent can fix easily in the future with a smock. The messy shirt can also point to a deeper worry, such as the financial strain of having to replace a new item of clothing or the embarrassment of having their child go to an after-school activity without a change of clothes. It can also reflect a behavior issue, such as struggling to follow directions. Understanding these nuances ensures the solution addresses the true concern.
If the parent seems open to continue talking, ask clarifying questions, such as, “Has this kind of concern come up before?” Start slowly so you can gauge how self-aware and open they are. If you sense resistance, pause to listen and reaffirm you’re on the same team, before moving to the next step. If a bigger issue outside the scope of your art room pops up, consult with your administrator or professional school counselor. And sometimes, we’re just wrong. The parent’s delivery could be kinder, but nothing invites a relationship like an authentic apology.
V: Vocalize Solutions Together
Work with the parent to create a plan that supports the student’s needs. After all, they know the student best! Ask them what’s worked well in the past, share practical ideas, and invite their input. If the parent is unwilling or unable to collaborate on a solution, consult with a colleague who works with the student. Prioritize parent communication and document your action steps by sending them an email with your solutions.
If the issue is a paint-smeared shirt, discuss strategies like providing smocks, reminders to the student to put one on, or emailing parents in advance to wear older clothing on designated paint days. If the concern involves behavior, develop a plan that clearly outlines paint expectations with appropriate consequences. Sometimes, inviting the student to be a part of the conversation can build buy-in on the winning system!
E: Establish Clear Next Steps
Conclude every parent communication with a recap of the next steps. This ensures accountability and reassures the parent that you are addressing their concerns. Summarize the solutions, outline who is responsible for what, and set a timeline for follow-up both verbally and in writing. Written communication helps prevent misunderstandings and provides a reference point for everyone involved.
For example, if the solution involves smocks, clarify who will provide the smock and who will remind the student to put it on. You may say, “Please send in a smock this week. Moving forward, I’ll remind your child to put it on at the start of each painting day. I’ll make a note to check in after two weeks to see if this helps!” Your written documentation may include, “Thanks for chatting with me today! Here’s the plan and action steps we discussed…”
Tough parent communication doesn’t have to feel overwhelming or ruin your day. Look at concerns as a chance to build understanding, strengthen relationships, and show how much you care about your students. With the SOLVE framework, turn challenging moments into collaborative opportunities and create positive outcomes for everyone involved!
Share a time you had a difficult encounter with a parent and how you were able to transform it into a productive partnership.
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Magazine articles and podcasts are opinions of professional education contributors and do not necessarily represent the position of the Art of Education University (AOEU) or its academic offerings. Contributors use terms in the way they are most often talked about in the scope of their educational experiences.