Family meeting agenda template after a parent's dementia diagnosis

After a parent's dementia diagnosis, every family conversation can feel urgent and impossible at the same time. A structured agenda helps because this meeting has a different job than most family conversations: you are not just exchanging information, you are making decisions together — some of which have real deadlines. Without a clear frame, these meetings tend to either spiral into grief and overwhelm or get bogged down in details before the important questions get asked.

This template is a starting point. Adapt it for your family. The goal is to leave with a shared understanding of what you know, what you need to find out, who is handling what, and when you are meeting again.

This article is educational and is not medical advice. Every situation is different, so always follow the guidance you get from your parent's doctors, nurses, and other clinicians. If anything here conflicts with what their care team says, follow the care team — they know your parent's specific health and history.

Before the Meeting

Date: _______________

Who's joining:

• [Parent's name] (include them if they are willing and it feels appropriate — see FAQ below)
• _______________
• _______________
• _______________
• _______________

Where / how: _______________ (in person, video call, phone)

Who is facilitating: _______________ (one person keeps time and moves through the agenda)

Who is taking notes: _______________ (one person writes down decisions and action items)

Opening (5–10 minutes)

Start by stating why you are meeting and what you are trying to accomplish. Keeping this explicit helps everyone focus.

Why we're here: We received [parent's name]'s diagnosis of [Alzheimer's / [type] dementia] on [date]. We are meeting to make sure we understand what we know, figure out what decisions need to happen soon, and agree on how we are going to work together as a family.

What this meeting is not: This is not the time to plan the next five years or make every decision. We are focusing on the next 30–60 days.

Ground rule: We are working together — with [parent's name] when possible — not making decisions for them.

Section 1: Understanding the Diagnosis (15 minutes)

The goal here is to get everyone on the same page, and to identify what questions need to go back to the care team.

What we know:

• Diagnosis: _______________
• Who made the diagnosis and when: _______________
• What the doctor has told us about what to expect: _______________
• Any medications or treatments currently in place: _______________

What we don't know yet: (Write down every question as it comes up — assign one person to bring these to the next appointment with the doctor or specialist.)

• _______________
• _______________
• _______________

Who is taking clinical questions back to the care team: _______________

Section 2: Immediate Decisions (20 minutes)

Some decisions can't wait. Others can. Be explicit about which is which.

Must happen in the next 30–60 days

Legal documents: Does [parent's name] have a durable power of attorney (financial) and a healthcare proxy (medical) in place?

• Yes, both are in place. Location: _______________
• Partially — what's missing: _______________
• No — we need to arrange this. Who is taking point: _______________

Note: These documents should be signed while your parent still has the legal capacity to do so. An elder law attorney can help.

Driving: Is driving currently safe?

• Yes, no concerns right now
• Uncertain — a driving evaluation is needed. Who is scheduling: _______________
• Already a concern — action needed: _______________

Living arrangements: Is the current living situation safe right now?

• Yes
• There are concerns — what they are: _______________ Next step: _______________

Can wait — but needs a plan

(List decisions that don't need to be made today but should have an owner and a rough timeline.)

Section 3: Dividing Responsibilities (15 minutes)

Someone needs to be the primary point of contact for the care team. Others can take on specific areas. Being explicit now prevents confusion and resentment later.

Primary care coordinator (single point of contact for doctors, specialists, and providers):

Who handles what:

How we share updates:

• Method: _______________ (group text, shared doc, app, weekly call)
• Frequency: _______________

Section 4: Including [Parent's Name] (10 minutes)

This section is especially important if your parent is present for the meeting. If they are not, it still matters — and their preferences should shape the decisions you make.

What [parent's name] has told us they want: (If they're in the meeting, ask them directly. If not, what have they expressed in the past?)

Questions to ask them, now or soon:

• What matters most to you about where you live?
• Are there things you want to keep doing as long as possible? What are they?
• Who do you want involved in decisions about your care?
• Is there anything you don't want to happen?

How we will involve them going forward: (How decisions get made, how preferences get checked, how we make sure their voice stays in the room as things change.)

Next Steps

Next check-in: Date: _______________ | Format: _______________ | Who schedules it: _______________

A Few Notes on Facilitating This Meeting

This is not the last conversation. The first family meeting after a dementia diagnosis will not resolve everything — and it shouldn't try to. The goal is to make the decisions that genuinely need to happen now, surface the open questions, and agree on how you will keep communicating. Treating it as a starting point reduces pressure and makes it easier to actually complete.

Aim for decisions, not just discussion. It is easy for these meetings to become emotional in ways that feel productive but don't produce action. The facilitator's job is to gently redirect: "It sounds like we need to talk more about that — can we note it as an open item and keep moving?" Every section should end with a clear owner and a next step.

Keep it short. Ninety minutes is usually enough for a first meeting. If you run over, it is often a sign that the conversation has shifted from agenda items to processing grief or relitigating old family dynamics — both real and valid, but neither will be resolved in this meeting. It is okay to say: "I think we need a different kind of conversation for that. Can we set a separate time?"

The Alzheimer's Association caregiver center has additional resources for families navigating the early phase of a diagnosis, including guidance on family communication, legal planning, and finding local support groups.

Related Planning Steps

• The first 30 days after a parent's dementia diagnosis — the priority actions this meeting should be organized around.
• New dementia diagnosis family action checklist — the shared task list to bring to the meeting.
• How to talk to a parent about their dementia diagnosis — for the conversation with your parent that runs alongside the family one.
• Family caregiving roles and responsibilities guide — a framework for dividing the work that comes out of the meeting.