How to talk to your NDIS planner: a checklist

It's easy to feel rushed in a planning meeting, especially if it's happening by phone. It's completely reasonable to ask the planner to slow down, to ask what a term means if it's unclear, or to say 'I need to think about that and come back to you' rather than agreeing to something on the spot.

If a goal or support you raise doesn't seem to be understood, try describing the practical impact rather than just naming the support — for example, 'without this, my child can't get to school safely' communicates more than a category name.

Take notes during the meeting, or ask if you can record it (many planners allow this on request). Reviewing what was actually said afterward can help clarify anything that felt rushed or unclear in the moment.

A frequent mistake is describing the participant on their best day rather than an average or difficult day — this can lead to a plan that doesn't reflect actual need. Another is not mentioning something because it feels 'too small' to raise; small, cumulative supports often matter more than one big-ticket item.

It also helps to avoid vague language like 'more support' — being specific about what, how often, and why makes it easier for the planner to translate the conversation into funded supports. Where possible, tie each request back to a specific goal, since this is the language the NDIA framework itself is built around.

Sometimes, despite good preparation, a meeting still feels rushed or a planner still seems to miss something important. This doesn't necessarily mean the outcome is set — it's still possible to follow up afterward with additional information, in writing, before a decision is finalised. Don't assume the conversation ends the moment the call does.

It's also worth keeping a personal record after every planning meeting — a short note of what was discussed, what was agreed, and any actions either side committed to. Plans and decisions can take time to arrive in writing, and having your own contemporaneous notes makes it much easier to follow up accurately, or to raise a discrepancy if the final plan doesn't match what was discussed.

If you'd like to talk through what daily support has actually looked like for your family before a planning meeting — to help build a clearer picture to bring — Valencea can share observations from any current support we provide. Call 0494 733 201, Monday to Friday, 9:00am–5:00pm.