As a Local Area Coordinator (LAC), you play a crucial role in helping NDIS participants prepare for their planning meetings. But preparation starts with you.
Whether you’re supporting a first-time participant or assisting with a plan reassessment, a well-prepared LAC can make the difference between a basic plan and a truly effective one. As you know, your role is to listen, document, guide, and advocate. All while helping the participant feel heard and empowered.
This checklist is designed to help you prepare effectively for each plan meeting, gather the right evidence, and support each participant in building a plan that reflects their real needs, goals, and day-to-day reality.
Why Your Preparation as a LAC Matters
As a LAC, you’re often the first and most consistent point of contact for someone navigating the NDIS. When you arrive prepared for a planning conversation, you build trust, ease anxiety, and help the participant feel supported from the start. Your preparation ensures the information shared with the NDIA is accurate, detailed, and aligned with the participant’s real needs. This can directly impact the quality of their plan. And their ability to access the right funding and supports. By being proactive, you set a positive, empowering tone for the entire NDIS journey.
A LAC’s NDIS Planning Checklist
Before the meeting, use this checklist to make sure you’re fully prepared and ready to support the participant confidently and effectively:
1. Confirm Participant Details and Preferred Communication Style
Double-check the participant’s contact details, accessibility needs, and communication preferences. Where needed, arrange interpreters, communication aids, or support people. Ensure they understand:
- The purpose of the planning meeting
- Their rights, choices, and control within the process
- What they should expect from you and from the NDIA
Achora’s Tip: Build rapport early. Explain your role clearly and remind them you’re here to support, not assess.
2. Gather Key Documents and Evidence Ahead of Time
Where possible, request or help the participant gather:
- Recent allied health reports (within the last 12–18 months)
- Functional capacity assessments or OT reports
- Medical documentation that supports disability and functional impact
- Behaviour support plans, if relevant
- Any quotes for assistive technology or home modifications
- Evidence of transport needs or travel goals
- Reports from existing service providers
- Any written goals from the participant
Achora’s Tip: Flag any missing or out-of-date documents early so you can help them request updates in time.
3. Understand the Participant’s Day-to-Day Life
During pre-meeting conversations, ask open-ended questions like:
- What does a typical day or week look like for you?
- Where do you feel most independent? Where do you need help?
- What supports are working well? What’s not working?
Document not just what they do, but how their disability impacts each task. Functional detail matters.
Achora’s Tip: Avoid assumptions. Let the participant lead the narrative, even if they need help framing their thoughts.
4. Explore and Clarify NDIS Goals
Help the participant identify 2–5 short-term and long-term goals. These might include:
- Improving independence
- Building social skills or friendships
- Finding employment or volunteer work
- Managing mental health
- Moving into supported accommodation
- Developing life skills (e.g. budgeting, cooking)
Achora’s Tip: Use NDIS goal language, but don’t lose the participant’s voice. Their words should shape the plan.
5. Discuss Budget Preferences
Clarify how the participant wants their funding to be managed:
- Self-managed
- Plan-managed
- NDIA-managed
- Or a combination of the above
Explain the responsibilities and flexibility of each option. If they’re unsure, help them explore what might work best. If you’d like more guidance on communicating the purpose of each, refer to our blog here. We also have a great video that breaks down each plan mangaement style here.
6. Identify and Record Informal Supports
Document any support provided by family, friends, or community networks. Be specific about:
- What tasks they help with
- How often they provide assistance
- Whether the arrangement is sustainable
Achora’s Tip: Don’t assume informal supports are permanent. If someone is burnt out or unavailable, note that clearly.
7. Assess Housing, Living and Transport Needs
Discuss current living arrangements and whether they’re suitable. Ask:
- Do you feel safe and supported at home?
- Are you looking to move or live more independently?
- What are your transport needs: daily, weekly, and for goal-related activities?
Support discussions with evidence if the participant needs SDA, SIL, or transport funding.
8. Capture Strengths, Preferences, and Risks
Record the participant’s strengths and interests, as well as any cultural, spiritual, or community preferences. Also document:
- Safety concerns (e.g. falls, behaviours of concern)
- Risk management needs
- Any history of unmet needs or service gaps
Achora’s Tip: These details help tailor the plan and justify key supports.
During the Meeting: How to Communicate Effectively
As the meeting begins, set a calm and supportive tone by outlining what the participant can expect. This helps create a sense of structure and reassurance. Throughout the conversation, stay present. Give the participant space to speak, and use gentle prompts or summaries to keep things flowing. Avoid using NDIS jargon unless you know the participant is familiar with it. Instead, use plain, relatable language that keeps them engaged and informed. If the participant becomes emotional or overwhelmed, acknowledge their experience and remind them that their voice and story truly matter. Regularly check in to make sure they understand what’s being discussed, and invite them to ask questions or revisit anything at any time.
After the NDIS Meeting: What’s Next?
Once the meeting is complete, take the time to ensure all documentation is accurate and properly organised. Attach and label any supporting evidence clearly, and review your notes to make sure they’re detailed and meet NDIS outcome reporting standards.
Communicate the next steps to the participant so they know what to expect moving forward. Whether it’s waiting for their plan approval or receiving further support. If referrals to plan managers, support coordinators, advocates, or allied health professionals, were discussed, follow up with the participant and share relevant contact information. A clear and timely follow-up reinforces trust and ensures the participant feels supported beyond the planning conversation.
Beginning The NDIS Journey With Confidence
As a LAC, you have the privilege, and responsibility, of shaping the first step in someone’s NDIS journey. With thoughtful preparation, clear communication, and evidence-based advocacy, you can help deliver a plan that reflects real needs, real goals, and real possibilities.
Need Help Supporting Your Participants?
At Achora, we work closely with LACs and NDIA partners to support successful planning outcomes. From preparing evidence to explaining plan options, our team ensures participants feel confident and informed at every stage.
Connect with us today to collaborate, refer, or learn how we support your participants post-plan approval.