Build your NDIS client list by creating meaningful support coordinator connections

In the world of the National Disability Insurance Scheme (NDIS), support coordinators play a huge role in connecting participants with the services they need to make the most of their plans, which is why so many providers focus on building strong connections with them.

It's a smart move for those trying to reach more clients – after all, support coordinators are key to helping participants find and access the right supports.

But let's be real… they're busy. With high caseloads and complex participant needs, support coordinators are constantly juggling priorities.

So, if you’ve ever felt like your emails or calls are being overlooked, you’re not alone and it’s not personal. It just means that reaching them takes a little more strategy, patience, and understanding.

In this article we’ve explored a few ways you can connect with support coordinators in a way that builds deeper trust and better communication, and that may ultimately lead to more collaboration. Because it’s not about leads, it’s about relationships.

First impressions count in the NDIS

If you're new to the NDIS space, you mightn’t realise how important communication etiquette is when it comes to networking. Support coordinators are there to support their clients, not grow your business, so diving straight in and asking for referrals without first building a relationship can easily backfire.

Instead, take a thoughtful and professional approach when introducing yourself and your service.

Here are a few tips to help you connect more effectively:

• Keep your introduction clear and concise. Whether it’s at a networking event, or by email or phone, briefly explain who you are, what your service offers, and how it could benefit participants.

• Tailor your message by showing you understand the needs of the participants they support and highlight how your service can help meet those needs.

• Be respectful of their time and avoid sending follow-ups too quickly. If you don’t hear back right away, give it time and space.

• Ask about their ideal way to stay in touch. Some support coordinators may prefer email, others might use newsletters or networking events, and some might like a call. Meeting them where they’re at makes a difference.

Building trust takes time, but with the right approach, you’ll be more likely to create meaningful connections that benefit both your service and the participants you support.

Be a connector and curator of useful information

You don’t have to be an expert to provide value. One of the easiest ways to establish yourself in the NDIS marketplace is by curating and sharing useful information that helps others save time and stay informed.

To do that, think about things like:

• Following key industry figures, organisations, and advocacy groups.

• Summarising complex NDIS updates in a way that’s easier to digest.

• Asking thoughtful questions in online groups and discussions, then compiling and sharing the insights you gather.

By making life easier for others, you build goodwill – and when people see you as a go-to resource, referrals will naturally follow.

Offer to help in small, practical ways

Networking with support coordinators isn’t just about shaking hands and swapping business cards – it’s about being useful.

Instead of approaching connections with ‘What can you do for me?’ consider ‘How can I help?’. Here are a few thought-starters:

• Attend local networking events, industry meetups, and expos – not just to introduce yourself, but to volunteer, take notes, or share key takeaways with others who can’t attend.

• If you meet someone with a specific challenge, even if you can’t solve it yourself, connect them with someone who can. This builds trust and reciprocity.

• Think of any way you can help take a bit of the load off a support coordinator, like being proactive with a report that will help a mutual client at their next meeting with the National Disability Insurance Agency.

Yes, offering help takes up your time and might not lead to immediate referrals. But building strong long-term connections is what really counts.

When a support coordinator sees you as someone who makes their job easier, adds value, and genuinely cares about participants, guess who they’re more likely to think of next time one of their clients or contacts needs a service like yours?

That kind of trust and reliability is what leads to lasting referral relationships.

Build credibility through conversations and visibility

Being visible in the NDIS doesn’t require years of experience, it requires showing up consistently and contributing to conversations. That can look like:

• Joining and actively participating in LinkedIn and Facebook groups where NDIS providers and participants interact.

• Engaging in discussions by asking insightful questions and offering helpful responses.

• Interviewing experienced providers for a blog, LinkedIn post, or video. Example: “I asked five support coordinators what they wish more providers understood – and here’s what they said.”.

• Being responsive and reliable – if someone reaches out for help, even if you can’t solve their problem, guide them toward someone who can.

Consistency, curiosity, and a genuine willingness to help will always speak louder than a sales pitch.

Develop a small niche or special focus

One of the biggest mistakes new providers make is trying to serve everyone. Instead, find a specific area within the NDIS that you can become known for, whether that’s a particular type of support, a cultural/language-based approach, or working with a specific age group or disability type.

You don’t need to know everything, you just need to be useful and consistent in your chosen space. When people associate you with a particular niche, they’ll think of you first when a relevant opportunity arises.

Relationships come first, business follows

Referrals don’t happen overnight, and they don’t happen just because you have a service to offer. They happen because people trust you. And in the NDIS, support coordinators are often the ones guiding participants toward the services they need, so earning their trust is essential.

Start by giving first, sharing knowledge, resources, and connections, before expecting anything in return. Over time, as others recognise your reliability, generosity, and expertise, referrals will come naturally.

At My Plan Manager, we believe in building strong, respectful relationships across the NDIS community. Whether you're a provider or a support coordinator, we're here to support connection, collaboration, and better outcomes for everyone. And if you come across our team at an expo or event, drop by and say hi!