What Happens at Your NDIS Planning Meeting
A planning meeting can feel daunting the first time around, so here's exactly what to expect, how to prepare, and what happens afterwards, straight from the official guidelines.
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What Actually Happens
A planning meeting is simply a conversation with an NDIA planner, and it happens whenever a first plan gets created or an existing plan changes. During it, the planner walks through how the plan came together and explains the reasoning behind each decision.
Because the conversation covers living situation, goals, and day-to-day support needs, new information shared in the meeting can genuinely shift the outcome, the planner may adjust the plan on the spot if it turns out more, less, or different support makes sense. In most cases, the planner approves the plan during the meeting itself, or very soon after.
How to Prepare
A little preparation genuinely makes the conversation easier. Worth thinking through beforehand:
Daily support needs
Which areas of daily life need the most help, cooking, dressing, getting around, or something else entirely.
Draft goals
Rough ideas work fine, the planner helps refine them together during the conversation.
Support system
Who's already involved, family, friends, or existing providers, and how they help.
Management preference
Self-managed, plan-managed, NDIA-managed, or a mix, worth having a starting preference in mind.
Bring support along: a family member, friend, support coordinator, or recovery coach can attend the meeting too, and it's completely fine to ask the planner to slow down, repeat, or explain anything more clearly.
Meeting Format and Timing
Meetings can happen in person, over the phone, or virtually through Microsoft Teams, whichever suits best. Phone meetings specifically benefit from finding a quiet space with good reception beforehand, since the conversation can run over an hour depending on individual circumstances.
For a first plan, the aim is approval within 56 days of becoming a participant, or within 90 days for a child under 9. Anyone who hasn't heard back within these timeframes can call 1800 800 110 to follow up directly.
After the Meeting
Once approved, a plan becomes available straight away in the participant portal and app, and a mailed copy typically follows too. From there, an optional plan implementation meeting can be arranged within 7 days, useful for clarifying anything unclear about actually using the plan or its funding.
Genuinely, this step matters more than it might seem: participants who feel confident using their plan tend to make better use of their funding overall, which is exactly why the implementation meeting exists as a real, practical follow-up rather than a formality.
Continue Learning
This guide is part of our full "Understanding the NDIS" series:
Frequently Asked Questions
How long does a planning meeting take?
It can run over an hour depending on individual circumstances, especially for a first plan.
Can I bring someone with me?
Yes. A family member, friend, support coordinator, or recovery coach can attend and help throughout the conversation.
Will my plan be approved during the meeting?
Often, yes, though sometimes the planner needs more information first. Either way, the aim is approval as soon as possible after the meeting.
How long until my first plan gets approved?
The aim is 56 days from becoming a participant, or 90 days for a child under 9.
What is a plan implementation meeting?
An optional follow-up meeting offered within 7 days of plan approval, useful for clarifying how to actually use the plan and its funding.
Can the meeting happen over the phone?
Yes, meetings can happen in person, by phone, or virtually through Microsoft Teams, whichever works best.