NDIS care team meeting agenda: a template for decisions and next steps

Use the agenda below for a discussion between a participant and the people involved in their support. It works on paper, in a document or alongside your usual coordination tools. The prompts are an optional organising method, not an NDIS-required form.

This is different from an NDIA plan meeting. The NDIA describes a plan meeting as a conversation with the planner about the plan they have prepared and the supports it contains. This resource helps your care team organise its own practical discussion. NDIA: What is a plan meeting.

Leave a field blank or write “not decided” when that is the honest answer. A completed-looking form is less useful than an accurate account of what still needs attention.

Decide whether a meeting will help

“We should catch up” does not tell people what to prepare. “We need to decide what information is missing before organising a visit to a community activity” gives the conversation a job.

A meeting can help when people hold different pieces of information, an option needs discussion or responsibility cannot be settled through a straightforward request. If all that is needed is an update, a short written message may be easier. Kinovo's weekly care-team update template can help with that ongoing communication.

Keep unrelated topics out of the agenda unless the participant wants them included. A long list of everything happening can hide the one issue the meeting was meant to resolve.

Make participation possible before the meeting starts

Ask how the participant would like to contribute. They might want to speak during the meeting, provide something beforehand, use their usual communication supports or have a chosen person help explain their views. Check preferences rather than selecting an approach for them.

The NDIS Commission's Practice Standards address communication that suits the participant, engagement with their chosen support network and time to consider options. These are provider standards, not a prescribed meeting format. NDIS Commission: Rights and responsibilities.

Ask invitees for only the information needed to answer the agenda question. A relevant current document is often more useful than an entire history. Use the plan-sharing guide when deciding what information to pass on.

For a choice that needs more preparation, use the supported decision-preparation note.

Separate an update, a choice and an action

These three statements do different jobs:

• Update: “The venue has replied with information about its entrance.”
• Choice still being explored: “Would you like to visit after reading that information?”
• Agreed action: “Sam will ask the venue whether a quiet visit is possible and return the answer before we discuss a date.”

Do not turn a suggestion into an agreement because nobody challenged it. Check the person's view and the action owner's willingness. A team discussion or majority preference does not, by itself, establish authority to make a personal decision for someone.

When an answer is missing, write the next information request. “Transport unresolved” is an observation. “Lee will ask the transport provider which options are available for the proposed visit” is a request someone can respond to. Only add a date once the owner has agreed what is realistic.

For work that spans several steps, use the goal-to-action worksheet.

A fictional meeting worked through

Morgan wants to explore a local ceramics group. Morgan asks a sibling, a support coordinator and a worker to join a short discussion. The purpose is to identify what would make an introductory visit workable, not to commit to regular attendance.

Morgan shares a written preference beforehand: a quiet introduction would be better than joining a full group immediately. The venue has described its usual sessions, but nobody has asked about a quieter visit. Transport availability is also unknown.

The agreed summary records:

The transport task is waiting on possible times. It is not forgotten, and it does not need three people contacting the provider. The team agrees to check back after the venue replies. None of these entries establishes funding approval or prescribes support arrangements.

Send a summary that people can correct

Copy and adapt this message:

Silence should not be recorded as agreement. If someone cannot accept a task, revise ownership or timing instead of leaving their name against work they never accepted. For a clearer follow-up request, use the support coordinator follow-up guide.

Keep the agreed actions visible

The template is useful on its own. If your team uses Kinovo, members with the appropriate permissions can create agreed actions and connect relevant documents. The Team leader can invite the people needed to contribute. Keep unresolved questions visible alongside the work they affect.

The Help Centre explains calling and responding to a team meeting in Kinovo. The meeting tool and the agreed action record serve different purposes: arranging a conversation does not establish that its actions have been completed.

See how Kinovo works for families and care teams.

Questions that often come up

Does every care-team member need to attend?

Invite for a reason, with the participant's involvement. Someone may be able to supply the relevant information without attending. Check any professional or service-specific requirements separately.

What if we do not reach a decision?

Record what is unresolved and what would help clarify it. A useful meeting can end with a well-defined question rather than a decision. If a matter involves uncertainty about consent, authority or clinical advice, obtain the appropriate advice instead of trying to settle it through the template.