Setting Up Your First Session: Tips for Success

Preparation is Everything

Will, EnableUs Community: Alright, welcome back to Inside NDIS, everyone! I’m Will, and I’m here with Winter. Today we’re diving into something that, honestly, can make or break your whole onboarding experience—setting up that very first session with a participant. Winter, I reckon this is where the magic starts, yeah?

Winter, EnableUs Community: Absolutely, Will. I always say, if you get the prep right, you’re halfway there. It’s not just about ticking boxes, but, you know, making sure you’re actually ready to support someone as a person, not just a name on a form.

Will, EnableUs Community: Yeah, and there are a few non-negotiables, right? Like, you gotta have your service agreement signed, consent forms sorted, risk assessments if you need ‘em, and—oh, don’t forget those reminders. I always send a quick text or email with the session time, my name, and what they might wanna bring. It’s basic, but it shows you’re organised.

Winter, EnableUs Community: Exactly. And before you even walk in, you’ve gotta review the participant’s profile. I mean, really look at it—health stuff, cultural background, how they like to communicate, what their goals are. I remember once, I double-checked a participant’s allergy info the night before. Turns out, they had a pretty serious nut allergy that wasn’t obvious at first glance. Because I caught it, I could prep snacks and activities that were safe, and honestly, it built a heap of trust right from the start.

Will, EnableUs Community: That’s such a good point. Sometimes it’s those little details that make people feel seen. And, like, don’t just skim the file—actually think about how you’ll adapt your approach. If someone prefers texts over calls, or English isn’t their first language, you’ve gotta be ready for that.

Winter, EnableUs Community: And don’t forget your own mindset. I know it sounds a bit fluffy, but if you show up calm, curious, and flexible, it really sets the tone. You’re not there to rush through a checklist—you’re there to connect. Oh, and bring your ID badge, maybe a welcome pack, and a notebook, but don’t go overboard with the note-taking in front of them. It can feel a bit clinical if you’re scribbling the whole time.

Will, EnableUs Community: Yeah, I always try to keep it low-key. Just jot down the essentials, and focus on being present. Alright, so you’ve got your admin sorted, you’ve reviewed the profile, and you’re in the right headspace. What’s next? Let’s talk about that first impression.

The Art of First Impressions

Winter, EnableUs Community: First impressions are everything, aren’t they? I mean, you walk in, and before you’ve even said a word, people are picking up on your vibe. So, I always start with a genuine smile and a clear intro—like, “Hi, I’m Winter, I’ll be working with you today.” Simple, but it matters.

Will, EnableUs Community: Yeah, and I reckon it’s about making the space feel safe, too. I’ll usually ask, “How are you feeling about starting today?” and then just let them answer. No pressure, no rushing into paperwork or tasks. Sometimes, I’ll even suggest we do something super chill, like a short walk together. I had a participant once who was really anxious, so we just walked around the block and chatted. It broke the ice way better than sitting across a table, you know?

Winter, EnableUs Community: That’s such a good strategy. I think people forget that rapport comes before results. If you’re too focused on ticking off tasks, you miss those little moments where trust actually starts to build. I try to ask open questions, like, “Is there anything you’d like to start with today?” or “Anything you’d rather skip?” Sometimes they don’t know, and that’s fine—just being asked makes a difference.

Will, EnableUs Community: And it’s about being flexible, right? Like, if someone’s not up for what you planned, you just pivot. No big deal. I used to think I had to stick to my session plan, but honestly, the best sessions are the ones where you adapt to what the participant needs in the moment.

Winter, EnableUs Community: Totally. And professionalism doesn’t mean being stiff. It’s about being presentable, on time, and really listening. If you can set one small, achievable goal for the session—like, “Let’s just get to know each other today,” or “Let’s talk through your weekly routine”—it gives people a sense of accomplishment without overwhelming them.

Will, EnableUs Community: Yeah, and it’s not about doing everything at once. Sometimes just making someone feel comfortable is the biggest win you’ll have all day.

Observations and Follow-Up

Winter, EnableUs Community: So, while you’re in the session, you’ve gotta keep an eye on more than just what’s being said. Body language, engagement—are they leaning in, are they looking away, do they seem relaxed or tense? Those cues tell you heaps about how it’s going, even if they’re not saying much.

Will, EnableUs Community: Yeah, and if you notice someone’s shutting down or getting anxious, that’s your cue to slow down or check in. I sometimes just say, “Hey, is this alright for you?” or “Do you want to take a break?” It’s not rocket science, but it shows you care.

Winter, EnableUs Community: And when you wrap up, don’t just dash out the door. Recap what you did, ask for feedback, and make sure both you and the participant know what’s next. Like, “Next time we’ll try X, and if you want to change anything, just let me know.” I had a session once where things felt a bit awkward at first, but I followed up the next day with a quick call, just to check in. That little bit of extra effort turned things around, and by the second session, the participant was way more open. Sometimes, it’s the follow-up that really cements the relationship.

Will, EnableUs Community: Yeah, and don’t forget to do your notes and reflect on what worked or what you’d do differently. It’s not just about compliance—it actually helps you get better at this stuff. And if there’s anything you need to follow up on, like a question they had or a concern, do it promptly. It shows you’re reliable.

Winter, EnableUs Community: Exactly. The first session isn’t about perfection—it’s about building a foundation for trust. If you prep well, stay present, and follow up, you’re setting yourself and your participant up for long-term success.

Will, EnableUs Community: Couldn’t have said it better. Alright, that’s a wrap for today’s episode. We’ll be back soon with more tips and stories to help you master onboarding. Winter, always a pleasure chatting with you.

Winter, EnableUs Community: You too, Will. Thanks everyone for listening, and we’ll catch you next time on Inside NDIS. Take care!