5 Ways to Reclaim 10+ Hours in Your NDIS Business

(Without Hiring a Full-Time Team)

Running an NDIS business can feel like every hour is spoken for, responding to emails, managing staff, writing up notes, fixing rosters, answering phones, marketing your services… and then somewhere in there, you’re meant to lead with vision and strategy?

Here’s the truth: you don’t need to hire a full admin team or clone yourself to buy back your time.

You just need better systems, smarter habits, and a few practical shifts. Inside this guide, you’ll find five strategies that will give you back at least 10 hours a week, all of which you can start implementing right now.

Let’s dive in.

1. Automate Your Client Onboarding Process with eZaango
Still manually collecting participant info, emailing forms, or chasing paperwork? That’s valuable time you could be spending building relationships or growing your business.

eZaango Care Partners offers a purpose-built NDIS CRM that streamlines:

• Client intake and onboarding

• Consent and documentation capture

• Customisable welcome workflows and compliance steps

You can automate everything from intake forms to participant welcome emails and ensure no step is missed. It’s seamless, compliant, and specifically designed for NDIS businesses like yours.

🕒 Time Saved: 2+ hours/week
Bonus: You’ll look more professional, stay organised, and create a smoother experience for participants.

2. Delegate Admin to a Virtual Assistant
You don’t need to “do it all” and more importantly, you shouldn’t.

Hiring a virtual assistant (even for just 5–10 hours a week) can take a massive load off your plate. These aren’t just time-consuming tasks, they’re tasks that stop you from focusing on business growth.

Tasks your VA could take over immediately:

• Sorting and flagging your inbox (so you only respond to what matters)

• Confirming rosters and sending reminders to staff

• Updating spreadsheets or uploading invoices

• Creating Canva graphics for social media

• Data entry from progress notes or timesheets
  

Start with a clear task list, communicate expectations, and use tools like Loom to record short videos explaining processes.

🕒 Time Saved: 3–5 hours/week
Emotional Benefit: More headspace and less context-switching.

3. Use Templates for Operational & Admin Efficiency
Even with great systems in place, there are still plenty of tasks that happen every week in your business that can be templated for speed, clarity, and consistency.

Instead of reinventing the wheel every time, create go to templates for the repetitive tasks that don’t live inside your core systems.

Here are some powerful areas to template:

• 📅 Meeting Agendas & Staff 1:1 Check-Ins
  Whether it’s team meetings or supervisor reviews, create a simple structure to follow each time, with sections for wins, issues, training needs, and goals. This keeps conversations focused and productive.

• 📢 Social Media Captions or Campaigns
  Use content formulas and caption starters to simplify what you post each week (eg. “Testimonial Tuesday,” “Quick Tip Friday”). Build a swipe file so you’re never starting from a blank page.

• 💡 SOPs for Admin Tasks
  Create step-by-step “How To” documents or videos for common admin jobs, uploading invoices, updating service agreements, processing client notes. Store them in a team folder or your SOP library.

• 📥 Onboarding Scripts for Staff or Contractors
  Include intro emails, welcome call outlines, and checklist templates to make every new hire feel supported and aligned, without hours of repetition from you.

Store all these templates in a central folder (Google Drive, Dropbox, or your team’s project management tool) so they’re easy to access and duplicate as needed.

🕒 Time Saved: 1–2 hours/week
Emotional Benefit: Clearer communication, smoother onboarding, and less decision fatigue for you and your team.

4. Batch Your Content and Communications with Tekmatix

Managing your socials, email list and communications in 5 different platforms? No wonder it feels overwhelming.

Tekmatix is an all-in-one system that lets you plan, create and schedule:

• Social media posts across multiple platforms

• Weekly or monthly email newsletters

• Automated sequences for participants, referrers, and even staff

Instead of logging into different tools, you can run your entire digital communication workflow from one dashboard. Less confusion, more clarity.

Set aside 1–2 hours a week to schedule your content for the entire week or month — and then let it run on autopilot.

🕒 Time Saved: 1–2 hours/week
Bonus: You’ll show up consistently, without the daily scramble.

5. Set a Weekly CEO Power Hour
This is the most underrated strategy, and the one most providers skip.

You’ve got to stop running your business on reaction mode. If you don’t give yourself time to check in, reflect and reset, you’ll stay stuck in the cycle of “busy” without real progress.

Your CEO Power Hour is a standing weekly appointment where you:

• Review your key numbers (revenue, referrals, staff performance, marketing reach)

• Identify what’s working and what’s not

• Prioritise the top 3 things that move your business forward

• Delegate or reschedule anything that isn’t a priority

• Reflect on your role — Are you being the CEO, or just the cleaner upper?

You can use a CEO Checklist, a KPI tracker, or even a journal, the point is to step back so you can lead forward.

🕒 Time Saved: Hours of wasted, reactive effort each week
Emotional Benefit: Clarity. Confidence. Control.

Your business doesn’t need more chaos. It needs clearer systems, stronger boundaries, and you, fully in your CEO energy.

Let’s stop doing it all and start doing the right things, with intention.

You’ve got this 💛

Vanessa