Build Your AI Assistant — Vanessa Norman Coaching

Section 1 of 9

Your Business

The basics that anchor everything we build for you.

1. Business name *

Exactly as it should appear across all content, website, and communications.

2. Suburb, city, and state you operate in *

If you operate across multiple regions, list all of them.

3. Year your business was established optional

4. Are you a registered NDIS provider? *

Registered NDIS provider Unregistered NDIS provider Other disability framework Not yet registered

5. List every service you currently deliver *

e.g. supported independent living, community access, support coordination, personal care, therapy, plan management, behaviour support, respite

6. Which service do you most want to grow? *

Section 2 of 9

Your Ideal Client

Specificity here is not exclusion. It is expertise. Think about the specific person your business is best placed to support — the one your team is actually good with.

7. Describe your ideal participant in specific detail *

Include disability type, age group, life stage, cultural background, location, funding type, and any complexity factors.

8. What is the typical situation when someone first contacts you? *

e.g. new to NDIS, changing providers after a difficult experience, hospital discharge, family at breaking point

9. Where do your best participants come from? *

e.g. support coordinators, LACs, allied health teams, hospital discharge planners, word of mouth, Google

Section 3 of 9

The Problem and the Outcome

What your clients are carrying before they find you, and what changes when they do. Write about the participant's lived experience.

10. Biggest challenges your ideal clients face before finding you *

Think about their daily life. What is hard. What is unsafe. What has broken down.

11. What do they actually want, beyond just the service? *

e.g. to feel safe, to build independence, to stop relying on family, to be understood without explaining themselves every time

12. What concrete outcome can a participant expect when working with you? *

Be specific. Not "better quality of life." What actually changes in 30, 60, or 90 days.

13. A real participant story you can share optional

A moment. A decision. A turning point. Anonymised is fine.

Section 4 of 9

Your Positioning

What makes your business worth choosing. Reflect genuine operational strength, not aspiration.

14. What does your organisation do better than most providers in your area? *

15. What structurally or culturally separates you from other providers? *

e.g. bilingual workforce, trauma-informed onboarding, specialist clinical overlay, 24-hour SIL response

16. Accreditations, awards, or specialist qualifications optional

17. The founder or owner's story optional

Why did you start this business? Just the truth — no formal story needed.

Section 5 of 9

Your Team and Your Care Approach

Referral partners and participants want to know who they are trusting.

18. How many staff do you currently employ? optional

19. Key roles in your team optional

List the main roles and what each person is responsible for. This helps your AI assistant know who handles what.

20. Your philosophy or approach to care *

Not adjectives. An actual belief. Example: "We believe structure creates safety. When people know what to expect from their support, they stop bracing for what comes next."

21. Anything unique about your team? optional

e.g. lived experience, specialist qualifications, languages spoken, cultural background

22. A team story you can share optional

A decision someone made at midnight. A time a support worker stayed. A moment where your organisation chose participant safety over convenience.

Section 6 of 9

Your Brand Voice

How your content should sound. The more specific you are, the more your content will sound like you and not like every other provider.

23. What tone do you want your content to have? *

e.g. calm and direct, warm and relatable, clinical and precise, community-focused, professional but approachable

24. Words or phrases you love to use optional

Anything that feels distinctly yours. Terms your team uses. Language your community uses.

25. Words, phrases, or vibes you NEVER want in your content *

Anything that would make you cringe. Corporate jargon. Things other providers say that you find hollow.

Section 7 of 9

Online Presence

Where to find you and what already exists.

26. Website URL optional

27. Social media profiles optional

28. Existing content we can reference optional

Links or description of blog posts, social posts, videos, newsletters that represent your voice.

29. Anything else we should know? optional

Sensitivities. Context. Things that matter. Anything not covered above.

Section 8 of 8

Content & Schedule

What you want to publish, how often, and what you want your AI assistant to help you do. This is the final section — your full AI OS is almost ready.

35. Which platforms do you publish content on? *

Facebook Instagram LinkedIn YouTube TikTok Email newsletter Blog/website None yet

36. How often do you (or do you want to) publish content? optional

e.g. 3x per week on Facebook, weekly newsletter, 1 blog per month

37. What are your main content pillars or themes? optional

e.g. NDIS tips, participant stories, team highlights, compliance updates, behind the scenes, referral education

38. What do you most want AI to help you with? *

Writing social media posts Emails to referral partners Newsletters Blog posts Progress notes Video scripts Internal comms Templates & agreements Compliance checklists Content planning

39. What should AI never do without your approval? optional

e.g. send emails directly, post to social media, share participant information, make financial commitments

40. Anything upcoming AI should know about? optional

e.g. a new service launching, an event, a rebrand, a compliance deadline