How to Stay Top-of-Mind Without Being Annoying

Will, EnableUs Community

Alright, welcome back to the EnableUs Community Podcast! I’m Will, and as always, I’m joined by Winter. Today, we’re diving into something that every provider has struggled with at some point: how do you stay top of mind with support coordinators without being, you know, that annoying person in their inbox?

Winter, EnableUs Community

Yeah, it’s such a fine line, isn’t it? I mean, I remember early on, I lost out on a referral just because I’d gone quiet for a couple of months. The coordinator told me later, “Oh, I just didn’t think of you—I hadn’t heard from you in ages.” It stings, but it’s true. Support coordinators are moving fast, and they’re gonna refer to whoever’s visible, who they trust, and who’s made their life easier recently.

Will, EnableUs Community

Exactly. And it’s not even about being the best provider on paper. If you’re not visible, you’re not remembered. I’ve seen providers who are just consistently present—maybe it’s a quick check-in or a helpful update—and they’re the ones getting those calls when a participant needs support, not necessarily the ones with the fanciest brochures or the biggest teams.

Winter, EnableUs Community

And it’s not about bombarding people, either. Like, if your only contact is “Hey, do you have any referrals for me?” every time, it’s just noise. But if you’re actually supporting coordinators in their work, making things easier for them, that’s when you become the go-to. I think we touched on this a bit in our episode about building referral networks, but it’s worth repeating—visibility is everything, but it’s gotta be the right kind.

Will, EnableUs Community

Yeah, and I reckon a lot of people listening have had that moment where you send a couple of follow-ups, then… nothing. It’s frustrating, but it’s not about nagging. It’s about being useful and easy to remember, not just present for the sake of it.

Winter, EnableUs Community

So, let’s break down what actually works. There’s this sort of formula I like to use: stay visible, add value, and be respectful. It’s simple, but it covers everything. If you’re ticking those three boxes, you’re on the right track.

Will, EnableUs Community

Yeah, and for me, the “add value” bit is where a lot of people get stuck. Like, what does that actually mean? For me, it’s about those real-world touchpoints. I send a monthly email—super short, just one update, maybe a new staff member or a change in coverage area. I always include a quick reminder on how to refer, and sometimes I’ll throw in a little resource, like a checklist or a tip sheet. Nothing fancy, just something that makes their job a bit easier.

Winter, EnableUs Community

I love that. And then every few months, I’ll do what I call a “value drop”—just a one-pager, branded, that’s purely for them. Like, “Here’s a guide for planning reviews” or “5 tips for onboarding participants.” It’s not about me, it’s about making their day smoother. And honestly, those are the emails I get the most replies to.

Will, EnableUs Community

Totally. And I always try to keep my emails friendly and pressure-free. Like, instead of “Do you have any participants for us?” I’ll say, “Hope the term’s off to a smooth start! We’ve got support worker availability in the Inner North this month—happy to chat if you’ve got anyone in need.” It’s just more approachable, and I reckon people appreciate that.

Winter, EnableUs Community

Yeah, and after someone actually refers, that’s your moment to shine. Always thank them, confirm the details, and promise to keep them in the loop. It builds trust, and it shows you’re not just about the referral—you’re about the relationship.

Will, EnableUs Community

And don’t forget face-to-face! Emails are great, but nothing beats a coffee catch-up or seeing someone at an industry event. That’s where you really become a familiar face, not just a name in their inbox.

Winter, EnableUs Community

So, how do you actually keep all this going without burning out or dropping the ball? For me, it’s all about having simple systems. I use a basic CRM—honestly, sometimes just a spreadsheet—to track who I’ve contacted, when, and what I sent. I set monthly calendar reminders for my emails, and I’ve got a couple of templates ready to go so I’m not reinventing the wheel every time.

Will, EnableUs Community

Yeah, templates are a lifesaver. I’ve got two or three that I rotate, and I just tweak them for each coordinator. And branded one-pagers—those are gold. You can update them as needed, but having that polished resource ready to go makes you look professional and saves so much time.

Winter, EnableUs Community

And striking the right tone is huge. You want to sound like a real person, not a robot or a salesperson. Like, I always try to open with something friendly—“Hope you’re having a good week,” or “Saw you at the expo last month!”—and keep it brief. Actually, I had a coffee catch-up recently with a coordinator I’d only emailed before, and just that one face-to-face made all our future emails so much warmer. It’s those little things that make you memorable.

Will, EnableUs Community

Yeah, and I think the big takeaway is you don’t have to be everywhere, all the time. Just be present, be consistent, and be genuinely helpful. That’s what makes you stand out—not being the loudest, but being the most useful.

Winter, EnableUs Community

Absolutely. And that’s a wrap for today! If you found this helpful, make sure to check out our previous episodes for more on building referral networks and keeping those relationships strong. We’ll be back soon with more practical tips—thanks for joining us!

Will, EnableUs Community

Thanks, Winter, and thanks everyone for listening. Catch you next time on the EnableUs Community Podcast. See ya!

Winter, EnableUs Community

Bye, everyone!