How to Tell If Your Marketing Is Working in Just 3 Numbers

Will, EnableUs Community

Alright, welcome back to The EnableUs Community Podcast! Will here, and as always, I’m joined by Winter. Today, we’re diving into something that, honestly, I wish I’d learned way earlier in my career—how to actually know if your marketing is working, and you only need three numbers. But before we get into the numbers, let’s talk about why so many of us end up just guessing. Winter, have you noticed how often providers just rely on word of mouth and hope for the best?

Winter, EnableUs Community

Oh, absolutely. It’s almost like a rite of passage, isn’t it? You start out thinking, “If I do a good job, people will just tell their friends, and the phone will keep ringing.” But the reality is, that only gets you so far. I’ve seen providers lose months—sometimes even longer—just waiting for referrals, not realising they’re missing out on opportunities because they’re not tracking where their enquiries are actually coming from.

Will, EnableUs Community

Yeah, and I’ll put my hand up here. Early on, I was convinced that if I just kept my head down and did good work, the books would fill themselves. And for a while, it worked—until it didn’t. I remember this one dry spell where suddenly, the referrals just stopped. I had no idea why, and I couldn’t figure out what to fix because, honestly, I wasn’t tracking anything. I was just guessing. It’s a bit embarrassing now, but I reckon a lot of people listening have been there too.

Winter, EnableUs Community

You’re definitely not alone, Will. And it’s not just about missing out on new clients. If you’re not tracking, you can end up wasting time and money on things that aren’t actually working. Like, you might be spending hours on social media or printing flyers, but if you don’t know what’s bringing in leads, you’re just spinning your wheels. It’s like driving with your eyes closed—sooner or later, you’re gonna hit something.

Will, EnableUs Community

That’s a terrible analogy, but it’s spot on. And I think, building on what we talked about in our last episode about measuring what’s actually working, today’s all about making it even simpler. You don’t need a fancy system or a marketing degree. Just three numbers, and you can stop guessing and start growing with a bit of clarity.

Winter, EnableUs Community

So, let’s break down these three numbers. First up: Leads Per Month, or LPM. This is just counting how many new people reach out to you each month—whether it’s a phone call, an email, a Facebook message, whatever. It sounds basic, but it’s the foundation. If you’re not getting enough leads, nothing else matters, right?

Will, EnableUs Community

Exactly. And it’s not just about the number, but also where they’re coming from. I remember a provider who started tracking this and realised their Facebook posts were actually bringing in twice as many leads as they thought. They’d been putting all their energy into flyers, but it was the Facebook posts that were working. If you’re not tracking, you’d never know.

Winter, EnableUs Community

That’s such a good point. And then, once you know how many leads you’re getting, the next number is your Conversion Rate—so, how many of those leads actually become participants. The formula’s simple: new participants divided by leads, times 100. If you get 10 enquiries and 4 sign up, that’s a 40% conversion rate. And for NDIS providers, a healthy conversion rate is usually somewhere between 25% and 40%, depending on your services.

Will, EnableUs Community

Yeah, and if you’re seeing high leads but low conversions, that’s a sign your intake process might need a bit of work. Maybe your follow-up’s too slow, or your info isn’t clear. On the flip side, if you’ve got low leads but a high conversion rate, you probably need to focus on getting your name out there more. It’s like, these numbers tell you exactly where to look, instead of just guessing.

Winter, EnableUs Community

And then the third number—this one’s my favourite—your Top Lead Source. Basically, you just ask every new enquiry, “How did you hear about us?” and keep track. Was it social media, Google, a directory, a referrer, or just word of mouth? Once you know your top source, you can double down on what’s working and stop wasting time on what isn’t.

Will, EnableUs Community

Yeah, and sometimes your top source isn’t what you expect. I’ve seen providers who thought all their leads were coming from directories, but when they actually tracked it, it turned out a single support coordinator was sending them most of their best clients. That’s gold, because then you can nurture that relationship—send a thank-you card, or just check in and say thanks. It’s those little things that can make a big difference.

Winter, EnableUs Community

And if you ever notice a sudden spike in leads, tie it back to what you did differently that month. Was it a new Facebook post, a community event, or maybe a referral partner? That’s how you spot those hidden top sources and make smarter decisions. It’s not about tracking everything, just the things that actually move the needle.

Will, EnableUs Community

Alright, so we’ve covered the what and the why—now let’s talk about the how. Tracking these numbers doesn’t have to be complicated. You don’t need a fancy CRM or a tech background. Honestly, Google Sheets, an email folder, or even just pen and paper will do the trick. The key is to make it a habit, not an afterthought.

Winter, EnableUs Community

Yeah, I worked with a provider who was totally overwhelmed by the idea of tracking anything. We set up a simple Google Sheet—just three columns: date, lead source, and notes. Once a month, they’d spend 30 minutes reviewing it. And I kid you not, after the first review, they realised their website was bringing in way more leads than they thought, and they shifted their focus. It changed their whole marketing strategy overnight.

Will, EnableUs Community

That’s the thing—just 30 minutes a month can give you so much clarity. And if you’re too busy, hand it off to your admin or intake coordinator. The important part is consistency. And when you see a spike in leads, don’t just celebrate—ask why. Was it a new campaign, a referrer, or something else? That’s how you turn a one-off win into long-term growth.

Winter, EnableUs Community

Exactly. And don’t forget to nurture your top referrers. If someone’s consistently sending you quality leads, reach out, say thank you, maybe even set up a coffee catch-up. And if you spot a process that’s slowing down your conversions, tweak it. Small changes can make a big difference over time.

Will, EnableUs Community

So, to wrap up—if you want to stop guessing and start growing, just track your leads per month, your conversion rate, and your top lead source. It’s simple, it’s actionable, and it works. We’ll be back next time with more ways to make your marketing work smarter, not harder. Winter, always a pleasure.

Winter, EnableUs Community

Thanks, Will. And thanks to everyone for tuning in. Don’t forget to check out our previous episodes if you missed them, and we’ll catch you next time on Marketing for NDIS Providers. See you, Will!

Will, EnableUs Community

See you, Winter. Bye everyone!