The purpose of this SOP is to establish a standardized process for scheduling appointments and collecting data from clients. This ensures accuracy, efficiency, and consistency in our operations, enhancing client relationships and service delivery.

This SOP applies to all employees involved in appointment scheduling and data collection, including appointment setters, data collectors, and supervisors.

Files & CRM we use:

Google Drive: All Clients File

Wealth Box: Clients Marketing and Nurturing CRM

Tips for Efficiency and Accuracy


💡 Use Automated Reminders:

Implement a project management tool or CRM (like Wealthbox) that integrates automated reminders with your calendar.
Customize reminders based on client-specific timelines to ensure that they are timely and relevant.
Regularly review your reminder settings to ensure they align with client timelines and project statuses.


💡 Tracking System:


Create a standardized note-taking format in Wealthbox for each pipeline stage. This could include checkboxes for tasks that need approval, deadlines, and specific details about client interactions.


Regularly audit the notes for completeness and accuracy. Encourage your team to update notes immediately after meetings or calls.


💡 Establish a Communication Protocol with Ryan:

Schedule regular brief check-ins (e.g., weekly) with Ryan to address any questions and discuss ongoing projects. Use a dedicated chat channel for quick questions and updates.

Keep a shared document of FAQs or common issues that arise, which can help streamline communication.

💡 Maintain Consistent Client Updates:

Create a template for client updates that can be easily filled out and sent, ensuring consistency in communication. Use a schedule to determine the frequency of updates based on client preferences.

Monitor client responses to these updates. If clients seem disengaged, adjust the content or frequency based on their feedback.

💡 Luncheon:

Plan a themed luncheon focused on a specific financial topic that interests your prospects. This can provide value and establish you as a knowledgeable resource.

Follow up with attendees afterward to gauge their interest and gather feedback on the event's content.

💡 Coffee Event:

Choose a local café known for its ambiance to create a relaxed environment. Consider inviting a guest speaker to discuss a relevant topic to attract more prospects.

Prepare a list of key talking points or questions to keep the conversation focused and meaningful.

💡 Door Knock:


Research neighborhoods or areas with high concentrations of your target demographic to maximize efficiency. Develop a concise elevator pitch to introduce yourself quickly.

Maintain a log of your door-knocking efforts, including outcomes and follow-up actions for each prospect.

💡 Quickmail:


Personalize emails with specific references to past interactions or interests of the prospect. Use A/B testing for different email styles to see which generates better responses.

Use an email tracking tool to monitor open rates and responses to refine your approach continually.

💡 Client Follow-up:


Schedule follow-up calls or messages based on client milestones, such as anniversaries or project completions. This shows clients you value the relationship.

Note: Keep a record of follow-up interactions and client feedback to adjust your follow-up strategy as needed.

How To Utilize It Properly

1. Automated Reminders

Choose Wealthbox for CRM management.

Use Zapier to connect Wealthbox with your calendar (Google Calendar).

Create Zaps that trigger reminders based on appointment dates or project timelines.

Customize reminder messages to include specific client details.

Set a recurring task (weekly or monthly) to review and adjust reminder settings.

2. Tracking System

Develop a note-taking template in Wealthbox for each stage of the client pipeline. Include checkboxes for approval tasks, deadlines, and interaction details.

Schedule biweekly audits of notes for completeness and accuracy. Encourage team members to update notes immediately after interactions through reminders in Wealthbox.

3. Establish a Communication Protocol with Ryan

Use Google Calendar to schedule weekly check-ins with Ryan.

Set reminders for both you and Ryan about these meetings.

Create a Slack channel or Google Drive document for quick updates and questions.

Collaborate on a shared document to maintain FAQs, updating it regularly as new issues arise.

4. Maintain Consistent Client Updates

Design a client update template in Google Drive that includes key information (project status, next steps).

Determine the update frequency for each client based on their preferences and automate reminders to send these updates.

Keep a log of client responses to updates, adjusting content or frequency based on feedback.

4.1 Luncheon

Schedule a luncheon using Google Calendar, setting the theme and topics based on prospect interests.

After the event, use Zapier to automate follow-up emails, asking for feedback and future interests.

4.2 Coffee Events

Research and choose a café with a good atmosphere for meetings.

Identify and invite a relevant guest speaker, confirming their availability.

Create a list of talking points or questions in Google Drive to guide the conversation.

4.3 Door Knock

Use demographic data to identify target neighborhoods.

Write and refine a concise elevator pitch to present to prospects.

Maintain a Google Sheet to track your door-knocking efforts, outcomes, and follow-up actions.

4.4 Quickmail

Craft personalized email templates in Google Drive, referencing past interactions.

Create variations of emails to test responses using different subject lines or formats.

Utilize an email tracking tool (like Yesware or Mailtrack) to monitor open rates and adjust strategies accordingly.

4.5 Client Follow-Up

Set reminders for follow-up calls and messages based on client milestones in Wealthbox.

Log follow-up interactions in Wealthbox and use this data to refine your follow-up strategies.

Ways To Get Their Information

1. Online Forms (Fact Finder) Google Forms or Typeform:

Create customizable forms to collect information such as contact details, preferences, and project requirements.

Embed these forms on your website or share them via email.

Lead Capture Forms: Integrate forms on landing pages or within your website to capture leads directly, or embed a factfinder form inside the website.

2. Surveys Client Satisfaction:

Use tools like SurveyMonkey to gather feedback from existing clients about their experiences and preferences.

This can help refine your services and identify new opportunities.

Pre-Engagement Surveys: Before starting a project, send surveys to understand client needs and expectations better.

3. CRM Integration

Wealthbox: Utilize Wealthbox to store and manage client information. Ensure that you have fields for essential data points, and encourage clients to update their details through automated reminders.

Data Imports: Import existing client data into Wealthbox from other systems or spreadsheets for centralized management.

4. Social Media

Engagement: Use social media platforms (LinkedIn, Facebook, etc.) to engage with prospects and gather insights about their interests and needs through their posts and interactions.

Profile Analysis: Analyze client profiles to glean information about their professional background and interests.

5. Networking Events (Business Luncheons and Coffee Events)

Collect business cards and notes during events. Follow up with an email or call to gather more information and establish a connection.

Follow-Up Conversations: After events, reach out to attendees to gather insights on their needs and interests.

6. Direct Outreach

Cold Calling/Emailing: Reach out directly to potential clients through phone calls or personalized emails to ask specific questions about their needs.

Door Knocking: Use this method to introduce yourself and ask questions that help you gather information about prospects in your target areas.

7. Client Meetings

Initial Consultations: During initial meetings, ask open-ended questions to gather comprehensive information about their goals, challenges, and preferences.

Regular Check-Ins: Schedule regular meetings to discuss progress and gather ongoing feedback and information.

8. Referral Programs

Incentivize Referrals: Encourage existing clients to refer new clients by offering incentives. You can gather information about new prospects through the referral process.

9. Content Marketing

Free Resources: Offer free resources (e.g., eBooks, webinars) in exchange for contact information. This not only provides value but also helps you gather leads.

Newsletter Sign-Ups: Encourage website visitors to subscribe to newsletters to receive updates and gather their contact information.

10. Data Enrichment Tools

Use Tools: Tools like Scrupp or LinkedIn to find leads in our client database by providing additional information about prospects based on their email addresses or company names.

MNL

LSW/NLG

Calpers Illustration

Calpers Illustration

STILL NOT SURE?

Frequently Asked Questions

Not sure

Question 1: Should I turn on my VPN each time we open Midland, National Life Group, and Advisors Excel?

Only if accessing outside US otherwise coz it tracks our IP Address.

Question 2: Which website to process the SRA and third-party approval, such as New or Exchange?

Visit 403bcompare.com and watch how to do them using the video tutorial above.

Question 3: Does Midland, National Life Group and Advisors Excel (Surance Bay) follow the same time zone?

No. Midland follows EST which is 2 hours difference from PST for National Life Group and Advisors Excel.

Question 4: How many applications are we submitting daily?

Maximum applications can vary once all data information are available (max 1-2)

Meet the Team of Professionals

Ryan Cahill

Agency Owner

Rebecca Palma

Managing Director

Karen Mahinay

Quality Insurance Specialists

Jeff Rusin

Marketing & Technical Manager

Apple Red Rose

Leads Specialists

Edesa Abecia

Project Manager