Are agency processes on your mind for 2025? They should be we want 2025 to be the year of embracing agency management system reports and building your agency processes. Processes are the key to efficient and effective time management as well as customer experiences. I’ll be upfront it is very hard to sit down with a blank piece of paper and create a process. However, you do not have to! At Agency Performance Partners we have insurance agency processes pre-built for you. Include our new Insurance Claims Process. So let’s dive in and identify how we can innovate our processes and embrace technology while still putting the customer at the heart of everything we do.
How To Prioritize Insurance Agency Processes
Every insurance agency is in a different place with their processes. We meet agencies with paper files all the way up through agencies that embrace an AI receptionist. There is no right or wrong way however, it is my specific opinion that you need to ensure you have the blocking and tackling covered before you start getting fancy. In other words, don’t worry about AI if you’re not handling new business consistently. It’s great to keep in the know about AI but if you’re not consistent just yet with daily operations AI is not the answer. Technology is here to assist us – with an inconsistent core process AI may hinder not help you.
Top 3 Innovative Approaches To Agency Processes
In this section we will review our top 3 ways to enhance your insurance processes. We will work to provide levels of innovation so you can embrace a strategy that fits your agency where you are right now. Don’t get over or underwhelmed!
#1: How to Document Your Processes
Unused insurance agency processes are a waste of time. A procedure manual that sits on a company drive or printed on a desk will not yield a positive outcome. Instead you want to identify how a process can meet your team members where they are every single day? Let’s be upfront if you are on the phone with a client it can be challenging to grab your procedure manual. Here are some opportunities for you to enhance your processes:
- Use a tool like Scribe to document your processes. This is not your ye olde procedure manual this makes your processes interactive and engaging.
- Identify if you need a training tool for your process like Trainual. One common concern team members have is the rate of change. This can help you roll out new processes, confirm your team has reviewed them and quiz the team on the process. It helps you have a training manager but all in an online system.
- For common activities consider a form that guides the team member on what to do next. We have several forms for our programs (primarily renewal reviews, sales process and endorsements). Many team members love this because they can ask the next question and the form provides scripting that helps them communicate the value of the process.
#2: How To Automate Your Process
Now this gets a little tricky as every management system and CRM tool has different capabilities. However, it is my opinion that many agencies use barely 30% of the power of your management system and or CRM. We all need to slow down to speed up to align our technology to insurance agency processes. For many agencies it may start with aligning job descriptions or writing down the process (you can check out our latest process pack on claims and get our claims advisor job description!) Once you know what you want you can embrace how your system can support it.
- Engage and join your agency management system user group and go to their meetings. I know time is valuable but automating and supporting your process is also critical to your agency’s long term profitability.
- Find a training or consultant that can help you with your system and set up. At APP we know several industry contacts and we are always happy to make a referral.
- Clean up your management system and CRM. Garbage in garbage spreads. Take the time to ensure your systems are clean to automate with confidence.
#3: Technology Use
Your processes need to include your tech stack. It’s incredibly frustrating when we walk into an agency and find that some people are sometimes using some of the tech that the agency has invested in. Now, there are several reasons that may be driving this. A difficult role of the technology, no documented processes or a team that is resistant to use the systems that the agency has invested in. To thrive in innovation, adoption must be enforced.
- Audit your tech stack: take a moment to identify all the technology you have. Review what it does, why you invested in it and what it maybe can do that you were not aware of.
- Audit your team’s use of the tech stack: Most technology programs have log in reports you can see if the team is using it or not.
- Connect with your team: Why are they or aren’t they using it. Generally it can be remembering or they are not comfortable with the system. (FYI easy to change!)
- Identify in your processes where to use each piece of technology and how. Provide a clear roadmap to success.
- Accountability: Once clarified hold the team accountable to use and address someone who is not using the system.
Conclusion
In conclusion, innovative approaches to insurance agency processes are essential for driving efficiency, enhancing customer experiences, and preparing your agency for long-term success. By prioritizing the right processes, documenting them effectively, and leveraging technology to automate and streamline operations, your agency can unlock new levels of productivity and profitability. Whether you’re just beginning to organize your workflows or you’re ready to adopt cutting-edge tools, embracing these strategies will ensure that your team is set up for success in 2025 and beyond. Remember, the key is not just having processes but making them usable, consistent, and supported by the right technology. At Agency Performance Partners, we’re here to help you every step of the way with pre-built processes and industry-leading tools to guide your journey. Let’s innovate together!
🔥 Dive into our latest blog and unlock the secrets of 💡The Ultimate Guide to Insurance Claims Management for Independent Agents
🎯 Get our FREE Claims Advocate Job Descriptions
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⚙️ Need to build agency processes check out our process packs.
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