For most brokers, fourth quarter and early January are peak season. That’s when many of your clients may be renewing or enrolling for the first time in group health coverage for their businesses and employees.
While it can be challenging to balance everything you need to do during this critical time, I’d like to share some proven tips that may help you.
1) Prioritize Key Tasks: Begin each day by listing your target tasks. Categorize them by urgency and importance. Focus on high-priority items that directly impact client satisfaction and your year-end goals. Doing this helps ensure nothing critical falls through the cracks and you’re able to achieve the most important activities before your energy and focus wane as the day progresses.
2) Establish a Routine: Create a Q4 daily routine to establish a sense of order and predictability. It’s okay if your Q4 schedule differs from your approach during the rest of the year. Having a routine will help you manage stress and ensure that essential tasks are completed efficiently, even during this busy period.
3) Set Boundaries: Schedule specific time slots throughout the day or week that are dedicated to client meetings. Then stick to them. This prevents meetings from overwhelming your schedule and ensures you have reserved periods for other essential tasks, including prospecting. Don’t let it slide. When peak season is over, it’s important you have new leads for Q1 new business.
4) Minimize Distractions: Emails and phone calls can be a constant distraction if you let them. A good strategy is to set up specific times during the day when you will read or listen to them and respond. Don’t leave your email box open throughout the day. Check it periodically and use email filters or sub-folders to help you isolate urgent messages from those that are less important and can be addressed later – or delegated to others. (See item 7 below.)
5) Block Time for Administrative Tasks: The issue with administrative tasks is that while they are essential, they can easily eat into your day. Again, a good strategy is to set aside a block of time when you can tackle them. Whether it’s client inquiries or paperwork, if you can’t delegate it to someone else, you can prioritize them and tackle them in your designated hour (or half-hour) later in the day. Your Client Relationship Management (CRM) platform may help you automate some tasks and greatly improve your efficiency. Check out W&B’s related blog post this month, 5 Tips for Maximizing Your Agency’s Efficiency. ADD LINK TO OTHER POST WHEN APPROVED AND POSTED
6) Leverage Technology for Improved Efficiency: Utilize digital tools like calendar apps, CRM, and task management software to keep track of your daily and weekly appointments, paperwork submission targets, and related follow-up. Tech can go a long way toward streamlining your workflow and reducing the risks of missing important commitments and deadlines.
7) Delegate When Possible: Identify those tasks, emails, and phone messages that can be delegated to others or automated using the tech mentioned above. Delegating routine or administrative tasks frees up time for high-impact activities that truly require your expertise.
8) Take Time to Refresh and Recharge: Incorporate short breaks into your schedule to recharge and avoid burnout. Studies show that those who take regular breaks during the day are more productive than those who work for extended periods without a break. If you’re working on something particularly challenging, taking a break may give you a new perspective.
9) Learn to Say “No”: As an insurance professional committed to customer service and nurturing positive relationships with others, you may feel pressured to say yes to every meeting or request. However, learning to say no to tasks and meetings that don’t align with your immediate Q4 goals is crucial to sound time management during peak season. Politely declining or rescheduling requests that don’t serve your priorities can free up valuable time for more important, immediate tasks.
Taken together, or selectively choosing the tips that will work for you, your agency, your staff, and colleagues, I’m confident you can greatly improve your peak season productivity and performance – helping you nurture vital relationships and continue to grow your business.
Another tip to help you during peak season is to partner with a general agency like Word & Brown. For nearly 40 years, we’ve been helping brokers by providing the back-office support and service you need, so you can focus on sales. If you’re not working with us yet, act now to discover the power of [&].
What is that? It’s the confidence you have working with authentic people who thrive on collaboration. It’s the security of having your business handled by a group of people as passionate about your success as you are. It’s the gift of time you’re granted because you have a partner you can trust. During peak season – and throughout the year – you can count on Word & Brown to be there for you and your clients.
Contact your local representative today or call 800-869-6989 to get started.
About the Author: Cindy West, RHU, CBC, is Word & Brown’s Regional Vice President for Los Angeles, Ventura, Santa Barbara, San Luis Obispo, and Kern counties, as well as the state of Nevada. She is a 35-year veteran of the insurance industry, having worked both on the carrier and general agency sides of the business.
