When searching the Internet, one will find numerous insurance software programs that are available to large agencies and brokers. Most of them appear to be quite expensive and usually require extensive training before the user can incorporate them into their practice. There is certainly a need for those programs, but they are usually not the kind of programs that small agencies or independent agents are looking for or can afford.
Independent agents and small agencies do not have the money to hire staff to run their office, operate complicated software programs, and perform other critical client-related duties. The same person likely takes on the positions of president, vice president of marketing, sales associate, administrative assistant, and even office custodian.
But expensive, complicated programs aren't the only alternative when it comes to managing your client base and agency operation. There are many simpler programs that can fill the basic essentials that every agent needs to cover in order to become better organized and make more money. There are several factors, however, to keep in mind when searching for an agency management support (AMS) tool.
Important factors in purchasing an AMS
Cost is probably the first hurdle to overcome, so look for an affordable program. It's very difficult for an independent agent to justify spending $800 to $1,000 or more on an AMS program. Most will opt to continue using their index cards and file cabinets rather than spending that kind of money. Make sure you learn up-front both the initial and ongoing costs of the software. Some programs may have hidden fees or limited capabilities, so ask about those, as well.
Ease of use is the next consideration. Most agents are extremely good at selling insurance but may feel that they don't have the skills or the time to learn a complicated computer program. Look for a program that is literally point and click, one that can be loaded and executed immediately. This helps for a couple of reasons. If it's easy to use, you'll be able to get it up and running in a short amount of time, helping you become more efficient more quickly. It can also save you the exorbitant amount of money and time that in-depth training would take.
The kind of support the AMS vendor offers is also extremely important. A well-designed program will be set up so the user will not need extensive technical support or training. It will also include a user guide that is written in English, not "Computerese."
Request a demo of the program. It should be free and fully functional so you can test all of its features. You need to know that you can easily manage all aspects of the program. Play with the demo, enter some of your clients and prospects, and test everything. If you cannot easily work the demo, then you may want to look at purchasing another program.
Call the company before you make a decision. Formulate a list of questions (see sidebar for sample questions) and ask to speak to the support department. This is a good way to get a feel for how helpful they will be if you need assistance with the program.
Special features
In addition to the usual record-keeping fields, there are other features to look for when choosing a program that best suits your needs. A calendar that displays your insurance appointments and allows you to enter personal appointments and tasks is very important. It can be a real hassle to have to keep more than one calendar. Built-in mail merge is also absolutely necessary so that you can send personalized letters to groups of clients or prospects. Regularly keeping in touch with clients is the best way to ensure a loyal and large customer base.
The ability to sync your data to a personal digital assistant (PDA) will let you take a complete list of clients and prospects with you when you leave the office. All PDAs will easily fit in a shirt or jacket pocket, making for a mobile and efficient office.
A comment box with plenty of room to allow you to enter notes every time a contact is made will enable you to keep an accurate record of every phone conversation and meeting. Automatic time/date stamping of your entries will help you know exactly when each contact was made.
A well-designed AMS program will not only allow you to work more efficiently and give you more free time, but it can also dramatically increase your income. Know what to look for and what questions to ask, and you'll be well on your way to managing your clients and, if applicable, your agency, as well.
Frank Stastny is owner of Your Insurance Office, a contact management program. For more information, call 877-633-0808 or email at frank@yio.com, or visit www.yourinsuranceoffice.com.
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