Section 1: Maximizing the Benefits of Consistent and Timely Communication
Better communication increases conversion and retention.
Your clients and leads are number one; they make your entire livelihood possible. You want to be able to serve them at the level they deserve, but communication can be hard to keep up with, and time-consuming for a growing insurance agency.
One way you can provide better service to your clients, leads, and prospects is by utilizing technology that helps you automate your agency. 52% of insurance customers describe themselves as “relationship buyers,” so communication is an essential part of crafting a prosperous relationship. In fact, 81% of insurance clients who left an agency noted lack of communication as their reason.
Automated workflow allows you to stay ahead of prospecting and lead tracking and helps you stay connected with your current clients. By doing this, you can build your book of business up from both sides.
By definition, a “workflow” is the sequence of processes through which a piece of work passes from start to finish. For insurance agencies, an automated workflow is a way to automate manual pieces of your business processes.

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An example of an automated workflow would be lead follow-ups.
Research has found that 80% of sales require 5 follow-ups, but keeping notes and staying on top of your follow-ups isn’t always straightforward and easy. This is where an automated workflow can help.
You set requirements for when you want a certain message sent; then, when that criterion has been met, your message will go out. You can customize the timeframe for when the message is sent before or after the criteria is met (1 week, 1 month, 3 months, etc.), so you can send a follow-up every week, every other, or whatever pattern works best for you.
Here’s an example of what your renewal timeline could look like for your clients:
3 Months Before Policy Renewal Date
- An email is sent to the client reminding them that their policy is due for renewal
- An email is sent to the agent alerting them that the policy is up for renewal and they need to reach out
2 Months Before Policy Renewal Date
- A slightly more urgent email is sent to the client reminding them that their policy is due for renewal (include date of expiration)
- An email and/or task is sent to the agent alerting them that the policy is up for renewal and they need to reach out
1 Month Before Policy Renewal Date
- A slightly more urgent email is sent to the client reminding them that their policy is due for renewal (include date of expiration)
- An email and task are sent to the agent alerting them that the policy is up for renewal and they need to reach out now!
2 Weeks Before Policy Renewal Date
- A very urgent email is sent to the client reminding them that their policy is due for renewal (include date of expiration)
- An email and task are sent to the agent alerting them that the policy is up for renewal and they need to reach out now!
Automated Workflow allows you to work leads and prospects right away.
Studies show that following up with a web lead within 5 minutes makes you 9 times more likely to convert them. And, 50% of sales go to the first salesperson to make contact.
You can set up alerts and notifications to be sent directly to you whenever you have a new lead come in from a lead form or have a new prospect added to your book of business. That way you can work your leads immediately and boost your chances of conversion.
Since it’s directly integrated with your CRM, the triggers and criteria set will work directly off of the information in your book of business. This relieves you of your sticky notes, Google/Outlook components, or red-penned planner reminders.
But it isn’t just for leads and prospects!
The rule of thumb in business is that 80% of your future revenue will come from 20% of your existing clients. Automated Workflow can help you in stay in touch with your current clients, nurture them further, and help ensure retention.
Keep them informed about policy-related matters or show them how important they are to you with personal notes. You can set up triggered emails for things like:
- Their birthday
- Policy renewal reminders
- Policy status updates (submitted, approved, declined, etc.)