Here's How to Not Waste 20% of Your Day Searching for Information

Here's How to Not Waste 20% of Your Day Searching for Information

Looking For Something?

You know what I could use an advanced search for? My phone. Better yet… you know what I could use a saved search for? My phone! I’m always losing my phone; funny enough, I always find it in the same place. So, maybe you can’t call that losing it anymore?

If I were being proactive, I’d put one of those tile trackers on my phone so every time I “lost” it, I could find it in seconds rather than spending 20 minutes pacing my house. But, I continue to be reactive about losing my phone. I lose it, and I search for it… over and over.

And this is how many life and health insurance agencies are about things they’re searching for within their data. Many are still stuck in reactive mode rather than embracing proactive tools, like Advanced & Saved Searches.

In reactive mode, something comes up or happens, so you do a quick search or an advanced search to find the answers. Maybe the agency owner has questions about new leads or recently-converted clients, so you do an advanced search on new leads within the last 30 days and/or new policies in the same timeframe.

In proactive mode, you identify the things that come up on a regular basis, either with your entire team or individually for yourself, and you create saved searches to monitor that data. Every day, you’ll see those saved searches on your dashboard.

I think everyone gets the value of being able to quickly pull information in reactive scenarios, but I don’t think everyone understands the value in keeping certain searches at the forefront of their day-to-day (proactive).

Once you understand the value of keeping real-time lists on your dashboard, you have to decide what will be in your lists.

Identifying What to Monitor

Think about things you ask a coworker often or things that regularly come up in meetings. Or, what are some things that come up often for you individually in your position?

There’s no wrong thing to track; it’s whatever helps you have a better grip on your day-to-day.

Also, remember: where reports are beneficial in seeing performance over a period of time, saved searches are excellent ways to monitor on a more granular scale—keep tabs, if you will.

To help you decide what to track, let’s cover several examples of instances where agencies use saved searches to proactively keep tabs on happenings in their agency.

SAVED SEARCH EXAMPLES

1. Create and save a search of your groups and/or individuals based on their type and/or status. For instance, you could keep a list of your individual and/or group prospects to get a feel for your sales funnel.

Agency management system - group search

2. Keep a rolling list of policies with renewals in the next 30-60 or even 90 days to stay on top of renewals.

3. See recent leads from a specific lead source to get a daily snapshot of your marketing efforts.

4. Keep a rolling list of policies of a certain carrier and/or coverage type.

Insurance CRM - active Cigna policy search

5. Keep an eye on all pending policies, even by specific carrier or coverage type.

6. If you manage other agents, keep an ongoing list of agents with upcoming E&O or license renewal dates.

7. Track agents in a specific geographic location.

8. Track agents specializing in a certain carrier or coverage type.

Life & health AMS - med supp agent search

9. Track recent agent recruits and new agents in your agency to help with your onboarding process.

These are just a handful of ways you could utilize saved searches on your dashboard. What else comes to mind when you consider these? How could people in different roles at your agency utilize this?

With AgencyBloc, everyone’s dashboards can be personalized to their needs, so everyone can create and save their own searches which will appear only on their dashboard.

Agency management system dashboard

The Benefits

Studies have revealed serious drains on time and resources when workers aren’t able to find and/or keep the necessary data at their fingertips.

McKinsey reported “employees spend 1.8 hours every day—9.3 hours per week, on average—searching and gathering information. Put another way, businesses hire 5 employees but only 4 show up to work; the fifth is off searching for answers, but not contributing any value.”

Interact found that “19.8 percent of business time – the equivalent of one day per working week – is wasted by employees searching for information to do their job effectively.”

Another study showed “workers took up to 8 searches to find the right document and information.”

Like we said, being proactive trumps being reactive when approaching data. If you’re housing your data in an industry-specific agency management system (AMS) like AgencyBloc, there’s so much there for you to harness and use for your benefit.


“Big data should be thought of as a process – how to get to new insights, how to turn them into action, resulting in business value.” —Gartner


Although the idea of saved searches might seem small, the value added is huge to any employee who doesn’t have to spend hours searching for the same information over and over. And the value added for the agency who employs these people is even larger.

So, with all of this in mind, think about:

  • What questions come up on a regular basis from either my boss, a coworker, or myself?
  • What data points in my book of business answer those questions?
  • Do I have the tools in place to monitor these things on a daily basis?

Learn More about AgencyBloc's Saved Searches

Search on individual and group type and status, lead information, policy coverage type, agent and agency information, and save the search criteria to return to again and again.

Learn More

Kelsey Rosauer

By Kelsey Rosauer on July 31, 2018 in Productivity

Kelsey is the Marketing Brand Specialist at AgencyBloc. She plans and creates educational resources to help our customers organize, automate & grow their insurance agency. Favorite quote: "I am convinced that life is 10% what happens to me and 90% how I react to it." —Charles R. Swindoll  More articles

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