How to Boost Productivity by Automating Your Open Enrollment Period

By Allison Babberl on September 23, 2016 in Productivity

Manual vs Automated Open Enrollment Period

Open Enrollment: Manual vs. Automated

We know you’re extremely busy, and often overwhelmed, during Open Enrollment (OE) and the weeks leading up to it. Utilizing Automated Workflow can help make your OE period go smoother by allowing your agency to be more efficient and profitable by automating your manual, time-consuming tasks. Today we’ll discuss three challenges you can face with OE, the manual way you can target those challenges, and how Automated Workflow helps you overcome them more efficiently.

Open Enrollment Challenge: Emailing Your Clients

Email is a great way to stay in contact with your clients during OE to send them different reminders.

Manual: Your system likely won’t have email marketing capabilities. So, to stay in touch with your many clients, you’ll have to email them all individually or import their contact information from your management system into an email marketing system like MailChimp or Constant Contact. This will force you to maintain two different databases that you’ll have to update separately every time you gain or lose a client.

Automated: When email marketing and automated workflow are built directly into your management system, all of your information is in one centralized location. Any time you update your client-base, your email list will automatically update as well since it pulls directly from your book-of-business. This allows you to be more productive in a more efficient manner.
 

Automated emails for your clients

Open Enrollment Challenge: Assigning Tasks & To-Do’s

OE is a crazy time, and you need to make sure everything is getting accomplished. One way to achieve this is by assigning tasks to various agents, then tracking those tasks to ensure they are being completed by the assignee. 

Manual: Assigning tasks to your agents when your system doesn’t have or doesn’t support an integrated calendar forces you to assign your agent tasks in other manners. These manners can include sticky notes on their desks, appointments on their email calendar (like Outlook or Gmail), through text message/voicemail, or by verbally expressing it to them. Not only is this inefficient, but you can never fully know if the task was completed or if the agent completely forgot. On top of that, you might get overwhelmed or busy and forget to assign certain tasks to different people. That’s when opportunities can fall through the cracks and you could lose your clients.

Automated: Automated Workflow allows you to assign tasks or “to-do’s” directly to your agents and it’ll be listed for them to complete. You can track the tasks you’ve assigned to see where they are in the completion process and who needs reminders for various tasks. You can also assign more efficiently because you’ll select a “trigger” (such as the creation of a new prospect) and once that criteria has been met, the assignment will automatically go to your agent. You won’t have to think about manually assigning tasks, and you’ll be able to focus on other important things.

Assign Tasks to Your Agents

Open Enrollment Challenge: Follow-Ups

One of the hardest things for insurance agents can be to stay in contact with their clients when they have a lot on their plate. Open enrollment is busy, but it’s one of the times during the year that you need to make sure you are connecting and communicating with your clients. 

Manual: Follow-ups in a system without automated workflow can be tedious. Say you want to email your clients once a week for six weeks about OE starting and how they need to update their policies. You’ll want to be proactive and set these emails up beforehand. That’s easy to do in any system. But, say your client, Jon Snow, updates their policy in week 3, how will you stop all the subsequent emails about updating their policy from going to him? If he continues to receive those emails saying he needs to “update his policy” it could upset him because it shows that he’s just one in a crowd to you and not an individual. This could potentially lead to you losing that client, which no one wants. 

Automated: Automated Workflow allows you to have your email marketing platform directly in your management system, and it works based-off of the information you have in your book-of-business. So if you set up the same email campaign we discussed above, the emails will be sent based-off the policy expiration date you have tied to that client. So, if Jon Snow updates in week 3, the emails will cease to send because the policy expiration date will change and he won’t qualify for the policy update reminder emails any longer. This will help make Jon happier because he won’t receive emails that don’t concern him and he’ll be more likely stay with you since you’ve served him so well. 

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Allison Babberl
Allison Babberl

Allison is the Marketing Content Specialist at AgencyBloc. She creates educational content and designs videos to promote AgencyBloc's resources to help you organize, automate, and grow your insurance agency. Favorite quote: “Conversation is the bedrock of relationships. Without it, our relationships are devoid of substance.” -Maribeth Kuzmeski More articles

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