Implementing BPM & Workflow Automation Into Your Insurance Agency

Implementing BPM & Workflow Automation Into Your Insurance Agency

What is Business Process Management?

Business process management and workflow automation work in tandem to help businesses of all industries work smarter, not harder. For many years, Gartner has been consistently studying the effects of business process management (BPM) on businesses and found staggering results: implementing BPM boosts the success rate of your projects by 70%!

Today, we’ll discuss what BPM and workflow Automation are and how you can start integrating them into your process.

Some of the main terms you’ll see in this blog are:

  • Business Process Management
  • Workflow Automation
  • Business Process Automation

Business Process Management (BPM)

CIO defines business process management as: “Business process management (BPM) is the practice of aligning goals and processes as businesses evolve.”

Workflow Automation

Tallyfy defines workflow automation as: “Workflow automation is a created series of automated actions for the steps in a business process. It is used to improve everyday business processes because when your work flows, you can concentrate on getting more done and focusing on the things that matter. It allows teams to spend more time on the actual work itself and less time on the processes that support them.”

Business Process Automation

Laserfiche defines business process automation as: “is the use of technology to automate repeatable, day-to-day tasks. It accelerates how work gets done by routing information to the right person at the right time through user-defined rules and actions.”

They’re all very similar, but Business Process Automation is a bridge of the two to help your agency thrive. We’ll break it down to discuss how you can bring both BPM and Workflow Automation into your agency to help you create Business Process Automation.

Creating Business Process Management

We often discuss the importance of using technology to make your agency more efficient and effective. However, it’s crucial you have a plan for your adoption. Implementing technology without a plan won’t prove all that fruitful for you or your agency.

Remember, technology is great, but it is not magic.

The goal of implementing BPM into your agency is to create efficiencies with reason behind them that you can then build up quantifiable, S.M.A.R.T. goals around. Without the process, your agents will work independently of one another without cohesiveness. This can lead to confusion, frustration, and, at the worst, loss of revenue. To learn more about misalignment and its effects on your agency, check out our blog: How Misalignment Hurts Your Agency & How To Fix It.

The Benefits of Business Process Management

The biggest benefit agencies find from BPM is the ability to better manage and run their agency. Having BPM in place helps your entire team work in the same manner to achieve an overarching goal. This creates efficiency throughout your agency, consistency, and can make all of your efforts more effective.

All of this leads to growth and increases revenue because your efforts are more directed towards one specific goal.

Introducing a new AMS into your agency is the perfect opportunity for you to hone your BPM and get everything in order. Your AMS and BPM should work fluidly together and complement one another. 

It’s crucial to know what your company needs first, then start implementing the processes and make them a reality within your AMS. If you’re considering starting the process of looking for a new AMS, check out our free AMS/CRM checklist to ensure you’re thinking of all of the tools your agency needs and wants.

Implementing Insurance Workflow Automation

Automation is the heart and soul of the “magic” in your technology.

Automation isn’t a new idea, but it is one that is quickly growing in technology to help you work smarter by achieving more in less time. There are examples of automation everywhere; think of the timer you set on your coffee pot in the morning or the notifications you get when a friend writes you a message on social media.

For your health and life insurance agency, workflow automation can help you create standard operating procedures (SOPs) throughout your agency to promote efficiency and effectiveness. It works on a cause and effect scenario. 

Let’s run through a few quick examples:

Cause: Jane fills out your lead form
Effect: You receive the notification & follow up accordingly

Cause: Olympia Cable’s group health policy is up for renewal
Effect: The agent of record receives the notification and sets up a time to renew

Cause: Jim becomes a client
Effect: The agent of record receives the notification and sends a thank you card

These are just examples, but they give you the idea of what all can be automated. Additionally, each workflow automation you create can have multiple triggers on the task. 

For example, when the lead form is filled out, an agent can be assigned to the following:

  • Instantly: Create an urgent task for the agent to call the lead immediately
  • 1 week after form submission: Send a prewritten email to the lead with more information about your services
  • 1 week after form submission: Create a task for the agent of record to follow up
  • 2 weeks after form submission: Send a prewritten email to the lead with an article or piece of content you think is relevant for them
  • 2 weeks after form submission: Create a task for the agent of record to check in and see how they’re going
  • 3 weeks after form submission: Send a prewritten email to the lead with testimonials, reviews, or case studies
  • 3 weeks after form submission: Create a task for the agent of record to call the lead and see if they can offer more assistance
  • 4 weeks after form submission: Send a prewritten email to the lead with testimonials, reviews, or case studies you didn’t include the previous week
  • 4 weeks after form submission: Create a task for the agent of record to reach out

It looks like a lot, but once you set up your workflow automation, it can run on its own independently. It helps you to create the documented processes within your agency so you can ensure that guidelines are always being followed and expectations are easier to meet. To learn more about workflow automation in AgencyBloc, download our free eBook: Automation for Life & Health Insurance Agencies.

With workflow automation, you can customize the notifications to suit your needs and your agency’s style.

Integrating Business Process Management and Workflow Automation

When you bring Business Process Management and Workflow Automation together, it creates Business Process Automation.

Integrating both BPM and workflow automation into your agency is important, but it’s crucial to have them work in tandem together. Use your BPM to help you outline which automation will best serve your agency and how you should set it up. 

Use it to help guide your decisions on where improvements can be made throughout your agency. Your BPM is more or less your “method to your madness” to help you keep everything running. 

But your BPM shouldn’t be your end all be all.

It should be flexible. You know well enough how quickly things change in the health insurance industry, and it’s important to be able to quickly pivot and adapt to changes. 

Keep a constant eye on your BPM to learn how it's fairing. This will help you identify the difference between a common downturn and a full-blown pitfall within your process. Using this information, you can better understand the peaks and troughs within your agency to sculpt a better BPM to match your needs.

A BPM that works for one agency is not necessarily the right match for another. Craft your own and analyze its success to make it work for you. Plus, you’re also growing, so your BPM should as well. You aren’t the same person you were 5, 10, or 15 years ago. Neither is your company. 

As needs change and the industry changes, you need to alter your BPM to reflect those changes. Over time, you will grow in learning how to better analyze your BPM and better know how to make changes.

BPM and Workflow Automation in AgencyBloc

AgencyBloc’s Automated Workflows help you utilize insurance automation throughout your agency. Set up your trigger-based actions per your BPM to bring Business Process Automation to your agency. Then, set your Workflows live. 


Danny M.

"Since starting using Automated Workflows less than 2 months ago, I've written 6 new clients and I have received 6 referrals for new business. AgencyBloc allows me to set up a workflow timeline for my entire book of business 'hands-off'."
—Danny M., Medicare101


Many agencies with AgencyBloc extensively use Automated Workflows to set up standard operating procedures (SOPs) throughout their agency. Some examples of the SOP Workflows you can create within AgencyBloc:

  • New lead nurturing
  • New client onboarding
  • New Medicare client onboarding
  • New agent onboarding
  • New policy submission
  • Upcoming policy renewal
  • Upcoming agent licensure renewal
  • Upcoming agent E&O renewal

Always go back to your BPM to help you determine what other areas you can automate within your agency to help you work efficiently, make your efforts more effective, and spend more time on revenue-generating ventures.

Want to learn more about the benefits of using an AMS built for your industry?

Using a system made for your specific industry needs can help you work smarter and more efficiently. Check out our overview video to learn how AgencyBloc can help your life and health insurance agency achieve your goals.

Watch Overview Video
Allison Babberl

By Allison Babberl on June 3, 2020 in Productivity

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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