3 Things to Set Up at Your Agency Before Open Enrollment Begins

3 Things to Set up at Your Agency Before Open Enrollment Begins

Preparing for Open Enrollment Season

There are countless ways you can start preparing your agency for the upcoming Open Enrollment season—things to make marketing easier, things to make your communications more streamlined, things to help you analyze your performance...the list goes on and on.

However, we aren’t here today to tell you every little thing you could do. We’re here to quickly present 3 things to consider putting into place at your agency to make your workload during OEP a little less daunting.

Those 3 things are:

  1. Create/optimize your website’s lead form
  2. Go mobile/review remote work best practices
  3. Use Automated Workflow for tasks & communication

These are 3 items that would be pretty simple to get going before OEP begins this year, but they are definitely not the end-all, be-all for OEP efficiency. If you’re interested in more in-depth tips, check out our brief guide: 6 Ways to Ease Your Workload This Open Enrollment Season.

1. Create/optimize your website’s lead form

It’s not new information that most people search online before making a purchase decision. People search online via desktop and mobile devices for local services (like your agency!) more than anything.

HubSpot points out several search statistics in their infographic, one being: “60% of American adults use smartphones and tablets to search for local product and service information.” 

So, two things here: a mobile-responsive website is crucial, and you must have a lead form to capture these searchers!

Having a lead form front and center on your website will encourage searchers to get in touch. Sometimes a website visitor is somewhere they can’t easily call, so a form makes it easy for them to submit their information and/or questions.

However, do not use a lead form if you can’t follow up within a couple of hours (or at the very least, that same day).

There are several studies out there that show if you wait too long to follow up, your chances of conversion decrease dramatically. When someone fills out a form requesting more information, they expect to at least receive a confirmation email. Bottom line: When they’re searching for your services, they’re in the mindset to talk, so try to reach them ASAP.

So, how do you ensure your follow-up is immediate? Use lead forms and automation!

Agency management systems (AMS) and CRMs sometimes provide lead form builders and allow you to integrate them with your website. 

AgencyBloc Lead Forms allow you to build forms and bring those leads into your database immediately. Once you’ve built your lead form, you just copy and paste the HTML onto your website. From there, leads will appear on your dashboard as they come in through the form.

AgencyBloc Lead Form Builder

AgencyBloc's Lead Form Builder

Now for the follow-up. As I said, the lead will appear on your dashboard upon submission, but if you aren’t checking your dashboard every few minutes, you might miss someone. 

Set up an Automated Workflow that sends an email from you to the new lead letting them know you received their information and that you’ll follow up shortly. To ensure you do follow up ASAP, the Automated Workflow automatically assigns a task and sends a reminder email.

2. Go mobile/review remote work best practices

Being mobile is important for numerous reasons year-round, but it’s especially important during Open Enrollment season due to the nature of your business at that time. Not to mention, it’s even more important this year as we’re still treading unknown waters during the COVID-19 pandemic.

You’re constantly helping current clients, quoting new ones, and trying to take care of regular tasks along the way. With that said, you need a way to access your book of business from anywhere at any time so you can keep the ball rolling.

An AMS can provide mobility in two ways: by using a separate mobile application or by responsive design. The first is a separate app you download on your phone and/or tablet that’s designed for use on those devices. Responsive design just means that when you go to the application on your mobile browser, it responds down to your screen size accordingly.

AgencyBloc Desktop

AgencyBloc Dashboard Analytics on Desktop

AgencyBloc Mobile

AgencyBloc Dashboard Analytics on Mobile

Ensuring your team is comfortable using your AMS on-the-go is crucial for OEP, but considering the nature of this year, it’s also important to review remote work best practices, overall. Everyone is going to be extra busy, so you want to make sure everyone feels supported no matter where they’ll be working from.

To review your remote work guidelines and make adjustments before OEP, check out our blog: 10 Tips for Working Remotely Amid COVID-19 Pandemic.

3. Use Automated Workflow for tasks & communication

Part of your job as an agent or advisor (arguably, the biggest part) is to maintain positive relationships with your clients and prospects, and we know that not all conversations or tasks can be automated. There will always be times you need to call them or schedule meetings. However, there is a lot that can and should be automated.

For example, set up 3 emails to send to clients or prospects before OEP begins. 

90-120 days out: send an email to your clients letting them know OEP is approaching and that you’d love to set up a time to chat with them about their policy/policies. You can use the same approach at 60 days and 30 days (or whatever timeline your agency decides on), altering the message for more urgency. You can also set up tasks to be automatically assigned to you or other agents to be sure phone calls or meetings are being scheduled as well.

You can accomplish all of this with AgencyBloc’s Automated Workflow. An added bonus of using an AMS with these capabilities is that you can attach documents and notes to tasks and emails, so you always have everything in one place.

AEP Client Communication

AgencyBloc Automated Workflow

There are countless ways to use automation in your agency, but creating efficiencies within tasks and communication is a great place to start.

Get Started!

These are 3 areas to consider setting up or revising at your agency before Open Enrollment season begins, but there are certainly more we could add to this list.

To learn more ways to prepare for OEP, check out our brief guide: 6 Ways to Ease Your Workload This Open Enrollment Season.

[Brief Guide] 6 Ways to Ease Your Workload This Open Enrollment Season

In this eBook, we'll briefly describe 6 areas where insurance agencies are creating efficiencies for themselves in anticipation of Open Enrollment season.

Read Now

This blog was originally published on 8/21/2019. It has been updated and republished as of 8/18/2020.

Kelsey Rosauer

By Kelsey Rosauer on August 18, 2020 in Technology

Kelsey is the Brand Manager at AgencyBloc. She plans and creates educational resources to help insurance agencies organize, automate & grow their business. 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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