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 honestly 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.

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

Those 3 things are:

  1. Create a lead form for your website
  2. Go mobile
  3. Use Automated Workflow for tasks & communication

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

1. Create a lead form for your website

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.” 

Hubspot also points out that the majority of those searchers go visit the storefront in the same day as their search. 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 have a lead form if you can’t follow up ASAP. That might sound dramatic, but it’s the reality today. 

So, how are agents following up within minutes? They use integrated lead forms and automation.

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

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

AgencyBloc Lead Form Builder

AgencyBloc Lead Form Builder

Now for the follow up. Like I said, the lead will appear on your dashboard upon submission, but you can do more. You can set up automation that sends an email from you to the new lead letting them know you received their information and that you’ll follow up shortly. Then, you’ll also want to set up an automated task that will be created for you upon submission so that you really do follow up immediately.

You can even send yourself an email upon lead form submission if that’s the best way for you to remember to reach out right away. With AgencyBloc, you can set up the automation however it works best for your agency.

2. Go mobile

Being mobile is important for numerous reasons year-round, but it’s especially important during OE season because of the nature of your business at that time. 

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 so you can keep the ball rolling.

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

AgencyBloc Desktop

AgencyBloc Dashboard Analytics on Desktop

AgencyBloc Mobile

AgencyBloc Dashboard Analytics on Mobile

In order for you to be up and running in a mobile AMS or CRM by OE season, you’d want to get going sooner rather than later. And that means...data migration!

To learn more about the data migration process (it doesn’t have to be daunting!), check out our eBook: The Insurance Agency's Brief Guide to Data Migration.

3. Use Automated Workflow for tasks & communication

Part of your job as an agent/advisor (arguably, the biggest part) is to maintain personal relationships with your clients and prospects. We know that not all conversations or tasks can be automated. You still need to call them up to chat sometimes or schedule some in-person meetings. However, there is a lot that can and should be automated.

Many agencies set up automation in preparation for OEP/AEP. For example, you could set up 3 emails to send out before OEP and AEP begin, respectively. Every agency has its own timeline they prefer, but you could start with the 90/60/30 day rule if you’re unsure of where to start.

Ninety days out, send an email to your clients letting them know OEP/AEP 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, altering the message for more urgency. You can also set it up so tasks are being automatically assigned to you during this time to be sure you’re following up in person too.

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 regular communication like this example of renewals with current clients is a good place to start before open enrollment season.

Get Started!

These are 3 areas to get started with creating efficiencies in your agency before open enrollment begins in the hopes that your OE season can run a little smoother this year.

To learn more about setting yourself up for success this OE season, 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 9/21/2017. It has been updated and republished as of 8/21/2019.

Kelsey Rosauer

By Kelsey Rosauer on August 21, 2019 in Technology

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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