How Each Insurance Agency Department Uses an AMS
An agency management system, or AMS, is a SaaS (software as a service) technology that insurance agencies use to organize their book of business and more effectively run their operations.
Often, an AMS is built for a specific niche market within the insurance industry. AgencyBloc, the #1 Agency Recommended management system, is made specifically for the health and life insurance industry.
This blog will discuss how each department in your agency can use an AMS to streamline their work. Whether it’s sales, commissions, management, customer service, etc., an AMS can help make your initiatives more effective.
We’ll discuss the following positions. You can click the link to jump straight to a specific position, too.
Want to jump right to your position? Use the links below to navigate:
AMS Tools for the C-Suite
As the CEO, CTO, CFO, etc., it’s important to have a pulse on the health and well-being of your insurance agency. Visual representation, like a dashboard, is a great place to start.
Dashboard Analytics from AgencyBloc
A dashboard feature, like Dashboard Analytics from AgencyBloc, gives you a high-level view of what’s happening in your business, trends that are occurring, and the direction your business is heading. Use these indications to know where to dive deeper and what data you need to pull to make more informed decisions.
Use the data to make decisions about:
- Future staffing
- Product offerings
- Business verticals
- Geographic locations
- How to set goals
“AgencyBloc has helped us build our business. It's the perfect tool for benefits professionals.” —Dominic S., Benefit Profiles Inc.
“I wish we would have switched to AgencyBloc sooner because the system is such a good match for our agency. It does exactly what we hoped it would do, and I wish we’d have found it earlier.” —Amy L., Altura Benefits
With a dashboard feature, you can drill down into information like:
- The breakdown of all the groups or individuals in your agency
- The number of in-force policies
- New policies vs. old
- Adds vs. terms/drops
- Incoming commissions vs. paid commissions
- The efficacy of sales initiatives
- The performance of lead sources
If you’re unsure where to start or which graphs and charts you should monitor, check out our blog, The 5 Key Performance Indicators Life & Health Agencies Must Be Tracking.
AMS Tools for the Commissions Manager/Staff
It’s no secret that commissions processing can be difficult, time-consuming, and frustrating. But it doesn’t have to be.
Running commissions in a generic CRM or via spreadsheets can present many problems, including:
- Human error
- Extensive time commitment
- Missed commission payments
For a thriving health and life insurance business, it’s crucial to have a system that can efficiently process commissions. Agencies who’ve moved to AgencyBloc have spent 75% less time processing commissions than they did previously with other systems, and they’ve uncovered thousands of dollars in missing compensation.
“We've been able to cut our time processing commissions by 75%, saved nearly $33,000 every year in employee time, and have gained 90 hours back every month. Switching to AgencyBloc was the best decision I made as a commissions manager.” —Leslye G., JTS Financial
“We have been able to recover over $69,000 in missing compensation with AgencyBloc.” —Becca D., United Producers Group
When it comes to commissions, every dollar counts. An AMS, like AgencyBloc, gives you the tools to keep tabs on what’s coming in vs. what you expected, how that’s being paid out, to whom, and when. It gives you peace of mind that you and your agents are being paid appropriately.
Plus, with AgencyBloc’s proprietary mapping solution and import tool, uploading your commissions from carriers can be streamlined to save you time and money. Learn more about using AgencyBloc to process your commissions in our infographic, The 6 Steps to Processing Commissions.
AMS Tools for the Office Manager/Administrative Assistant
As part of the admin staff, your job is to help keep operations organized and customer service running smoothly.
You will likely want access to task management and assignment tools, client profiles, and calendars and workloads to start. You might also need access to reporting capabilities to help pull the reports your team needs and workflow automation to create efficiencies for every department.
When it comes to customer service, access to client files and notes is critical. In AgencyBloc, you can quickly run a global search of all records to locate who the person is, which agent they’re associated with, their policy information, and how you can best help them.
Individual Summary View in AgencyBloc
But that’s not all.
Using the Activities list on your AgencyBloc Dashboard and the Activities Calendar feature, you can see at a glance what agents are working on, how full their day is, and if it’s realistic to get in touch at that moment.
If the client is calling in to update information, you can easily navigate to their notes on file, update the data, and pin it so the agent of record can see it the next time. You can also make a new permanent Activity to log the conversation for future reference.
Beyond manual task assignment, you can build workflow automation that benefits your whole company. Using Automated Workflow in AgencyBloc, you can create workflows that are easy to follow, trigger on their own, and keep your whole team on track to build retention, increase conversion, and reach your higher-level goals.
“AgencyBloc is such a time saver for me. No paper files to search through. I just click some button, and all my information is there. I can not imagine trying to do my job without this system.” —Jeri R., Intermountain Agency, Inc.
“AgencyBloc does everything we need it to. We have 6 people in our office using a different primary function, but we can all build on the same task(s) in AgencyBloc. It has really helped our team's cohesion in regards to getting and staying organized.” —Marci D., Pellegrini & Associates
AMS Tools for the Sales Manager
As a sales manager, your position is vital to the success and the future of the business. So, you must have a way to thoroughly manage and monitor the sales initiatives and efforts of your team.
An AMS with sales management capabilities can give you the tools you need to ensure your efforts are both efficient and effective. With AgencyBloc’s Sales Pipeline, you can supervise your sales process, track your sales cycle, forecast revenue, and monitor the trends happening.
Sales Pipeline in AgencyBloc
AgencyBloc’s comprehensive lead and sales management tools can help you create a successful process to take a lead from interested to invested by giving you access to:
- Integrated website lead forms — once your lead fills out the lead form, their information is instantly populated in AgencyBloc
- Lead-specific integrations — leverage AgencyBloc’s existing lead vendor integrations or the open API to bring newly purchased leads to your book of business
- Sales-specific workflow automation — use AgencyBloc’s Automated Workflow to build lead, opportunity, and client-specific workflows that keep agents on task
- Real-time sales analytics — AgencyBloc’s Sales Dashboard gives you key insights into your leads and helps you monitor the efficacy of your sales efforts
- Thorough documentation — once an opportunity converts into a client, link your policy, individual/group, and opportunity records together for a detailed record of conversations, interactions, and sales you can use in the future
“Thanks to AgencyBloc, our office has been able to focus our efforts on selling more policies and spending more time interacting with our clients. Our sales are up 11% in the last year. Moving to AgencyBloc upgraded our ability to interact with our clients, our mental health, and our workflow.” —Melany P., The Integrity Group
“AgencyBloc is amazing, simple to use, user friendly, and has impeccable staff. They are always looking for new ways to improve and truly listen to their clients. They recently launched a sales pipeline feature that has truly changed the game for a one-stop-shop for all things CRM and insurance management!” —Trudy P., Diversified Life Solutions Brokers Ltd.
Beyond sales management, you can also use AgencyBloc to manage your agents, workloads, and production to give you insight into how you can help your agents grow and reach their goals.
AMS Tools for the Sales Agent
Your goal is to efficiently manage your book of business, boost retention, and increase your conversions. An AMS can be a huge help in all of this.
“AgencyBloc has helped our agents to be more efficient and effective with our business and with our clients.” —Shirley V., Advantage Insurance Benefits
“AgencyBloc allows our agents to operate much more efficiently now that they have access to their data and they can access it from their phones!” —Jason F., Sams/Hockaday
For management, using notes, activities, and attachments can give you insight into each contact within your book of business. These are your detailed historical records of conversations, interactions, sales, choices, etc. Not only do they help you stay current with your contact communications, but they can also assist with E&O.
Activities in AgencyBloc cannot be deleted or altered, so they’re a factual record of what you’ve discussed with the contact, what they’ve chosen, and how you’ve proceeded. You can use these to help protect yourself should E&O claims arise.
Client Service & Retention
When it comes to maintaining your book of business, client retention and customer service are key. However, when you’re busy, it’s easy to let both of these fall to the wayside in the pursuit of new sales.
To help, use a system that prompts you to reach out (or even does it for you!). Building out workflow automation, like Automated Workflow in AgencyBloc, gives you those crucial touchpoints you must have throughout the year. These can include:
- Client anniversary
- Client birthday
- Client half birthday
- 3-months into policy
- 6-months into policy
You can also streamline the renewal season as Automated Workflow sends triggered tasks and emails to you and emails to your clients. It simplifies the process and can help you stay in touch even when you’re swamped.
Another feature you’ll want is cloud-based access. Having a cloud-based system means you can securely access your book from any location at any time from any device. This means you can easily service your clients even on the go, which makes them happier and more likely to stay.
Grow Your Business
Lastly, let’s talk about growth. For many agencies, the goal is to grow, and an AMS can help facilitate that. Growth can include two distinct groups:
To make your growth more achievable, it’s essential to have software that gives you tools to manage your sales. Whether you’re bringing in new business or growing existing business, you want to be able to track your efforts, monitor your sales process, and have a view of what’s happening.
AgencyBloc’s Sales Pipeline uses a Kanban-style board (like Trello) that visually shows how many contacts are in your pipeline, what stage they’re in, how fresh/stale they are, the likelihood of converting them, and what the goal close date is.
Every agent has a sales process. The Sales Pipeline gives you the tools to visually create yours to know how it’s working, where you’re thriving, and how you can improve for the future.
Is AgencyBloc for you?
Finding the right software fit for your agency can mean the difference between thriving and just surviving. AgencyBloc is built specifically for the life and health insurance industry to help you secure and grow your business with an industry-specific CRM, commissions processing, lead and sale management, and integrated business and marketing automation. We’ve helped thousands of agencies reach their goals, whether it’s growth, organization, efficiency, etc.
“AgencyBloc is the best software decision this company has ever made.” —Jennette T., Health Insurance Store, Inc.
“My bottom line is really that I wholeheartedly recommend this system.” —Morten S., InsMed Insurance Agency
If you’re curious about learning more, the best way is to see it live. Sign up for a 1-on-1 demo with us. We’ll go through how AgencyBloc could work for your specific needs and your agency’s departments.
See AgencyBloc in Action
Schedule your personalized 1-on-1 live demo with one of our industry experts to see how AgencyBloc can help organize, automate, and grow your agency today.
This blog was originally published on October 22, 2019, and updated on May 20, 2021.