How are you keeping track of your clients? As an insurance agent, your book of business can grow exponentially year by year. Since you have so many people to track, it is common for at least one person to slip through the cracks. This situation can lead to bad business practices and, in worst-case scenarios, your client switching plans over to a new agent. How can agents take the initiative to avoid losing clients? Today, we will cover best practices when dealing with client data.
Friends or Just Numbers?
Are your clients just numbers? Your clients should be considered more than a book of business. You can build friendships and interpersonal relationships when you take your clientele to more than an acquaintance level. You like to make sure your friends are taken care of. You also check in on friends every so often, even if it is every other month. When you create a friendship with your client, you form a bond and a solid way to remember to check in on them.
Check-In on Your Clients
How often are you checking in on your clients? Smart business practices say to check in on your client using the 30-60-90 day program. This program helps you with new clients. Your first check-in should be 30 days after writing a new policy. On this call, you ensure everything in your client’s plan works properly. The next check-in is on day 60 to follow up and see if they are still happy. On the 90th day, you ask if they have noticed any changes that might concern them. By using this method, you leave little room for error. It also allows you to discuss a new plan add-on that can benefit your client’s needs.
Holiday Calls and Text Messages
Do you wish your clients a happy birthday? Doing so is often a simple way to check in on your client once a year. A simple phone call will make their day and give them the feeling of being noticed. You can also check in during special holidays such as Memorial Day, Veterans Day, Thanksgiving, and Christmas.
UpdatedĀ Clients Info
Sometimes, your clients can switch their information. It might be their address, phone number, or email. It is critical to keep in touch about these changes and update your book of business when these changes occur.
Utilize a CRM System
Using a Customer Relationship Management (CRM) system tailored for insurance professionals is one of the most effective ways to ensure clients do not slip through the cracks. These platforms help organize your client database, automate follow-ups, and track policy renewals, making it easier to provide consistent and proactive service. CRM systems like AgencyBloc and Zoho CRM are specifically designed for insurance agencies, offering tools to segment your audience, send timely reminders, and maintain a history of interactions. This technique improves client retention and boosts your ability to cross-sell and upsell based on clients’ changing needs.
Leverage Automated Communication Tools
In addition to CRM, automated communication platforms like Insureio allow you to send pre-scheduled emails or texts for policy anniversaries, birthdays, or general check-ins. These tools enable a more personal connection at scale, ensuring no one is forgottenāeven during your busiest seasons. A well-timed message can remind a client of your value and show that you consistently think of their best interests.
Ongoing Education and Resources
Sharing helpful information also helps solidify your role as a trusted advisor. Consider sending monthly newsletters or curated content through tools like Mailchimp that address policy updates, market changes, or coverage tips. Providing ongoing value keeps clients engaged and reinforces their decision to work with you over the long term.
Feedback
Finally, ask for feedback. Communicating is vital, and if you are doing something wrong, you do not want to continue doing it. Ask your clients how you can be better and make adjustments when able.
Agents
We hope that this information on keeping your clients happy is useful to you.
Empower Brokerage is dedicated to helping you make informed decisions about your health and finances. Whether itās through webinar training, one-on-one calls, seminars, or marketing plans, we want you to be successful!
Give us a call at 888-539-1633 or leave a comment below if you have any questions.
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This article was updated on 4/10/2025.
