The Annual Enrollment Period (AEP) is a busy time for insurance agents! It’s essential to think strategically about your day-to-day game plan. You don’t want to hit the ground running and then quickly burn out due to overworking yourself. Let’s review a few strategies and suggestions for effectively prioritizing during your busy season.
Strategize!
Make Your Game Plan:
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You’ll want to start thinking about AEP long before AEP actually starts on October 15. Evaluate how you can best connect with clients by doing some research on your market. There are many marketing methods you can use to reach clients and potential clients. You can leverage social media, email, mailing campaigns, and more!
Set measurable goals for your AEP season, and work towards them. It can be helpful to have a few milestones along the way to help you keep motivated throughout the season.
Effective Client Communication:
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What do clients need to know during AEP? What’s most important and not just more fluff in their email? Think about this when planning your client outreach. Provide them with relevant and timely updates, send out a communication around the start of the season to remind clients that you are ready and available to help guide them.
Think about what wouldn’t be effective to communicate during AEP… You don’t want to talk about the wrong things during the wrong time.
Leverage Technology
Have you ever heard the saying “time is money”? This is incredibly true for insurance agents.
Leverage the technology and tools around you to help streamline and optimize your workflow. Spend more time with your clients instead of spending it in the weeds of communication and quotes.
Automate Client Communications:
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This enables you to stay on top of it when things get busy. Email platforms allow you to craft email campaigns that can be sent in sequence with other events, such as client onboarding or important reminders. Mailchimp or HubSpot are great options for this.
There are templates that you can easily customize for the client while still sending out a consistent message. Fidelis agents have access to our Agent Marketing Hub, which features professional and compliant templates that you can send to your clients.
Utilize a Client Relationship Management Tool (CRM):
- Let technology do the heavy lifting. A CRM can help organize leads, analyze data and formulate insightful reports, and so much more. At Fidelis, our agents have access to IntegrityCONNECT, an all-in-one platform built for your success. Reach out to your local Fidelis team to learn more about this resource!
Preparing Events
Hosting and attending events is a key part of being an insurance agent. Make sure to properly prepare beforehand! You don’t want to show up with out-of-date or non-compliant carrier materials. Make a great impression at events by having relevant resources and eye-catching materials.
Speak With Carriers For Updates & Resources:
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When preparing for an event, consider what attendees will want to know. What’s the purpose of this event? If it’s a carrier event, speak with the respective carrier representative to ensure you have the most up-to-date materials and information before sharing them with clients. Things can change, making it imperative that agents stay up to date on the latest plan changes and updates.
Event Tables:
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Stand out at events with a great table that attendees will want to stop at. Come prepared with small but useful swag items. To further elevate this, consider featuring your brand on the items. Something as simple as your name on a pen can help keep your name and business top of mind for clients.
Include a spread of relevant materials and communications to distribute at the event. Ensure they are compliant, though! Your FMO can be a great resource for compliance and event materials. Reach out to your local Fidelis team to learn about the support offered!
Time Management
As an insurance agent, you don’t have a set schedule or someone to tell you exactly what to do and when to do it. You must be aware of what’s going on and the potential next steps in all aspects. It can be a lot to try and keep track of! Try not to look at AEP as one large to-do. Take it one day at a time and be prepared to adapt to changes or client needs.
Make Daily Schedules:
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No, you don’t need to become a total planner guru. However, you can take a few minutes each day to prepare a schedule that helps guide your busy days. This can be done the night before or in the morning prior to the day beginning. Break your day up into chunks; it can be easier to stay focused if you give yourself small breaks in between tasks.
Having a schedule to adhere to helps you remember the day’s priorities, but be willing to adjust, as you never know if things will need to shift.
Where Do Your Clients Need You Most?:
- Think of your client’s needs during AEP… Is this the time when clients want to make appointments with you? Should you be blocking off time to make reminder phone calls? Consider where you are most needed and ensure time is built into the day to best serve your clients. Put your time where it’s most valuable.
Take Care Of Yourself!
You Can’t Pour Into An Empty Cup: It can be extremely difficult to give your clients the time and attention that they deserve if you aren’t also taking care of yourself. Be aware of how your body reacts to burnout and what you can do to maintain a steady workflow without getting overwhelmed.
Rest & Recharge:
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Try to get those important 8 hours each night! They matter and can negatively impact your daily life if you’re not getting enough. Take time to rest without making phone calls or checking your email. It can be hard, especially when you know you have unread messages.
However, you need time for yourself to best serve your clients each and every day. Besides getting enough sleep, make time for things that fill your cup! Such as getting outside, time with family and friends, or just enjoying a personal hobby.
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There are a lot of things to remember and keep organized during AEP season. This guide can help you remember what’s important and how to run your business most efficiently during the busiest time of the year for insurance agents. Use your tools, resources, and support system to stay on track and best serve your clients. Good luck, and know that you are not alone in this! Reach out to your local Fidelis team to learn all the ways you can be supported.