Monthly Archives: May 2017

Financial Advisors – Get The Support You Deserve!

I hear from many financial advisors that they need to hire support in order to outsource some of their tasks so they can focus more on their clients and prospective clients but they don’t want to hire a full-time support staff. In other words, they are realizing they only have so many hours in the day and to truly grow a business – you need more than one hand on deck. However, you don’t need to spend tons of money on office space, office equipment and trying to keep someone busy when there isn’t enough work. This is where a virtual assistant fits in perfectly.

Once a financial advisor makes the decision to hire a virtual assistant they are next faced with the dilemma of what to outsource. I’ve compiled a list of things that a financial advisor could outsource to an assistant.

NOTE: When hiring a virtual assistant please check with compliance to make sure that the tasks you have your virtual assistant doing are compliant with your regulatory board. Some companies do have different compliance measures to follow and you want to make sure that when you are hiring a virtual assistant that you are doing so within the confines of that compliance.

Tasks an experienced and professional virtual assistant in the financial services industry could do.

*Process paper work. So much is electronic now and you may need someone to chase the paperwork and make sure it gets to the proper channels. Having an assistant do this could save you a lot of time.

*Client follow ups and/or working with clients regarding paperwork questions. Sometime clients call in for something super simple and your assistant can help with those calls.

*Schedule annual reviews with clients. This is something that must be done but as your company grows it would be nice to have someone else in charge of keeping track of who needs to be seen for an annual review.

*Schedule appointments with leads and referrals. You paid for leads or clients are giving you referrals. These need to be called immediately – don’t sit on potential income. Have your assistant call these people to schedule a meeting.

*Write and mail thank you cards and birthday cards. These take time and are easily outsourced.

*Event planning – plan and organize Lunch & Learns, Golf Outings, Clam Bakes, etc. You have good intentions of doing some client appreciation events or lead generating events but just don’t have the time. Outsource this to your virtual assistant.

*Maintain websites, social media and other digital and print marketing efforts.

*Database management. Your assistant can keep your database organized and easy to use.

*Order promotional items. You need pens, water bottles, beach towels, flip-flops, coolers, etc. You name it – your assistant can put your logo on it.

*Personal tasks. You may want your assistant to order flowers, schedule hair appointments, purchase gift cards, etc.

*Expense reports. Have your assistant keep track of money going out and money coming in. You can’t run a successful business without knowing where your money is going and where it’s coming from.

I’m sure you may be able to think of other things you just aren’t finding time to do. Whatever it is – hire an assistant. And if you need help hiring the perfect assistant … I just might know one or two.

Danae Branson is the founder of Elite Scheduling Services. She provides scheduling and virtual assistant services to wholesalers, financial advisors and other professionals in the financial industry. You can learn more about her and her services at http://www.eliteschedulingservices.com.
 

WHOLESALERS: Choosing the Perfect Scheduling Assistant

If you are an external wholesaler/regional vice president you are aware of how difficult it can be to schedule your appointments, go to those appointments, manage your territory, manage existing clients, prospect for new clients, offer customer service and the list goes on and on. Many wholesalers have an internal that they can rely on for assistance in growing the sales in their territory but many times the internal and wholesaler are both so busy selling and managing clients that they don’t always have a lot of time for appointment setting.

Most people in the investment industry that have ever worked as an external or internal wholesaler know the value of a scheduling assistant/appointment setter. Some companies offer this service in-house and other companies are contracted with a third party appointment setting firm or they allow their wholesaler to contract with an appointment setter. No matter the option that is available to you – you want to make sure that your scheduling assistant is a great fit. The scheduling assistant can be instrumental in the success of your territory and will not only offer appointment setting services they act as a relationship builder and are available to help grow your territory in other ways.

If you have decided that it’s time to work with a scheduling assistant its key to know how to choose the scheduler that will be the best fit for you.

*Scheduling experience. In order for you to hand over your scheduling you really should choose someone with scheduling experience in the financial industry. This will allow you and your scheduler to hit the ground running and avoid wasting time on training someone on the ins and outs of financial scheduling. The scheduler will already know how scheduling works in your industry, who to talk to, how to manage a territory, best follow up practices, how to get through gatekeepers, etc.

*Territory experience. Depending on the size and location of your territory, territory experience can be what makes or breaks your relationship with your scheduler. Make sure the person you hire is familiar with your geographic region – as you know scheduling in New York City is very different than scheduling in Des Moines, Iowa. You want to make sure your scheduler is able to be as productive as possible in the time they have to schedule appointments for you. You don’t want them constantly looking at maps, or sending you all over the place. An experienced territory manager is also familiar with traffic patterns in their region which aides in the strategic placement of the appointments.

*Personality. Every wholesaler has a different personality therefore every scheduler has a different personality. You want to work with someone that you get along with and that you can build a long-term business relationship with. You are hiring the person in charge of getting you in front of candidates that have the potential to do a lot of business with you. You also want to be aware of the personality of the advisors in your region – it may be beneficial to you to work with an appointment setter who is actually from your region as well.

*Great referrals. Don’t be afraid to ask for referrals. Just because a scheduler has experience and a great personality doesn’t mean they are a great scheduler. Ask to speak with current or former wholesalers that have used their service in the past. You want to make sure you are hiring a go-getter, someone self-motivated and passionate about helping you achieve your goals. You also want to hire someone with a successful track record of scheduling appointments.

*Availability. Make sure you are clear on the time and expectations you have for your scheduler. You want to be one hundred percent sure that they are available to give you the time and attention you require. Wholesalers want different things and you don’t want to hire a scheduler only to find out that you needed 10 hours per week and she only had 5 hours to give.

*Computer knowledge. There are varying calendar systems, CRMs and other computer software and programs that you and your company may use. It’s very helpful to make sure that the candidate you are interviewing has enough computer knowledge to work in the systems you work with. You might be surprised at how many scheduling assistants out there aren’t familiar with a CRM.

At the end of the day you want to be sure that you’ve hired a qualified, professional scheduling assistant who isn’t afraid to take control and get you in front of quality advisors. Your scheduling assistant is an extension of your team. Those teams that communicate and work toward a goal almost always succeed.

If, of course, you are ready to hire a scheduling assistant but don’t want to spend time finding the perfect fit you can always work with a scheduling firm that will match you with a great fit. My clients love that I can get them a great scheduling assistant and within a day or two have them up and running setting appointments. It’s time to make life easier – let someone else make those calls and you keep doing what you do best, sell!

Danae Branson is the founder of Elite Scheduling Services. She provides scheduling and virtual assistant services to wholesalers, financial advisors and other professionals in the financial industry. You can learn more about her services at http://www.eliteschedulingservices.com.