5 steps for selecting an agency management system
DESCRIPTION
The capabilities of today's systems mean it should be an active part of your office's core operations. It's a tool that has the capacity to improve client service, provide a better understanding of your agency's functions and ultimately, allow you to earn more money. If you choose the right one, your management system can transform the way you do everything from generate reports to track carriers to paying commissions.TRANSCRIPT
5 Steps for Selecting an
Agency Management
System
What is an Agency Management System?
Track your leads, monitor your sales
What is an Agency Management System?
Track your leads, monitor your sales
Manage your clients, policies, and agents
What is an Agency Management System?
Track your leads, monitor your sales
Manage your clients, policies, and agents
Process your commissions
What is an Agency Management System?
Track your leads, monitor your sales
Manage your clients, policies, and agents
Process your commissions
Simplify your job - leaving you free to do what you do best - sell!
After this presentation you will understand:
1. The difference between web-based and client-based systems.
2. Your training and support needs.
3. Cost and contract options.
4. The selection process.
5. Managing change in your organization.
After this presentation you will understand:
1. The difference between web-based and client-based systems.
2. Your training and support needs.
3. Cost and contract options.
4. The selection process.
5. Managing change in your organization.
Let’s get started!
Step 1: Learn the difference between web-
based and client-based systems.
Client-Based
○ Ready out of the box
○ One-size-fits-all
○ Inexpensive to purchase
○ Possible hidden costs:
○ Training & support
○ Customization
○ Set-up
○ Management
Step 1: Learn the difference between web-
based and client-based systems.
Client-Based
○ Ready out of the box
○ One-size-fits-all
○ Inexpensive to purchase
○ Possible hidden costs:
○ Training & support
○ Customization
○ Set-up
○ Management
Gartner Inc. found that up to 80%
of the cost of deploying and
maintaining client-based
applications is not due to the initial
purchase, but to costs related to
hardware and software
administration.
Step 1: Learn the difference between web-
based and client-based systems.
Web-Based
○ All you need is a web
browser
○ Customizable
○ Access to training & support
○ Automatic updates
○ You won’t be left on your
own to “figure it out”
Step 1: Learn the difference between web-
based and client-based systems.
Web-Based
○ All you need is a web
browser
○ Customizable
○ Access to training & support
○ Automatic updates
○ You won’t be left on your
own to “figure it out”
Step 2: Your training and support needs.
Step 2: Your training and support needs.
During the buying process, ask vendors….
Step 2: Your training and support needs.
During the buying process, ask vendors….
Do you offer immediate, on-the-phone support?
Step 2: Your training and support needs.
During the buying process, ask vendors….
Do you offer immediate, on-the-phone support?
Do you offer access to online help documents?
Step 2: Your training and support needs.
During the buying process, ask vendors….
Do you offer immediate, on-the-phone support?
Do you offer access to online help documents?
Will I have a specified account manager to contact with support needs?
Step 2: Your training and support needs.
Don’t forget about the initial training…
Step 2: Your training and support needs.
Don’t forget about the initial training…
Do you offer in-person training or webinars for the initial set-up and
education?
Step 2: Your training and support needs.
Don’t forget about the initial training…
Do you offer in-person training or webinars for the initial set-up and
education?
How many training sessions do I get?
Step 2: Your training and support needs.
Don’t forget about the initial training…
Do you offer in-person training or webinars for the initial set-up and
education?
How many training sessions do I get?
Is there a cost associated with training?
Step 2: Your training and support needs.
And on-going training…
Step 2: Your training and support needs.
And on-going training…
Will you train my new employees?
Step 2: Your training and support needs.
And on-going training…
Will you train my new employees?
Do you offer training for new features?
Step 3: What’s Your Budget?
Step 3: What’s Your Budget?
Although it's good to have a ballpark figure, when purchasing software you
should go in with an open mind and learn about your options before sticking
hard and fast to a budget.
Step 3: What’s Your Budget?
Although it's good to have a ballpark figure, when purchasing software you
should go in with an open mind and learn about your options before sticking
hard and fast to a budget.
35% of organizations
had a pre-defined
budget when shopping
for software.*
*Capterra, “Business Software Buying Trends 2013” January 2013
Step 3: What’s Your Budget?
Ask about a la carte options and customization features.
Email integration
Document storage
Reporting options
Commissions processing
API options
Step 3: What’s Your Budget?
Understand all additional fees and pricing options.
Setup and training fees
Ask about any hidden fees upfront
Contract vs month-to-month pricing
What does each user level cost?
Step 3: What’s Your Budget?
Don’t buy something you don’t need.
You’ll find that many agency management systems have a feature for
everything you can think of, but do you need all of those features?
Step 3: What’s Your Budget?
Don’t buy something you don’t need.
You’ll find that many agency management systems have a feature for
everything you can think of, but do you need all of those features?
Paying for features that you don’t need can add a lot of costs. Make sure your
team is using all of the extra features you purchase. If they’re not – stop
paying for them!
Step 4: Make a Decision
When choosing an agency management system, you’re choosing an
incredibly important part of your business…
Step 4: Make a Decision
When choosing an agency management system, you’re choosing an
incredibly important part of your business…
…and including your sales and support staff in the decision is crucial to
successfully implementing the software.
Step 4: Make a Decision
Ask your staff to:
○ Create a “must-have” list
○ Create a “wish list”
Step 4: Make a Decision
Ask your staff to:
○ Create a “must-have” list
○ Create a “wish list”
Wish lists will help you to break ties between providers that have
everything you require.
Step 4: Make a Decision
Ask vendors if you can talk to some of their clients who are similar to you or
find peers who have made similar software purchases.
Step 4: Make a Decision
Ask vendors if you can talk to some of their clients who are similar to you or
find peers who have made similar software purchases.
A study by Capterra found that
71% of software buyers turned to
their colleagues and peers for
recommendations during the
purchase process.
Step 5: Managing Change
Step 5: Managing Change
There are four ways to positively impact how a new agency management
system is received by your employees:
Step 5: Managing Change
There are four ways to positively impact how a new agency management
system is received by your employees:
1. Involve staff in the decision making process.
Step 5: Managing Change
There are four ways to positively impact how a new agency management
system is received by your employees:
1. Involve staff in the decision making process.
2. Communicate the importance and value of the new system.
Step 5: Managing Change
There are four ways to positively impact how a new agency management
system is received by your employees:
1. Involve staff in the decision making process.
2. Communicate the importance and value of the new system.
3. Provide adequate training and support.
Step 5: Managing Change
There are four ways to positively impact how a new agency management
system is received by your employees:
1. Involve staff in the decision making process.
2. Communicate the importance and value of the new system.
3. Provide adequate training and support
4. Ensure consistency in the way the system is used.
5 Steps to Selecting an Agency
Management System
1. Learn the difference between web-based and client-based systems.
2. Consider your training and support needs.
3. Understand cost and contract options.
4. Compare and select an agency management system.
5. Manage change in your organization.
