Boosting Practice Efficiencies with Xplan's Scheduler Function
As financial advisers, finding extra time in the day is a worthwhile exercise. So when you can find ways to streamline your workflow, the additional minutes are invaluable. One essential tool that can help you achieve this is Xplan's Scheduler function.
This article will delve into the power of Xplan's Scheduler and how it can dramatically improve your practice efficiencies.
Understanding Xplan's Scheduler: Your Time Management Tool
The Scheduler function in Xplan is a powerful tool that allows you to create a range of schedules that will enhance team productivity and work towards mitigating compliance risk.
But what are 'schedules'?
Schedules are a time management feature of Xplan that enables you to organise and schedule tasks in the many facets of advice delivery and managing clients, streamline the appointment booking process, and prepare for events efficiently.
You can even use the Scheduler function to start a Thread within Xplan. Xplan's Scheduler reminds you of upcoming tasks and appointments with real-time notifications. These gentle nudges help you stay organised and focused, allowing you to manage your workload efficiently and stay on top of any bottlenecks in your practice.
Automation: Save Time and Increase Productivity
There are many aspects of running an advice business and delivering advice that are repetitive and can potentially slip through the cracks. These tasks might fall into the compliance bucket and need to be carried out within specific deadlines, or they could also be key client engagement activities that would benefit the business to implement.
Some of the typical schedules that you may like to implement in your Xplan system include:
Birthday emails: send automated emails to your clients on their birthday via a birthday email template - a great way to show you value them as a client and stay front of mind.
Upcoming reviews: create a monthly list of forthcoming reviews to prepare on time. You now have complete oversight of which clients are due for annual reviews and can begin preparing the appropriate research and reports.
Automated appointment scheduling: allow your clients to view your availability and book appointments online. Integrating Xplan's Scheduler with your calendar application, such as Google Calendar or Outlook, can significantly enhance productivity. This feature saves time and eliminates scheduling conflicts, ensuring smooth client interactions.
Trigger a review thread: You can also create an automation for a review thread to start, which would:
Contact the client to book a meeting via your calendar
Prompt your team to prepare review reports
Send a review pack to the client before the meeting
Data integrity checks: check that your client data in Xplan is complete on a regular basis and implement a task to rectify it by seeking data from your client
Some tips to get the most out of Scheduler
To use Scheduler effectively, we have a couple of tricks for you to be aware of.
Ensure you set up advanced searches, threads, email, or SMS templates before setting up Scheduler. Then add the steps in the exact order they are to be executed. When you add the steps in the correct order, Scheduler will run exactly as expected with no hiccups.
Xplan's Scheduler is a game-changer for financial advisers looking to maximise their practice efficiencies. You can elevate productivity and provide exceptional client service by effectively managing tasks, automating appointments, and staying organised.
Next steps
To harness the full potential of Xplan's Scheduler, consider the following tips:
Tailor the Scheduler settings to match your specific preferences and requirements.
Make it a habit to review and update your Scheduler tasks regularly to ensure nothing is broken or falling through the cracks.
Familiarise yourself with other valuable features in Xplan that complement the Scheduler function, such as reporting and client management tools.
The team at Enzumo is happy to help set up advanced searches, reports, and templates for you to use Scheduler in improving efficiencies and automating processes, please contact us to learn more.