How to supercharge efficiency with Workflows

Keeping track of tasks, client interactions, and paperwork can be a challenge for any advice practice. Luckily, Xplan Workflows offer a structured, automated approach to transform how your team handles these essential activities, helping you stay on top of client commitments and deliver a seamless experience in every interaction.

Why use Workflows?

Workflows organise a series of tasks for each client engagement in a thread, removing the need for manual tracking and helping your team work smarter. Here’s how workflows add value:

1. Eliminate the guesswork: Every task is pre-planned and clearly assigned, meaning no more trying to remember what needs to be done or where a client is in their journey. Workflows act as a guide, reducing the risk of missed steps or incomplete actions. They ensure your team has everything they need to deliver a consistent client experience.
2. Automate client communications: Imagine sending confirmation emails or SMS reminders automatically, with zero manual effort. Xplan workflows allow you to do just that. Schedule and automate your client communications, reducing admin work and keeping your clients informed without lifting a finger.
3. Monitor progress with ease: One of the standout benefits of workflows is the ability to track every client interaction from start to finish. You can check, at a glance, whether a plan is still with paraplanning, ready for the adviser’s review, or awaiting presentation. This visibility lets you manage the team efficiently and ensures clients are never left waiting.

What’s the best way to set up Workflows?

When setting up Workflows, a thoughtful approach is key. Here’s how to make them as effective and user-friendly as possible:

1. Keep it simple: The best workflows are easy to follow. Avoid overloading workflows with minor steps and consolidate similar activities into one task if they’re done at the same time by the same person.

For example, think about what a client services manager does during a client review:

• 1. Contact the client to book the appointment;
  2. Send confirmation details of the appointment to the client;
  3. Book the appointment in the adviser's calendar;
  4. Set a reminder to send an SMS to the client;
  5. Send the client a reverse fact find to pre-gather updated information.

These actions can be contained in one Workflow task, and most can also be automated without navigating to a different page in Xplan. Some, such as the reverse fact find, can even be ready and waiting for the client services manager to open.

2. Automate wherever possible: Xplan allows you to automate routine tasks, so take full advantage of this feature. Need to complete file notes as part of a task or send a reminder email or SMS? Use pre-set templates that can be automatically triggered by workflows. Automation reduces the need for manual intervention, allowing your team to focus on higher-value tasks. Check out Episode 3 of the Advisely Growth Masterclass series to find out how to automate your client review process.

How to get started

If you’re new to workflows or want to make improvements, here are some steps to help you get up and running:

1. Get everyone on board: A successful workflow isn’t created in isolation. Gather input from the team members who will use the workflow daily. By including their feedback, you’ll design a process that’s intuitive and tailored to your practice’s needs, improving adoption and satisfaction.
2. Make it visual: Before implementing your workflows in Xplan, map them out visually to clarify responsibilities and timelines. Tools like Miro, Visio, or Mural can help create flowcharts, making it easier to see the process end-to-end. Visualising each stage will help you spot areas for improvement and ensure a smooth rollout. Check out Episode 2 of the Growth Masterclass series to see how an advice practice was able to visualise their review process with the help of experts.
3. Gather all your artefacts and templates: Many of these can be configured and coded into Xplan, allowing for easy access and automation. There may be an opportunity to automate templates after activating or completing a task.
4. Consider all scenarios: Think through all possible options and outcomes of task or decision and account for them in your workflows. For example, if a client does not wish to proceed at any point, what happens and what needs to occur? By planning these scenarios in advance, you can maintain continuity and professionalism in every situation.
5. Assign responsibilities appropriately: Make sure you have the right staff members set as each adviser type against clients. To do this efficiently, you can use Adviser AutoSets to automatically assign the right people when adding new clients to your database.

How can I get help?

If you’d like help setting up or refining your Xplan workflows, our Customer Services Solutions Design Design Consultants at Iress can support your growth, reduce complexity, and empower your team to work at their best. Reach out to your Account Manager or submit a request through Iress Connect to get in touch.