AMA: I'm Laura Capozzi, Xplan Design Consultant and efficiency expert, Ask Me Anything!

Hi Carolyn,

That's great to hear that you are starting out and thinking about what steps you need to take to ensure a successful and compliant friendly workflow structure. You are definitely on the right track by firstly mapping out your processes. My tips for this would be:

1. Keep it simple - try to combine like tasks/actions into the one step. This reduces users from continuously clicking the “complete” button for tasks that all get done at the same time.
2. Visually map out each process and think about all possible outcomes - for example ensure that you can “close off” a workflow at a step where a client has decided to not proceed, rather than completing several tasks just to get to the end.
3. What can be used to help automate the steps? For example, do you have a file note template that you need advisers to complete after a review meeting? This can be built into Xplan and configured as a benchmark on the case for the adviser to complete. It can automatically pop up upon completion of the “task”. Another example is a confirmation email for a client appointment. This can automatically pop up or even automatically be sent to the client based on booking the meeting/appointment task being completed. Each might only save a few minutes individually, but added up can make a big difference in efficiency.
4. For ongoing service / annual reviews consider combining the case/workflow functionality with the Xplan Review Module so that the first task of the workflow kicks off coming up to the review/anniversary date of the client. The review can then reset for the following year upon completion of the case ensuring nothing is missed and rescheduling the review is not a manual exercise.

With regards to your question about some “out of the box” sample workflows, Iress does have Adviser Tool Kit which has some standard workflows built as cases that you can take a look at. If you would like a demo or trial access, I can get someone to contact you. Please let us know if you are interested.

If the above standard workflows don't meet your needs, you can engage Iress to assist you in mapping out and configuring your workflows with you as a project.