Hi MandyP great question, it's taken us years to work out what works best for us. Like Anne-Graham we tend to spread our reviews out over the year and we also ensure we use tasks and threads extensively so we know what is required. We check to ensure we have updated ID, data etc. We use AdvisorForms which syncs both ways with XPlan to get any updates from clients and also ask them what good and bad things that have happened since we last met, it creates a great talking point.
We generally have 2 advisers in every client meeting, a senior adviser and associate who is either doing their PY or just finished, and they work with the 3 senior advisers. As a result an on-line calendar hasn't worked for us, we tend to either email or pick up the phone to book in a time.
Depending upon the client and value to us, along with their preference, we have either in person or on-line catch ups. We are a 100% virtual office, so the bulk of our meetings are done on line, with around 20% in person.
I run a spreadsheet, we call Who's feeling the Love - which tracks last advice doc, FDS date, last meeting, current fees, cost to us to serve and some other things. This helps with scheduling in who we need to contact during which period of the year. For example we have earmarked all the clients we need to see between now and EOFY and are booking them in as required.
I'd love to her from others on what works for them.