![]() Anything that appears to be getting missed regularly can be added into process maps to remind staff of its importance. Once you reach this stage, Xplan should be running quite well and it just requires a few tweaks every now and then to keep it running. I would start with basic things, but once you get the hang of it, it can be quite simple to add whole tables, or figures into documents without any real knowledge of coding. All of this can be built within letters and using Xword. If these are built correctly and you have successfully completed the first task you should be able to pull up a list of clients you need to review, run a letter on all clients and have 20 review documents produced at once, whether it be an ROA, an FDS, or an updated client information sheet. ![]() I have built letters that include basic name fields to letters that can be used for client reviews. Letters in Xplan are just standard templates that you use on a regular basis. This has a much greater effect than sending the task to the adviser directly. This way whenever a task is handed from one person to another it is documented in Xplan and if there is a set period of time between one task and another, say a standard follow up period, it can be documented.Īdditionally never have a process for an adviser, if the adviser needs to do file notes (or whichever task it may be) it should go to the person in the office that will nag them until they do it. ![]() In saying that my advice is to start as simple as possible and document the handover of tasks between staff in the office and the passage of time between tasks. I have now landed somewhere in the middle. I built incredibly simple process maps that meant things got missed. I built incredibly detailed process maps that were attempting to be a procedures manual and training guide as well as process maps but we spent more time clicking that we had completed the tasks than actually doing them. I mentioned that I had built process maps 5 times. Going through everything to make sure we had not just the right information for our clients but not extra information was the most beneficial thing we did in Xplan. Some where prospects entered as clients, some where referral partners who's details we wanted stored, some where ex clients, however there was no clear distinction that was able to easily identify them. The business I worked in had over 2000 clients on Xplan, yet only 450 active clients at the time. I highly recommend the use of advanced search to aid with this. ![]() All clients should have up to date contact information. After completing this step you should be able to look at a list of active clients, you should be able to separate them by their service package. It is simply the process of making sure all the data in your Xplan is complete and correct. This is the most important phase of getting Xplan right. So the four steps to get Xplan (or any CRM for that matter) to run your business I made a lot of mistakes, I have done process maps at least 5 times, I did a lot of unnecessary work, I think i did CVP at least 10 times, but eventually I have gotten to a point that Xplan can actually be used to run the business. I decided to embark on a journey to fix Xplan. When asked why, it is usually that they are afraid of missing something and do not trust the data in Xplan.įive years ago the business I was in had similar setups with spreadsheets and whiteboards to store information. I have heard of offices that have walls dedicated in their office to storing FDS and opt in dates. Advisers are still using spreadsheets to track reviews or compliance. The fact is it never quite delivers on its promise of being able to do all these things. So why does Xplan still come up negatively when talking to advisers? Licencees as well as independents have invested large sums of money in building specific versions of Xplan that include wizards to build SOAs and process maps and dashboards to run your back office. Unfortunately Xplan is also one of the most common things I hear advisers complaining about. It combines the three major aspects required, being Xplan is the most heavily used software in the financial planning world.
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