Paraplanners can make use of the summer period to get to grips with automating and better streamlining the processes they use so when the workload ramps up again, they are working more efficiently, says Steph Willcox, Head Actuary, Dynamic Planner.
Last month we were on the cusp of summer, in the throes of a heatwave, and as I write the holiday period is upon us (albeit in much cooler temperatures!). If you are feeling like you have some spare capacity with colleagues and clients both away, I’ve got some suggestions about how to use this seasonal slowdown to help out “future you”.
Here at Dynamic Planner, we’re constantly working with firms to help streamline the advice process. I’ve seen first hand how paraplanners can turn a few quiet weeks into a productivity springboard. Whether you are part of a large planning team or a solo operator supporting a handful of advisers, here are some smart ways to make this summer count.
1. Automate the reports you use most
Every advice firm has its “bread and butter” reports – risk profiles, suitability letters, investment reviews. The trouble is, they’re often produced or edited manually, with data pulled from multiple systems and pasted together. Now is the time to change that.
Start by reviewing the templates you use most frequently and ask yourself: can this be automated? Most modern financial planning software allows you to configure templates that pull live data directly from client records, asset models and valuations. Setting these up now with consistent formatting, wording and branding can save hours once client meetings ramp back up in September.
2. Set up your integrations properly
One of the biggest missed opportunities in our industry is underused software integrations. It’s all too common to see systems like back-office software, CRM platforms, risk profilers, or valuation providers being used in silos – creating double keying, version mismatches, and frustration.
If your tech stack includes integrations you haven’t fully configured, now is the time. Syncing your platforms – for example, linking your adviser software directly with your back-office system or directly to valuations from platforms and providers – can ensure that client information flows automatically between systems, with no rekeying needed.
Speak to your provider or tech team if you’re unsure how to do this. This is a one-off task that, if done correctly, should add hours back into every week.
3. Chase down missing client data
Fact-finding is a core part of any financial plan – but we all know it’s rarely perfect on first attempt. Incomplete income details, missing policies, out-of-date risk profiles – these gaps create delays when you’re under pressure.
Summer is a great time to review client records and identify what’s missing. You might segment your client base into tiers, identify those with reviews coming up soon, and proactively contact them for outstanding documents or answers.
Better yet, consider creating a structured checklist or digital fact-find process that prompts clients to fill in everything up front. Many providers offer client-facing portals that make this seamless.
4. Clean and organise your data
When things are busy, few of us have time to fix a mislabelled client file or merge duplicate entries. But messy data can lead to report errors, compliance headaches and miscommunication with advisers. So, use summer to clean house.
Check your CRM and other software for inconsistencies. While you are there, you can also archive inactive clients, ensure naming conventions are consistent, and update any out-of-date contact information.
5. Refine your internal workflows
Finally, take a step back and look at how you work. Could internal workflows be refined or simplified? Are there repetitive tasks you could batch or delegate? Could you document standard operating procedures for new starters or cover?
Even simple improvements like shared workflow templates or better task tracking can reduce bottlenecks and improve turnaround time when things get busy again.
A season for smart prep
Think of summer not as downtime, but as runway. The work you do now can save countless hours and headaches later. By configuring your systems, cleaning your data, and tightening your workflows, you’re setting yourself – and your whole team – up for a smoother, smarter autumn.
Main image: kevin-mak-URbD5KKvGmU-unsplash-
