an insurance agent thinking about when they should switch agency management systems.

What would happen if your agency suddenly stopped operating or lost all customer data? It is a frightening prospect because it would negatively affect your agency and hundreds or thousands of customers. The scary part is that if you continue to work with an outdated agency management system, this hypothetical situation could become real.

Your insurance agency management system keeps your agency from falling apart, quite literally. The success of any agency, for that matter, relies on its ability to store data and provide exceptional products and customer service. That is what the right management system helps you achieve, so it is crucial to know and understand when to switch to a new system. Let’s look at the signs that reveal when it’s time to make a change.

Signs It’s Time to Switch to a New Agency Management System

If your system is so old that it lacks crucial functionalities, it is time for a new one. You need a streamlined system offering automation, robust analytics, and mobile responsiveness, and cloud based flexibility. Most importantly, you must have a management system that will grow as your agency does. Scalability should be one of the main reasons that you switch to a new management system.

In addition to system limitations, consider your insurance agency’s evolving needs. If you want to introduce new products or several different coverage options and packages, you need a system to support them. The same goes for instant agency growth by acquiring another agency. Merging two agencies is tough without struggling with data imports and managing a new business book. An agency management system should simplify this process so that your new-look agency can hit the ground running.

Market demands and situations also change regularly. If your current management system cannot keep up with new regulations and related customer demands, look for something new.

There are several other signs to look out for. These include a lack of integration with newer tools. If you cannot use new technology with your existing system, it will lead to inefficiencies. If your system breaks down or loses data at inopportune times and you have to enter data manually, you should immediately find a better system. Trying to carry on working on a system that does not work properly can cost your agency dearly in the long run.

Lastly, if you notice your agents becoming increasingly frustrated when trying to use the management system, you should consider a new one. Slow performance and an outdated user interface make it challenging to get tasks done. Moreover, if you try unsuccessfully to get technical support or training resources from the software vendor, it is time to move on to a bigger and better system.

Considerations for Switching Systems

However, do not switch to the first software solution you find. You must consider several factors before paying for an upgraded management system.

Decide which features and functionalities are most critical for your agency. Use this list to research and compare your options. Go onto each website and read up on the capabilities and packages of each system. Read reviews from other agencies and business owners to get a general view of how popular each system is.

When you have narrowed your choices, be sure that the system you are considering will be able to adapt to future growth so that you don’t have the same issues again.

When you finally decide on a new management system, be aware of the transition period that will likely disrupt daily operations a bit. Warn your customers of the impact that may last for a few days. Communicate the change to your agents and let them know they have ample support to guide them through the switchover. Ensure you have all the training documents and resources your team needs when learning to use the new system.

Create a step-by-step plan to transfer customer data to the new AMS and integrate your existing CRM and other business tools. The faster you can get this done, the quicker your agency will be back in business.

Best Practices for a Smooth Transition

The transition to a new agency management system does not have to be daunting. Choose a timeline and define milestones you want to reach throughout the process. Make your agents aware of the deadlines and set up a dedicated team to oversee the shift. This group should be involved in data migration and system configuration.

Don’t leave key stakeholders out of the process. These may include managers, key department staff members, and clients. Listen to all feedback and address concerns to ensure a smoother process.

Since your staff will use the system daily, invest in comprehensive training programs in multiple formats like tutorials and online sessions. After the training, set up a support channel for your staff to provide assistance if they get stuck during the rest of the transition period.

Knowing When to Switch Is the Key to Success

Switching to a new agency management system is a major decision. This is why it is crucial to evaluate your options to make an informed decision. Choosing the right system for your agency at the right time will shift your business in the right direction for ongoing success. Over the long term, the right agency management system will impact your efficiency and productivity. This will ensure that your agency continues to deliver exceptional service and achieves sustained growth.

Ready to learn more about the ways that JenesisNow can help your agency make a smooth transition? Request a demo, today!