Hey Benefits Folks: Gear Up for Q4

Dreading the onslaught of busy season insanity? Here are some tips to help keep your zen alive.

This time of the year can be bone-chilling, and I’m not talking about the weather. Just the thought of Medicare, individual, and the majority of small group medical plans renewing within the next few months can cause even the most experienced benefits professional to want to hide under a nice warm blanket, maybe with a cup of tea. With a little planning, you may be able to enjoy the holiday season amidst the renewals. Here’s my laundry list of things that might help keep you sane.

Share your calendar
If another staff member schedules all (or some) of your meetings, be sure to set them up for success. If your online calendar allows, add permissions so that your staff can add/change meetings. If you aren’t high-tech, then go old fashioned and keep a calendar on that staff member’s desk. If you are setting meetings “on the fly,” get two or three days/times your client can meet, then loop in your staff member to finalize the meeting time with your client. Be sure that the calendar meeting includes the client’s name, their phone number, the location of the meeting, and possibly the coverage(s) they want to discuss. That can make coordinating and confirming meetings much easier later on.

​If traveling to your clients
When meeting people outside your office, you can end up spending most of your day in your car. While ideally you would set certain days, or even weeks, to visit clients in a geographic area, how many of us really stick to that? But, it’s important to try and here’s a tip, outline a possible schedule now – and add those locations/city names to the top of every day on your calendar. When setting meetings, you and your staff can then try to coordinate locations if at all possible. 

Block off your calendar
How long do most of your meetings take? If an hour, then block off your calendar to have 60-minute blocks of time. If you’ll be the one traveling, add in travel time blocks. And remember, you’ll need some “transition” time between your meetings, so set at least 30 minute “blackout” blocks of time between every meeting. This will allow you to act on any urgent items from the meeting, pass tasks off to a staff member, and maybe even grab a bite to eat.

Pack snacks
Speaking of eating, even if you will be meeting clients in your office, put together a grab-bag of items that you can access throughout the day. While the smaller sized Cheez-Its, carrot packets, and almond bags are more expensive, you’ll be less likely to eat through a family sized version in one sitting. Other ideas include cheese sticks, crackers, jerky, trail mix, apples, protein bars - you get the idea! Oh, and water. Lots and lots of water. Be sure some of your snacks are your favorite “comfort” foods, too! Some days you just need some extra pampering. 

Hire temporary help
A person without an insurance license can complete many tasks within your agency. Of course, we’ve already talked about setting meetings and keeping your calendar. Here’s a bevy of other projects you can assign to a helper. Your goal here is to train on just a few specific tasks – your helper doesn’t need to know the entire process of insurance from soup to nuts – they just need to be the expert in the few tasks you need to get off your plate.

• Pre-Meeting Memos – Have them compile a one-page printed memo per client to prepare you for each meeting, including the client’s name, number, address (if traveling there) and any other specifics you might need. Set up a template so they always fill in everything you’ll need.  
• Directions – Sure you have MapQuest or Google Maps. I still recommend you have someone print out directions for your entire day, from your home to your first client meeting, then the next, etc. You never know when your navigation system will fall down on the job.
• Data Entry – Simple tasks, like updating your agency management system, Outlook, an Excel spreadsheet, or any other systems you use will help you stay on track. 
• Printing – Have them print/collate/staple all employee meeting packets.
• Collating – Have them put together carrier packets, and task them with ordering additional supplies as needed.
• Grabbing Quotes – Train one person to be your point person that goes out to carrier sites to obtain quotes, then save them to your server so you can access them easily.      

Use streamlining systems
There are a number of tools on the market to help you with tasks.  While some can add to your workload, there are others that can shave significant time off the clock.  Many of these are included in my company’s free Vetted Vendor Library (sign up required).

• Achieve Alpha – Prepare your clients regarding individual plans, networks, and more before meeting with them to review options - through these educational videos.
• Tax Free Premiums – Create a compliant Premium Only Plan document for your clients when their employees pay premiums with pre-tax dollars (or have the client create it themselves!)
• Join or Zoom – These are just two screen-sharing programs on the market – this is a great way to have meetings with your clients without losing time on the road, for them or you.  They both have free versions, and have added features if you want to “buy up”. 
• Wired Quotes – Obtain instant quotes from 5 direct carriers and submit RFPs to up to 13 Associations, all through one online system (never create duplicate census data again!)
• The Benefits Academy – Compare 2 to 4 medical plans in minutes – including over 800 direct carrier and Association Plans available in Washington State.

On a final note, a few other sanity-saving tips: technology, breaks, and breathing. Few things are worse than a dying cell phone when you really need it, with no way to charge it. Make sure you have an extra cell phone charger in your car and office, and for extra measure, buy an external battery pack and keep it charged for emergencies. Same goes for your laptop!  Be sure to schedule short breaks – even 10 minutes in the morning and afternoon – and walk around, go outside in the fresh air or meditate. A quick mental rest can do wonders for your stamina and concentration. And breathe. 

​You will get through this! Here’s wishing you a happy and healthy Q4!