It may be a surprise to some, but emotions around an agency’s insurance software can be strong. Commitment to brands run deep. If you’ve been using a certain product for years, you’re hesitant to put your trust in something or someone new. Think iPhone vs. Android – it’s almost impossible for someone to switch camps. Independent insurance agencies face a similarly daunting task when thinking about switching management systems.
Wondering if it’s time to break-up with your management system? Check out our eGuide on signs it’s time to let your management system go.
Along with the pain of ending a long-standing relationship, the uncertainties surrounding the new relationship can be difficult. A management system may have the capabilities an agency needs, but what about the provider? Will they live up to expectations? Building trust, following through on commitments, and making a successful transition are all responsibilities borne by the new software company.
When an agency commits to a new provider, many experience a “what did I just do?” moment. They feel burdened with learning a new system, adapting their workflows, and building a new partnership. The weight of these uncertainties forms clouds of doubt.
Successful Transition Tips
As a National Account Manager at Strategic Insurance Software, I focus on guiding agencies through this seemingly ambiguous transition period. One of the best parts of my work is building trust with agency staff – being the friendly face to validate anxieties, answer questions, and instill confidence. My goal is to get an agency back to working as – and in most cases more – efficiently than before.
In my experience, successful transition requires:
Walking “shoulder to shoulder” with agency staff, especially during data conversion and post-implementation
Enabling individuals to let go of the “old way”
Providing staff buy-in on new systems and operations
Encouraging patience and a willingness to try something new
Change as an Agent for Growth
When preparing agencies for change, I use the analogy of being suspended in the air between two trapezes. Letting go doesn’t mean you’re falling – you’re grasping something new and moving forward.
I take pride in helping agencies grab the next trapeze to grow their agency. It takes hard work, patience and willingness to make a change. But, when someone has their “aha!” moment, there is a great degree of satisfaction. Letting go can feel uncertain, but it’s the only way to the other side. I’ll meet you there.
SIS is proud to have led hundreds of conversions from over twenty different agency management systems. To learn more about SIS’s comprehensive StartRight implementation process contacts us at [email protected] or 800.747.7005, Option 6.
Don’t let data conversion horror stories scare you – there are experienced insurance agency software providers out there. The trick is finding the capable ones amongst the dozens of options. Use these questions to vet potential providers, saving you from data conversion disaster.
Preliminary Questions
Q: Who will guide my agency through the conversion?
What to listen for: Names and faces of specific point people. You should have at least one individual to guide you through the conversion process, and time to get to know them. You should feel comfortable with your point person and have regular communication. This openness and connection means you can ask any question, any time for a smooth transition.Warning signs: A revolving door of contacts where you’ll be passed off from one person to the next, or your first connection with your point person only taking place once conversion is underway.
Q: What does the conversion process look like?
What to listen for: Detailed process, timeline, and room to adjust. After speaking with the provider, you should either understand how they run the conversion process or feel comfortable enough to ask for clarity. And, the provider should emphasize adapting for agency specifics, planning to tailor the process to meet your needs. Finally the provider should convey expertise, pointing out potential problem areas and examples of how they supported other agencies through tricky spots. The key is to avoid any surprises, keeping you balanced throughout the process.[/vc_column_text]Warning signs: Little to no transparency on what the process entails or a convoluted plan with the bulk of the work put on your agency.
Q: Where will the conversion happen?
What to listen for: Proximity to the provider during the conversion. Ideally the conversion will take place at your agency, but the important factor is that your point people are close by. This could mean the provider comes to you or they set up a virtual presence. The closer you are, the easier it is to addresses glitches and keep the process moving forward.Warning signs: Outsourced conversion or a reluctance to travel to meet your agency’s needs.
Q: When should I expect to get back to business as usual?
What to listen for: A practical response. Too often providers over promise and under deliver. Look for one with a reasonable timeline, and the knowledge that each agency adapts differently.Warning signs: Promises that seem too good to be true or a one size fits all response.
Once you’re satisfied with your initial questions, it’s time to get into the “nitty gritty” with the provider. Use these questions to go through the conversion processes with a fine-toothed comb, ensuring you make the best decision for your agency.
How many conversions have you completed from my current management system? When was the last one?
What is converted? Is there a test conversion?
What issues can happen during conversion? How do we communicate them to you?
What type of training will be provided for the transition? Online? Onsite? Blend of both?
What guarantees are offered for data integrity in the conversion?
What is included and what has an additional cost (i.e. data back-up/recovery, continuing education/trainings)
Overall, the answers to these questions should reflect an experienced, trustworthy provider that thinks ahead and adapts to your agency’s needs. If they’re unable to answer a question in the moment, a good provider will be honest about that and follow-up quickly with the information you need. Remember that you are looking for someone to partner with, a teammate who will work with you and invest in your agency’s success.
At SIS we see each client as a partner. Their success is our success. Our experienced sales and support team have guided our partners through over 500 conversions, walking side by side with each through the process. Plus, we’re one of the fastest in the business, transferring data in seven days or less. To find out more about our conversion process, contact us at 800.747.7005 or [email protected].
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What to listen for: Names and faces of specific point people. You should have at least one individual to guide you through the conversion process, and time to get to know them. You should feel comfortable with your point person and have regular communication. This openness and connection means you can ask any question, any time for a smooth transition.
