Gina Pellegrini PELLEGRINI TEAM CONSULTING Gina Pellegrini is the owner of Pellegrini Team Consulting helping f inancial advisor teams increase productivity. With a unique ability to size up situations and bring people together, she has written seven books on practice management, hosts two teleconference series; one on teamwork and the other to train an internal scheduler; and has a scheduling service. A professional with 40 years of experience, Gina started in the financial industry as an assistant and expanded her knowledge to start a consulting firm 24 years ago.
OCTOBER 10-11, 2016
SYMPOSIUM 2016: Planning for Success Financial Planning Association of Minnesota October 10-11, 2016
MAXIMIZING YOUR PRACTICE 1 CE –NASBA/CLE • NO CE - CFP/CIMA/MN/WI NASBA Category: Personal Development; CLE Category: Standard Gina Pellegrini – Monday, October 10, 2016 – 1:10-2:10 pm
Course Description: Are you looking for ways to grow your practice and create a more productive team? Join Gina Pellegrini for her interactive session to create effective time management, streamline delegation, uncover opportunities within your client base, and simplify appointment scheduling to take your business to the next level.
Learning Objectives: By the end of this session, attendees will: • Understand the difference between the cost and/or investment when hiring staff • Learn how and why all scheduling should be delegated, leaving effective messages to get a returned call and language to overcome objections to set the appointment or eliminate the dead weight • Be able to use one form of delegation to delegate more, empower the team and stay in the loop of delegated tasks • Have a step by step process to uncover opportunities within the client base by turning prospects into clients and clients into referrers
Detailed Content Outline: (60 minutes) Introduction and Overview (5 minutes) Making an investment in your business (10 minutes) o When is the right time to hire a new/additional person o How to know the investment is making a difference o The cost of not utilizing the team’s capabilities Management awareness (10 minutes) o Why staff turnover o Management obstacles o Management styles o How the staff and advisor operate differently Time Management (10 minutes) o Importance of the # and type of appointments o How to fill your calendar o Ideal Day for staff Building TeamWork (10 minutes) o Being a Leader o Sharing the company vision o Putting your team first o Encouraging initiative Communicative Breakthroughs (10 minutes) o Delegation Team Meetings Recap and Questions/Answers (5 minutes) Course Schedule: Individual Course Schedules were not printed and mailed. Course Level: Basic Exam: No Exam
MAXIMIZING YOUR PRACTICE Financial Planning Association of Minnesota October 10, 2016 1:10 – 2:10 PM Web | www.pellegriniteam.com
9 Is staff a cost or investment? 9 When is the right time to hire someone? • There’s not enough time to get things done • One week is full of appointments, the next week is empty • Not increasing revenue
Cost of Business Rent
Payroll Payroll of $35,000
$1500/mo
Utilities
Average use of staff @ 40% = $50,000+
$250/mo
Phone $250/mo
Computers $150/mo
Conferences $350/mo
Investment
Cost $15,000+
Payroll of $35,000
Increases revenue by $100,000
Why Staff Turnover • Your employee is not involved in your vision • You outgrow your employee • Your employee outgrows you
• You hire the wrong person
Management Obstacles • Silent and/or unrealistic expectations • Not saying what’s on your mind • Not enough time spent with staff
• Short-term view of staff
ADVISOR
STAFF
Creative Multi Tasker Driven Successful Risk Taker
Need Direction Information Feedback Time Security
NOT A LEADER
NEED A LEADER
The Ideal Week Monday
14 Appointments (7 existing, 3 referrals, 2 prospects & 2 COI) Tuesday Wednesday Thursday Staff questions
8:00 8:30 9:00 9:30
Team Meeting
Delegation Staff questions
10:00 10:30 Review Appointment
Prep
11:00 11:30
Misc. stuff
#3 Existing client
Review emails
#4 Referral Delegation
12:00
#7 COI
#12 Prospect
Delegation
Delegation
Review emails
Staff questions
#8 Existing client
#13 Existing client
Delegation
Delegation
#9 Existing client
#14 Referral
Friday Misc. stuff Review emails Training, reading, learning, etc.
Work on business
12:30 1:00
Review emails
1:30
Delegation
Delegation
Staff questions
Staff questions
Staff questions
#6 Existing Client
#10 Existing client
Review Appointment Prep
Delegation
Delegation
Review emails
2:00 2:30
#1 Referral
4:00
Delegation #2 Existing client
4:30 5:00
Review emails Research
3:00 3:30
Staff questions
#5 COI
Review emails
Delegation
Work on business
#11 Prospect Delegation
5:30
How to fill your Calendar One Develop a routine calling system
Six Leave brief messages every 3 days
Five Make calls by 9am daily
Two
WORK YOUR CLIENT BASE
Print the monthly call list around the 22nd of each month
Three Four
Confirm appointments before making calls
Review the call list to determine if you want a check-in call or an appointment
Ideal Day A.M. (income activities)
P.M. (stuff activities)
• Organize delegated tasks
• Client service
• Confirm appointments
• Additional to do’s
• Calls for appointments • Submit paperwork • Follow-up on submitted
paperwork
• Correspondence
• Database entry • Projects • Filing, scanning, etc
• Miscellaneous
• Appointment preparation
Building TeamWork Be a leader “The difference between a boss and a leader: a boss says ‘Go!’ and a leader says ‘Let’s go!’”
Share the company vision and what it takes to get there Treat your team as your #1 client Let go, trust and let them do their job
Encourage your team to take initiative SPFS (support, protect, filter and schedule)
S
P
F
S
SUPPORT Manage workflow, keep you on task, and think ahead of your needs
PROTECT Reduce internal and external interruptions
FILTER Phone calls, mail, emails, and voicemail
SCHEDULE Keep the calendar full with clients, prospects, referrals and incoming calls
Delegation Interruption is the enemy of productivity • Use one form of delegation
Be thorough Give timeframes Leave them alone Email wrap up daily
Empower – don’t do the work
Weekly/Daily Meetings Monday morning for a 1/2 hour Agenda • • • •
Review of goals Individual accountability Review of hotlist Calendar Focus for the week
Two 15-minute daily meetings • Same time slots daily • Eliminate interruptions • Eliminate in-box
The Pellegrini Golden Rule of Business “If you give them more of what they need, they’ll give you more of what you want.” FPA MN Coordinator: Bonnie Stanley Financial Planning Association of MN 3900 Main Street N.E. Columbia Heights, MN 55421
[email protected] 763-781-1212 8945 Aztec Drive | Eden Prairie, MN 55347 Phone | 952-829-5300
