 
By Kip Gregory
As a rule, technology articles seem to focus on what’s new—the latest, greatest gadgets and gizmos guaranteed to make life easier. While “early adopters” love those write ups, most advisors tend to overlook them. Why? Because, technologically, most of you are in the “if it’s practical fine otherwise don’t bother me” category and just aren’t that interested.
Maybe it’s heresy coming from someone who makes a living with technology, but I believe you already own most of what you need. You don’t need more; you need to learn how to better use what you already have. And figuring that out isn’t really about technology. It’s about process—standardizing how you do what you do and then systemizing those approaches.
Think about it. Is your goal really to become an expert in Microsoft Word, PowerPoint, or web design? No. What you really care about is acquiring profitable clients, making more money, delegating more effectively, working fewer hours and having more free time. Being proficient with technology is just a means to those ends.
Creating a map
So, plan accordingly. Understand how well key aspects of your business run, and identify concrete steps you can take to improve them. Here’s how to get started:
- Pick one or two key functions you want to improve: prospecting, networking, new business processing, communicating with clients, whatever. Write them down on the top of a blank sheet of paper or in a Word document.
- List each step involved in completing those functions including the person responsible for managing it, any technology tools used and the time required to complete it.
- Go back through your list and make certain you haven’t left out any steps, and that you sequenced your tasks in the right order. (If you’ve put your list together in Word, you can do that quickly by highlighting a step and then pressing the Alt + Shift + Up/Down Arrow keys simultaneously to move it around in your list.)
What you’ll be left with is a basic process map—one you can use to evaluate how various tasks and activities are or can be automated using existing (or new) technology. (I’ve prepared a simple workflow worksheet that you’re welcome to download from my site.)
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| Developing a detailed snapshot of the way things work today will make it that much easier to implement improvements tomorrow.
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Can’t remember all the stuff you use? The free Belarc Advisor can tell you. It creates a quick, clear, concise report detailing the name and version of each component inside your computer, one that even includes the key codes used to activate software after it was loaded on the PC (handy to have when you’re ready to upgrade to a new PC).
When you’ve completed as much of your process maps as possible, review them with your team and anyone you think might suggest improvements: a business coach, advisors in your study group, product wholesalers or vendors you buy from. Ask them what they’re doing in their business or seeing others doing that you might use to streamline your process.
Developing a detailed snapshot of the way things work today will make it that much easier to implement improvements tomorrow. Give it a try and let me know what you think; email me at advisortoday@gregory-group.com.
Kip Gregory, principal of The Gregory Group and author of Winning Clients in a Wired World, is a consultant, trainer and speaker on marketing, sales and technology issues for the financial services industry. Contact him at 202-364-6913 or at www.kipgregory.com.
JANUARY 2006
Where’s Your Determination?
Five Steps to Success
Becoming a Media Resource
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