AdviceTech Live Demo Transcript

Introduction to Hubly

Alison Susko:

Louis, you're up from Hubly.

‍Louis Retief:

Awesome, thank you Allison! As Allison just mentioned, it is our second time back, so we’re going to get a little deeper into Hubly this time around. As everyone knows, the theme for this year is; "How can we empower people to make better financial decisions?" This is something we care a lot about at Hubly so I want to give you an overview of how Hubly can help you achieve that.

Before we dive in, for those of you that have not heard of Hubly, it is a tool that is comparable to Asana, Trello, or monday.com, but instead it is purpose built for financial advisory firms. Think about it as a workflow solution that integrates with your CRM. It's customizable, intuitive, visually interactive and easy to use – making it easy for you to manage all of your firm's processes in one place.

Advisory firms that use Hubly are generally using a workflow system to streamline onboarding workflows, client review meetings, and money movement processes. But for today we're specifically going to be focusing on how Hubly can help you go deeper for your clients. 

I'm specifically going to be focusing on how Hubly can be leveraged to ensure that you are proactively scheduling your client review meetings and making sure that you follow up with clients in a timely manner. I'm going to show you how Hubly can be used to simplify your meeting preparation, which we all know is very important to standardize — especially if you're doing a high volume of meetings.

Last but not least, I'm going to show you how Hubly makes it easy to track all of your follow-up tasks. I know coming out of every one of those client meetings, you at least have two to three to-dos to keep track of. What we're going to do here for today's demo is focus on a very real example of what your day looks like as a financial advisor.

How Hubly Can Empower People to Make Better Financial Decisions

Let’s dive into a hypothetical example: You are working through your emails and the Parson household pops into your head. When did you last speak to them? What was the context of the meeting? What were the action items you needed to follow up on? 

This is where you dive into Hubly. We make it easy to jump directly into a client's profile where you can find all relevant client information in one central location. This information is pulled directly from the CRM, in real-time. We're going to search for the head of the household, Sarah Parson. On the top right here, you can see that April 7th was the last contact you made with the Parsons family. Because it is now October, Hubly will auto-generate meeting reminders based on the cadence you have scheduled for that specific household. 

Demo of Client Reviews Workflows

If you are curious to see if your team has started scheduling Sarah for a client review meeting, you can go to Hubly's dashboards. We're going to head here and open up the client meetings and reviews dashboard. You can immediately see that a team member has already worked on scheduling Sarah into your calendar.

You can see that Debbie on your team has an overdue reminder to follow-up with Sarah. If you open Sarah’s Client Card, you can see that Debbie on your team sent an email request  with the scheduling link, and has followed up with Sarah, but Sarah has still not scheduled.

You can also scroll down and see that there was a note left that “we've called and emailed Sarah” with no response. You can see that Debbie has actually set a follow-up reminder for herself to call the client again on September 28th, right here. As the advisor, you can sleep stress free at night knowing that your clients are currently being engaged with by your team.

Now let's go with the assumption that Debbie followed-up and she finally scheduled a meeting with the client. As soon as Debbie finishes off this workflow, she will select "Mark As Complete" and will move the client to the next workflow. You can do so by adding Sarah into the preparation workflow.

Sarah has now been added into the preparation work. You can see that Francis, the advisor, has been assigned the first task in the workflow. Francis can go ahead and see that he has a task to review from the previous meeting. Francis can quickly and easily review those action items by selecting the workflow ledger in Hubly.

The workflow ledger will display the historically completed workflows for Sarah. You can see here the “April 7th check-in” workflow. You can open up the workflow and see that you left some notes with a click of a button. You can toggle down to those notes and see what discussion items were had. By reading the discussion items, you can see that the Parsons family was expecting their first child.

They were looking to buy a new home, and they wanted to touch base on these topics at their next semi-annual review. That's really helpful information! We can then toggle back to the preparation workflow. We can say we reviewed the action items, and let's just assume that Debbie actually sent the pre-meeting email.

Mark the workflow complete and move Sarah on to the actual meeting workflow. Here, what we commonly see is the importance of tracking your discussion items. And so in preparation for the meeting, I want to have a discussion with the Parsons family on promotion details, baby details, and new home details.

Hubly makes it really easy to log the discussion items that you're going to have with the client when they're actually in the meeting workflow. As you can see, Sarah has moved along the process, making it really easy to visually see where clients are in the process. As you're going through the meeting, let's just assume you discussed all of these items with the client.

Determining the Next Best Action

You're going to go ahead and mark all those tasks complete and move the client onto the follow-up workflow. In the follow-up workflow, this is where we really help you keep track of next action items. Let's assume that you received an update from Sarah that she is going to have a baby.

You can see that they got a new home. As we're thinking about the follow up tasks and assigning those next workflows, Hubly makes it really easy to keep track of follow up tasks. What we recommend is we should probably do a beneficiary update for the Parsons family - so we're going to start that workflow.

We're also going to do a life insurance analysis. Let's do a review. What Hubly has done here is we've made it really easy to schedule your follow up workflows, making it easy for you to see what is upcoming for Sarah and what your team has done.

Now you can either add start dates for these workflows or start them immediately. You're probably not going to get the beneficiary update done until sometime in November, so we're going to ask to be reminded of that. Ideally, you know, it's Q4, the client is really busy. So let's tackle the life insurance review in January.

So let's start that workflow here. You can see these are upcoming workflows and these are currently active workflows. We're going to go back to the check-in workflow. We're going to add the next meeting date with Sarah, September 29th.

Proper Client Categorization based on Client Needs

We added the follow-up work, and the last thing you think about is reviewing your streams and tags for the client. Given that there's so much happening for the Parsons Hustle, it probably makes sense to switch them to a quarterly review process. We're going to go ahead and add Sarah and the Parson household to the quarterly review cadence, and we're going to remove them from the semiannual review cadence.

By updating your tags and streams, it allows you to do the following. Previously, Hubly automatically prompted your team when it has been six months since April, but now you want Hubly to prompt you when it's three months since September. And so you can set up in Hubly what we call an automation rule.

As you can see here, we've set up an automation rule that clients with quarterly review tags will be added three months after their last meeting. What Hubly is going to do here is automatically remind Debbie that it's time, once again, to schedule a review meeting with the Parsons family three months from September 29th. They will automatically be added into the workflow.

Want to get Started?

Hubly has been designed to make it easy for you to keep track of all milestones for different clients. If you're interested in finding out more about Hubly, I recommend checking out our website www.myhubly.com to learn more or book a call to get started.

I wanted to thank everyone for having us. I also wanted to thank Allison and the team from Asset Map for organizing this amazing conference.

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