Use Topics, Subtopics, and Tags for a more powerful organization
Information in notes is important; however, we argue that getting that information organized is more critical for the long-term future of your practice.
Check out the 7-minute video to see the what and why behind Topics, Subtopics and Tags
The Challenge with Traditional Note Organization and Client Communication
Consider a typical scenario: you’re discussing an account transfer with a client. This involves various actions like reviewing accounts, making assumptions, offering recommendations, and outlining client and advisor action items. Traditional notes & emails can make this information cluttered and hard to follow, burying the value of your detailed work.
The Solution: Clarity and Organization
Pulse360’s templates help you break down recommendations into clear segments like observations, assumptions, and recommendations. This structured approach presents your thorough work in a professional and understandable format.
How Topics and Subtopics Work
- Organizing Notes: Assign your notes to main topics (e.g., Investments) and subtopics (e.g., Observations, Assumptions) to ensure they populate the right sections of your document.
- Searchability and Organization: These categorizations aid in document creation and enable easy retrieval of specific types of recommendations (e.g., investment or tax recommendations) for each client.
The Role of Tags
Tags are essential for your internal practice operations. They help you:
- Mark items for review in the next meeting.
- Track compliance-related notes.
- Highlight important client interactions or value provided.
These tags allow for efficient searching and preparing for future meetings or compliance reviews.
Operational Efficiency and Improved Communication
Using topics, subtopics, and tags in Pulse 360 creates more organized, professional, and clear client communications. This approach enhances the efficiency of your practice operations and elevates the quality of your client interactions. To see how these elements integrate with our template system, refer to our template video for more insights.
How does better organization help my practice value?
This is simple. Put yourself in the shoes of a buyer. Would you pay more for a practice that has disorganized notes? Or would you pay more for a practice that has organized their notes? Would you agree that this will paint a clear picture for you as the buyer on what journey the client has been on with the selling advisor? Clearly, that will reduce the biggest risk in acquisition – client leaving. If you can speak the same language as the selling advisor from day 1, there is value for you.
In addition, when a buyer acquires a practice, they usually have to pay the selling advisor to stay on to ensure that the client transition is handled properly. That’s a huge cost. If, however, your notes were organized in such a way that the buyer would not need as much of your time, the better value for your practice.
This is how you increase the value of your practice.
Think before adding
In Pulse360, you can add Topics, Subtopics and Tags easily. However, just because it is easy, we recommend you consider carefully the roles of each in your practice before it becomes a confusing mess.
Pay attention to nuances
During your meeting with your clients, pay attention to nuances that then you can capture and organize. Such as, “I love to go to Alaska.” You can bring up these points later to show clients how you are listening to them.
Frequently Asked Questions
We highly recommend you use the Topics, Subtopics, and Tags to get better organized. This helps not just you but your team and, eventually, clients with the different deliverables you can create. If you don’t believe in getting this level of organization, we are likely not a good fit for you.
We recommend you watch the video above as it goes through. If you are still unclear, please reach out to us and we can explain in detail.
They are similar. However, in a meeting, you may tell your clients that you will look at something at the next meeting. So, that is very specific, and that’s when you use the Next Meeting tag. Other times, you may park an issue to handle at some future time. That’s where the Future Meeting tag comes in handy.
You provide a tremendous amount of value to your clients. We bet that you don’t remember all of it. Enter Value tag. Use that right away so that you can search for it later and remember everything you have done for a client.
