Every agency has critical tasks to knock out each year to stay compliant, boost profits, and run smoothly.
Why it matters: This checklist cuts through the clutter and walks you step by step through essentials, from budgeting and cybersecurity to operations and marketing, so you can:
- Spot risks
- Fix gaps
- Fuel growth
Don't do it alone: Forward this to your favorite list-loving taskmaster and knock it out together.
Let's get your tech house in order.
Your Annual Agency Checklist
Agency Tech Assessment
⬜ Complete the Agency Tech Assessment. This assessment helps you understand your agency's tech stack.
Budget
⬜ Run a book of business reports in your AMS. Compare premium and revenue Year over Year. Determine/review annual sales goals.
⬜ Determine/review technology budget. Consider a 3-7% increase.
⬜ Review all available analytics, including workload balance. Consider needed hires, virtual assistance, and/or technology solutions.
⬜ Review all paid tech subscriptions and ensure each is still needed. Create a single list of all subscriptions. Credit card statements are a good place to find recurring charges.
⬜ Review the length of the contract, noting the remaining time in the contract.
⬜ Understanding the auto-renewal process and cancellation terms.
⬜ Set your premium and/or revenue targets. Plan for your employee count over the next 3-5 years.
⬜ Define your target business now and in 3-5 years. PL or CL heavy? Life, Health, Benefits?
⬜ Use the data to validate KPI's such as hit ratios, NPS(Net Promoter Score), New Leads, hold times, cross-selling ratios/account rounding.
⬜ Inventory of all hardware. Review or define your asset rotation plan. Your agency should have a policy to review and replace equipment (Laptops) every 3-5 years.
⬜ Compare technology usefulness ROI from prior year.
Cybersecurity
⬜ Agency cybersecurity program is up-to-date and compliant with state regulations.
⬜ Every computer (internal & remote) has an up-to-date antivirus program running. Set a calendar reminder for renewal dates. If you don't have an MSSP – Managed Security Service Provider, consider adding one to your overall agency tech solutions and providers.
⬜ Review last year's findings and schedule awareness training for staff. Include sessions for AI usage, email awareness, and the value of following the agency verification policies
⬜ Review Data Retention and Purge Policy. Have a data purge policy. Make sure you're following it.
⬜ Review the disaster recovery plan at least once or twice a year. For tasks such as updating vendor lists, vendor contacts, and related information.
⬜ Evaluate your Agency policies, such as Social Media policy, Remote Work policy, AI policy, and Privacy Statement on your website.
More Resources: Catalyit's Cybersecurity Guide
Operations
⬜ Perform a data integrity check: customer database has been reviewed, and duplicates removed, inactive accounts, or accounts the agency no longer wants to market/pursue are flagged correctly.
⬜ Evaluate the agency's client retention strategy.
⬜ Call IT or MSP (Manage Service Provider) to review current Office 365 configurations and ask what should be updated.
⬜ Check on software updates and integrations, review version numbers, and latest releases. Plan to implement one or two enhancements this year.
⬜ Change passwords on all banking accounts, AMS, and carrier portals. This should be done at least once a year.
⬜ Review who has access to carrier portals, review carrier and license compliance information.
⬜ Create a tech onboarding and offboarding procedure for staff to ensure system integrity. (Maintain a list of what access each team member has and have a procedure to terminate it).
⬜ Printed copy and flash drive copy of disaster plan that includes contact information is offsite, AND a copy of your agency policies.
⬜ Ensure your agency has a "Communication Policy" on file for each customer: permission to receive policy docs electronically, & permission to receive text messages, if applicable.
⬜ Confirm your agency has an agency process and procedure to monitor, manage, and ensure compliance with the process.
⬜ Email disclaimers and voicemail scripts are up to date.
⬜ Audit data for cleanup and maintenance (Duplicates and active with non-active policies)
Marketing
⬜ Make sure at least 2 agency members (including a leader) have admin access on all social channels.
⬜ Ensure all the links on your website are working correctly.
⬜ Review marketing campaigns, mailers, and automated emails for updated language and the correct recipients.
⬜ Plan to automate at least 2 to 3 communication processes within the next 6 to 12 months.
More Resources: Catalyit's Marketing Guide
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