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Systematize Your Information

"Any sufficiently advanced technology is indistinguishable from magic."

 - Arthur C. Clark

WHY is this important?


During the course of everyday business, there is a constant high volume of important, personal and often confidential information flowing to and from the various members of the team. If you’ve been in business for a long time, you know how quickly this piles up. There is an enormous amount of information. Every team needs a plan on how to organize, save, store and use this information – and the more people there are on the team, the more important this becomes. 

There are various systems in the industry that will store investment, portfolio, and client account administration information which are unique to each firm, however there are also the three majors that every team will encounter that we will focus on in this section of the program:

  1. Team Shared Drives

  2. Emails

  3. Contact Management Systems

This best practice will help your team develop communication guidelines to effectively direct all incoming and ongoing communication in a way that everyone understands what is going on as it relates to every client relationship you have. This is essential to being able to deliver the professional and exceptional client experience we know you want to have, as well as ensuring everyone is compliant. 

Who is this proven strategy designed for?


For Advisors who want to ensure easy, efficient access to all aspects of client-specific communication for themselves and everyone on their team.

WHAT should you expect?


  • Develop specific guidelines for the use of the team shared drive

  • Define the master folders in your team shared drive, along with core sub-folders

  • Provide instruction for consistent naming of files

  • Identify the best ways for your team to use email effectively

  • Understand how the CRM fits with shared drives and emails

HOW to Take Action & Implement Successfully?


To get an understanding about how to best engineer your advisory practice information, review General Guidelines for Advisory Teams.

Team Shared Drives

  1. Delegate the responsibility of overseeing the team shared drive to one person on the team.  The coordinator will then initiate all the following steps in this process.

  2. Carefully review and share with the team the 6 Guidelines for Shared Folders to begin to get the team on the same page.

  3. Begin by mapping out the Master Folders on the shared drive.

  4. Create the sub-folders within each Master folder.

  5. At the next Weekly Team Meeting, outline exactly how the shared drive has been set up.

  6. Instruct the team to begin moving their existing information into appropriate master and sub-folders, which should accommodate 80% of the information being used by the team.

  7. Determine what is left in the 20% of the information and work collaboratively with the team to create additional Master and Sub-Folders to effectively organize this information.

  8. Regularly monitor the team use of the shared drive.

  9. Set a trigger to remind the team about the “Annual Spring Clean” of the team shared drive.


Outlook (Email)

  1. Carefully review the Guidelines for Outlook (Email).

  2. Discuss the Guidelines at your next Weekly Team Meeting.

  3. Ensure everyone is following the Guidelines.

  4. Ensure everyone is using the proper email signature for the team.


Contact Management Systems

  1. Carefully review Achieve Full CRM Integration and Guidelines for your CRM.

  2. Learn more about the Maximizer Views & User-Defined Fields.

  3. Maximize the use of the Maximizer Action Plan.s.

Watch Here to Learn More




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