Avoiding Burnout and Building Success

Running an insurance agency isn’t just about writing policies—it’s about building a real, sustainable business. In this special “rewind” episode of Insurance Business Babes, hosts Kathe Kline and Joanna Wyckoff revisit one of their most fundamental topics: how to treat your business like a business. Here’s a breakdown of the most important takeaways.

Mindset Shift: From Employee to Entrepreneur

Too many new agents fall into the trap of acting like employees instead of business owners. As Kathe points out, running your own agency means you’re responsible for everything—from generating leads to maintaining client relationships. This mindset shift is crucial: block your calendar, structure your working hours, and hold yourself accountable for your business growth.

Systems, Automation, and Delegation

Successful insurance agents invest in basic systems that free up their time and improve client communication. Both Kathe and Joanna stress the importance of tools like calendar apps and VoIP phone systems, which can cost as little as $20-$25 a month and can be a game-changer for customer scheduling and responsive service—even when you don’t yet have an assistant. These tools also help you maintain professionalism by avoiding the pitfalls of voicemail and missed leads.

Professionalism Matters: Details Count

Little touches make a huge impact. Simple enhancements like a professional business email (avoid Hotmail or AOL!), an up-to-date, realistic headshot, and a clear, visible name badge are all inexpensive ways to signal credibility and build trust.

Boundaries and Time Blocking

Burnout is real. Both Joanna and Kathe share how vital it is to set boundaries around your time, take regular breaks, and schedule downtime to recharge. This doesn’t just preserve your health—it actually makes you more productive and protects your reputation with clients.

Plan, Track, and Outsource

Whether it’s having E&O insurance to protect your business or maintaining a written expense budget, the key is to anticipate what your business needs as you grow. Both hosts recommend treating tasks with the gravity they deserve and not being afraid to outsource or automate where possible.

Adopting a business-owner mindset, setting up simple systems, and protecting your time and brand—these are the pillars of long-term success, as Kathe and Joanna remind us. Treat your insurance business like a business, and watch it thrive!

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Stop Losing Leads! Simple Automations and Resource Guides for Insurance Agents

If you’re an insurance agent juggling client calls, marketing events, and the endless tasks that build your business, you’re not alone. In this episode of the Insurance Business Babes podcast, hosts Joanna Wyckoff sits down with guest Kimberly to pull back the curtain on the real, messy process behind scaling a successful insurance business in the Medicare space. Here’s what we learned.

Streamlining Your Marketing and Client Onboarding

Kimberly shared her grassroots approach to Medicare marketing—hosting T65 educational events, leveraging referrals, and joining local coalitions. But the hands-on work (think DIY mailers with help from family) also highlighted how easily things slip through the cracks, especially when follow-ups are delayed and reminders are missed.

Joanna emphasized the power of systematizing these touchpoints. By integrating technology—like permission-to-contact QR codes and electronic intake forms—lead data automatically enters your CRM instead of disappearing in an unread text or paper stack. This keeps prospects organized, timely, and visible for both you and your team.

Buy Back Your Time With Virtual Assistants

One of Joanna’s most actionable tips? Hire a virtual assistant (VA)—even if just for 20 hours a week, and even on a shoestring budget. VAs in the Philippines or Jamaica with insurance experience can handle calls, texts, follow-ups, and administrative tasks for about $4 an hour. The key is to first adopt a VOIP system (like Dialpad, RingCentral, or GoHighLevel) so your VA can work from anywhere and manage communications seamlessly—freeing you to focus on revenue-generating activities.

Embrace Digital Calendars and Remote Sales

Kimberly admitted her reluctance to abandon face-to-face appointments for phone or Zoom meetings, especially in rural markets. Joanna’s advice was clear: transitioning even some appointments to digital not only boosts efficiency, but also meets today’s seniors where they’re increasingly comfortable—on their smartphones.

To truly scale, move away from paper calendars and manual scheduling. Digital calendars (even paired with printed versions for the visual folks!) allow your staff to coordinate and block out time, ensuring nothing falls through the cracks and growth stays manageable.

Stand Out with Educational Resource Guides

Finally, giving clients an educational resource guide—customized with your branding and a QR code linking to your intake process—cements your expertise far more than a business card ever will. It shows clients you’re organized, informed, and invested in helping them understand their options, all while keeping your information handy for referrals.

Conclusion

Ready to stop losing leads? Use the tips from this episode: implement smart tech, delegate wisely, transition to digital where possible, and create tangible resources for your clients. These small changes will help you manage, grow, and love your insurance business—all without burning out.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

In this REWIND episode, just in time for OEP, we discuss:

Maximizing Opportunities During OEP

The Open Enrollment Period (OEP) is a critical time for brokers to secure and nurture their client relationships. As discussed in the latest episode of the Insurance Business Babes Podcast, there are several strategic approaches agents can take to optimize their success during this period.

The Power of Proactive Outreach

Susan Sutton emphasizes the importance of proactive communication with clients. Initiating follow-up calls at ten, thirty, and sixty-day intervals can help brokers ensure that clients have received and activated their benefits. Regular check-ins serve not only to resolve any issues promptly but also to solidify the broker-client relationship, reducing the likelihood of clients straying to other agents.

Cross-Selling and Client Engagement

Joanna Wyckoff shares effective strategies for keeping clients engaged and increasing client retention through cross-selling. Offering ancillary products such as hospital indemnity, cancer, or dental plans can provide additional value to clients, making them less likely to switch agents. Joanna highlights the importance of revisiting ancillary product offerings if they were not thoroughly addressed during the AEP due to time constraints.

Creative Event Strategies

A standout moment in the podcast was Susan's insight into registering informal sales events like bingo or sip and paints. These events are perfect opportunities to subtly drop benefit information while creating an engaging environment. By registering such gatherings as informal sales events, brokers can discuss multiple carrier benefits and solidify their position as a knowledgeable resource in the clients’ minds.

Leveraging Centers of Influence

Another innovative approach discussed is partnering with centers of influence for non-client appreciation events. These events can foster strong referral relationships and expand an agent's network without the constraints of sales event regulations. Cosponsoring with facilities like assisted living communities or businesses targeting seniors can enhance event offerings, reducing costs and bolstering community presence.

Incorporating these strategies during the OEP can position brokers to not only enhance their current client relationships but also expand their reach and influence in the insurance market.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.