Policy Renewal Tracking and Client Communication Template

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Ensure your clients are always covered with a robust system for tracking policy renewals and maintaining timely communication. This template guides you through setting up a renewal tracking system, scheduling client communications, and training your staff.

Implementing this project will help you avoid lapses in coverage, improve client satisfaction, and streamline your renewal process.

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Policy Renewal Tracking and Client Communication for Priority Matrix

Policy Renewal Tracking and Client Communication in Priority Matrix

Ensure timely policy renewals and client communication to avoid lapses and enhance customer satisfaction.

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Proposed Tasks

Urgent and Important

  • Create client communication schedule
    ☐ Identify key communication points ☐ Schedule reminder emails/calls
  • Monitor policy renewals
    Check that renewals are happening as scheduled
  • Send first round of renewal reminders
    Send out reminders for policies due to renew in the next month
  • Set up renewal tracking system
    ☐ Create a database for all client policies ☐ Input renewal dates ☐ Set up automatic reminders

Important, Not Urgent

  • Review system effectiveness
    ☐ Compare renewal rates before and after system implementation ☐ Adjust system as needed
  • Test the tracking system
    ☐ Perform test run ☐ Make necessary adjustments
  • Train staff on using the tracking system
    ☐ Prepare training materials ☐ Conduct training sessions

Urgent, Not Important

  • Client satisfaction survey
    ☐ Design and send out survey ☐ Analyze results
  • Review client feedback
    ☐ Collect client feedback ☐ Make improvements based on feedback

Not Urgent and Not Important

  • Regular system maintenance
    Ensure system is running smoothly and make updates as needed