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Management System Knowledge (Initial Data Report Setup) Guide

Specialists assist clients in setting up key reports, visualizing data, and identifying automation opportunities, enhancing efficiency, confidence, and engagement. This approach positions Specialists as trusted advisors and provides the Reporting Specialists and the department as a whole with a standardized process, ensuring an excellent Initial Data Setup experience for our clients.

Here's our Call Flow.

Note: Thie amenable anytime.

Call Flow

Initial Data Report Set Up Meeting Slides

Timeline

 

  • Upbeat & Purposeful Welcome Did the host open with enthusiasm and clearly state: “Today we’re making your data work for you — not the other way around”? (Sets a positive, empowering tone and reframes reporting as a win)
    • Good morninging (Client Name), How was your week? Awesome!
    • So “Today we’re making your data work for you — not the other way around”
    • I'll be facilitating today together with [Lead/Specialist Name], who would be assisting in downloading the initial reports. And be briefly introducing himself, go ahead [Lead/Specialist Name]
    • Before we dive in, have you had a chance to Jumpstart or review the initial reports setup email we sent? You're fine

 

  • Agenda Shared Visually & Confirmed Was the 3–4 step agenda shown on screen and verbally confirmed with the client? (Keeps flow predictable and client in control)
    • Do you see my screen? Perfect!
    • Welcome to your Initial Data report set up meeting
    • So, our agenda for today would be:
    • Overview of the reports
      • Set up the initial Reports
      • Timeline
      • Sending update after the call
    • Are we good? Perfect

 

  • Client’s Current Reporting Comfort Assessed Did we ask: “On a scale of 1–10, how comfy are you pulling reports?” and reflect their answer? (Personalizes support, avoids talking over or under their head)
    • So, if you can scale 1-10 10 being the highest how comfortable are you with your system? Got it.
  • “Why These Reports Matter” Explained Simply Was each report (Book of Business, Activity, etc.) tied to a real agency win in plain language? (usage?(E.g., “This shows who’s slipping so you keep more clients — and more revenue.”)
    • Activity - This track what your team is doing day-to-day, so you can spot high performers and coach others—ultimately boosting productivity and revenue.
    • Overdue Activity Report: Highlights pending tasks before they become problems, helping you avoid missed opportunities and keep operations smooth.
    • New Business and Cancellation Reports (out on the 15th): These break down wins and losses plainly, so you can celebrate growth areas and fix leaks—like identifying why cancellations happen and plugging them to grow your book faster.
    • Book of Business Report: This shows who's slipping in your client base, so you can intervene early, retain more clients, and protect that hard-earned revenue. For example, if it flags a client with no recent activity, you can reach out and potentially save thousands in renewals.
  • Data Point Person Confirmed & Empowered Was the reporting contact named, introduced (if on call), and given clear ownership? (Eliminates confusion and builds internal accountability)
    • (Client Name) would be the Data point person moving forward?
  • Screen-Share Demo: One Report, Step-by-Step Did we walk through one live report in their AMS (e.g., Book of Business) with slow, clear clicks? (Builds confidence through “see one, do one” learning)
    • So [Lead/Specialist Name] you can now lead the call but first I would need to allow to share their screens
  • Client Attempts One Export Hands-On Was the client guided to run and download one sample report during the call? (Interactive = engaging; proves it’s doable)
    • Thanks [Lead/Specialist Name] & Client Name we're done downloading and scheduling the reports!
    • So, we have just set up all the initial reports for Activity, Overdue Activity, New Business, Cancellation and Book of Business
  • Upload Process Made Foolproof Was the secure upload link shared on screen, with a 2-step demo and confirmation they bookmarked it? (Removes friction; prevents “I don’t know where to send it” delays)
  • Timeline & Support Crystal Clear Did we confirm: “Send samples by [date], we’ll build your dashboard, review next week”? (Sets expectations and momentum without pressure)
  • Positive Close with Wins Celebrated Did we recap what they accomplished (“You just ran your first report — that’s huge!”) and send recap + recording? (Ends on a high note, reinforces progress)
    • So, we've concluded a step for your growth and thank you for cooperation. And before we go ahead do you have any questions?
    • Awesome, so my friends just stay tuned and will keep you posted! Have a good day!

Prepared By: Louis