Smarter Week

How to automate it

How to automate “answer client questions about coverage, ID cards and billing”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, every day
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Give clients a portal and AI assistant for ID cards, policy documents and simple changes

Client portals and AI assistants answer the routine requests (ID cards, policy copies, payment links, how to report a claim) day and night and pass real coverage questions to staff.

Typically saves about 40% of the time2 h to set up
  1. 1List the requests you get most each week.
  2. 2Turn on your AMS client portal and app (Applied CSR24, Vertafore InsurLink, HawkSoft or EZLynx client center).
  3. 3Consider an AI texting or phone assistant built for agencies (for example EZLynx EVA) for after-hours requests.
  4. 4Keep coverage advice with licensed staff; set clear handoff rules.

Tools: Applied CSR24 · Vertafore InsurLink · EZLynx EVA · HawkSoft client center

Fix 2 of 2

AI

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Insurance Agent / Broker

HourLeak · the 8-minute work audit

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Other common tasks for Insurance Agents / Brokers