2024 Regional Summits | Meeting Minutes

Brooke Visagie, an Advisor Service Associate (ASA) at RPAG, recently shared insights on how to leverage some of the platform's key efficiency tools to help members make the most of their time. In today’s fast-paced environment, every minute counts, especially for professionals juggling multiple tasks and responsibilities. Brooke focused on two essential tools that can streamline operations: meeting minutes and meeting agendas.

Meeting minutes are crucial for documenting meaningful discussions, decisions, and key takeaways from meetings with plan sponsors. Members can save an immense amount of time by utilizing the meeting minutes tool from RPAG, which features refined formatting and autofill sections. This frees up time to concentrate more on prospecting and cultivating customer connections rather than being weighed down in paperwork.

To run a meeting minutes report in the RPAG portal, users should start by selecting the client for whom the report is being generated. This can be done by navigating to the Client Prospect tab in the Quick Bar menu and selecting the client name. From the client detail page, users can find a widget for meeting minutes, agendas, and other efficiency tools. By clicking the plus button next to the meeting minutes tool, users are taken to the "Create Report" page.

Here, selecting the correct report type is crucial, as templates vary based on the type chosen. For example, an investment review meeting minutes template differs from a provider analysis meeting minutes template. Once the report type is selected, autofill sections will populate relevant data, including meeting dates, attendees, and other details, minimizing manual input and reducing errors.

Additionally, members can customize the content of the report to better reflect the specific needs of each meeting. This includes editing the administrative checklist, investment due diligence, market summary, scorecard methodology, and more. By leveraging these tools, members can maintain a comprehensive and professional documentation process with ease.

Another effective tool that RPAG provides is meeting agendas, which are intended to set expectations and maintain focus throughout meetings. To ensure uniformity and user-friendliness, the method for creating a meeting agenda is comparable to that of creating meeting minutes. Users are able to tailor the agenda's content to the meeting's goals and choose the suitable report type. Depending on the report type that is selected, the agenda tool automatically fills in parts such meeting details, discussion topics, and disclosures. Sections can be added, changed, or removed by users as needed, giving the tool great flexibility and adaptability to various meeting formats. After completed, agendas can be distributed as a PDF, kept as a template, or published in a fiduciary briefcase.

Beyond meeting minutes and agendas, RPAG also offers two other tools designed to enhance efficiency: the provider notice and the client advocacy report.

• Provider Notice: This is an email template that allows users to quickly communicate fund changes or recommendations to the recordkeeper without the need for manual data entry. This tool creates a paper trail of communications, enhancing transparency and accountability.

• Client Advocacy Report: This relatively new tool is designed to summarize all the services provided to a plan sponsor throughout the year. It includes a comprehensive list of services offered, making it an excellent resource for client meetings at the start or end of the year. Like other tools, it is fully customizable and can be saved as a template for future use.

She showed how these technologies help RPAG members focus more on building relationships with clients and promoting growth by saving time and effort. The tools improve productivity and efficiency and are simple to use, straightforward, and offer a good return on investment. Members may efficiently manage their schedules, maintain organization, and improve the quality of their service delivery by making use of RPAG's array of tools. Whether through streamlining meeting minutes, creating focused agendas, or leveraging communication tools, RPAG provides its members with everything needed to succeed in a competitive market.

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