By Private Advisor Group’s Advisors and Engagement & Growth Leaders
Operational excellence doesn’t always require sweeping change. Sometimes the biggest impact comes from small shifts—tweaking how you work, leaning into the tools you already have, and removing friction wherever possible.
So, we asked: What’s one time-saving tactic you or your team has implemented this year?
From advisors to engagement leaders, here’s how people are reclaiming time and finding space to focus on what matters most.
From Minutes to Momentum: Advisors Share Their Wins
Meeting Notes Made Easy
Tool: Jump (AI note-taker approved for LPL & Private Advisor Group advisors)
This tool records meetings, summarizes the conversation, creates follow-up tasks, and syncs everything to our CRM. What used to take the team hours now takes minutes.
I agree—Jump has been helpful even in internal meetings. It’s a great tool for increasing efficiency across the board.
Definitely Jump. We switched to Wealthbox from Redtail and then added Jump. I feel like often as advisors we’re overloaded with different technology options, but Jump is well worth the money from a time-saving perspective and ties in seamlessly with Wealthbox.
Takeaway: Jump isn’t just a note-taker—it’s a workflow booster. Advisors are using it to remove manual data entry, ensure follow-ups get done, and keep systems updated without added effort.
Use the Tools You Already Have—Better
Not every solution needs to be new. Many advisors are finding untapped value in familiar platforms by using them more intentionally:
- OnceHub: Ends the email ping-pong by letting clients schedule meetings directly.
- ChatGPT / Microsoft Copilot: Speeds up content creation—emails, newsletters, client updates.
- CRM Integration: When connected to tools like Jump, your CRM becomes the control center of your practice, streamlining workflows and reducing task slippage.
Smarter Tech = Smoother Days
Tool: Wealthbox CRM
We recently switched to Wealthbox, and its user-friendly interface has been a game changer. When your team can adopt a system easily, that’s where time savings really show up.
Takeaway: User-friendly platforms aren’t just nice to have—they lead to better adoption, fewer errors, and more time back. This kind of clarity puts you in the driver’s seat, letting you shape your future instead of reacting to it.
What Our Engagement Leaders Are Seeing
Start with Delegation—Then Let It Go
One of the biggest opportunities for advisors is learning to let go—but with intention. So many start out as solo practitioners doing everything themselves, but as your firm grows, your time has to be used more strategically. That means delegating to others, investing in their development, and trusting them to lead.
My advice? Start by asking: What’s essential for you to do? What do you actually enjoy? Everything else is fair game to delegate. And when you do delegate, don’t just toss the task over the fence—offer coaching, give it time, and check in regularly. Not only does it build your team’s confidence, but it also frees up your own bandwidth to lead at a higher level.
Outsourcing That Actually Works
I recently talked to an advisor who had tried to manage marketing through a mix of internal staff and a generalist agency. It always felt like a struggle—there was a steep learning curve around compliance, and it never quite clicked. The staff member was stretched thin, and the agency didn’t know the financial world.
Now they’ve switched to FMG’s ‘do-it-for-me’ package, and the difference is night and day. They’ve got a dedicated concierge who knows financial marketing and handles everything—blogs, drip campaigns, webinars—you name it. The content is on-brand, compliant, and delivered without a bunch of back-and-forth. It’s not just about outsourcing—it’s about outsourcing to people who actually get it.
Time Management Is a Science—Use It
Advisors wear so many hats—it’s easy to feel scattered. That’s where structured time management can be a game changer. I’ve seen more advisors use time blocking lately—setting aside protected time for focused work like client meetings, writing, or strategy. The research backs it up too: studies show it helps reduce distraction and improves task completion.
Then there’s the Pareto Principle—focusing on the 20% of tasks that deliver 80% of your results. It’s a simple mindset shift that helps advisors get ruthless about where they spend their energy.
And here’s something people forget: build in breaks. Your brain isn’t built for nonstop output. Rest helps you show up better, especially in a relationship-driven business like this one.
Efficiency in Action
What we heard loud and clear: small changes can unlock major time savings. Whether it’s getting more from your CRM, leaning into automation, or simply letting go of what’s not working—operational excellence starts with using what you already have more effectively.
