cloud apps part ii: improving insurance agency communications

Improving Agency Communications

Cloud Apps Part II

CONTENTSINTRO: Improving Agency Communication through the Cloud ..........3

Step 1: Upgrade and Save on Phone Service ....................................4

Step 2: Keep Your Inbox Safe and Spam–Free ..................................6

Step 3: Make Client Communication Easy and Secure .......................9

Step 4: Take Everything You Need On–the–Go .................................12

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There are hundreds of cloud apps out there that can help your agency communicate better—but taking on all these apps at once may cause information overload. We’ve broken down the process of integrating these applications into your agency so you can take things one step at a time. By following this path to better communication, you’ll find your agency can communicate

better, and at a much lower cost than you might think.

In part one of our cloud apps eGuide, we looked at ways your agency can improve its everyday tasks using cloud applications. In part two, we’ll focus on your agency’s communication methods, helping you access, gather and share information faster and more effectively.

Introduction: Improving Agency Communication through the Cloud

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STEP 1: Upgrade and Save on Phone Service

Cloud Apps

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Your communication overhaul starts with the most basic: your agency’s phone system. If you’re still using landlines, it’s time for your agency to get with the next generation in phone service: VoIP (Voice over Internet Protocol) phone systems that, true to their name, transmit calls via the internet. With VoIP, you can make calls from your smartphone, tablet, computer, office phone—anything with speakers and a microphone. These systems can save you a bunch and typically include calling features that would cost extra with most other phone services.

As with most cloud technologies, there are many new VoIP services popping up. We’ve outlined a few of the most popular to help you decide what’s right for your agency.

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Phone Power Phone Power offers a number of features and great customer support, but has limits to outbound calling and high cancellation fees.

Unlimited incoming minutes and free in–network calling

Second line offered for free

Toll–free numbers and fax lines supported

Call forwarding to several phones, conference calling and call transferring

Great customer service (can contact by email, phone or live chat)

High cancellation fees if terminating your annual contract

No unlimited plans offered

Outbound calling threshold of 5,000 minutes

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Lingo Lingo provides great coverage for international calling, unlimited calling within the U.S. and Canada, and includes all your basic features (voicemail, call waiting, speed dialing, etc.). Its monthly rates are a bit higher than other companies with similar features, but in the end it offers a lower cost by providing only the basics.

International calling to over 65 countries

No minutes thresholds for U.S. and Canada

Basic needs are covered: voicemail, call waiting, call blocking, speed dialing

Phone adapter included at no extra cost

Extra fee to make calls from mobile phones

Only the basics: not a lot of additional features offered

High monthly fee compared to other services

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Skype

Skype is well known for its video services, but also provides VoIP. It has great pricing and no limits on calling, but like Lingo it lacks some additional features. Although there is no hardware to install, it also does not offer phone adapters, meaning you cannot make calls from a handset.

Competitive pricing for national and international calls

Voicemail, caller ID, call forwarding, call waiting and call transfer included

Free calling to other Skype users

Unlimited plans offered

No hardware to install

Not many additional features

Limited to using mobile device or computer to make calls

Voice quality is less than desirable

Does not provide support via email or chat, only offers video tutorials

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Star2Star Star2Star also offers the basics (voicemail, call forwarding, etc.) but adds a lot more with voicemail–to–email and auto attendant. In addition, Star2Star operates using less bandwidth than similar systems. Set–up and installation are easy, but figuring out how to use the system can be a complex, so be ready for a bit of a learning curve.

End–to–end installation of phone system for easy set–up

Unlimited conference calling

Voicemail–to–email: sends an MP3 file of the voicemail message to your email

Auto–Attendant automatically transfers callers to extensions

Less bandwidth than other systems

Complex system means a longer learning curve-++

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STEP 2: Keep Your Inbox Safe and Spam–Free

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Spam Blocker AppsMailWasher serves as an intermediary between your e–mail server and your computer, allowing you to see and destroy questionable messages before downloading them. Essentially, MailWasher flags spam–worthy e–mail and displays it in a preview window so you can choose whether it’s safe or not. This can save you from viruses and phishing, preventing data security breaches. The free version gives you access for one e–mail address, and with the paid version you can use MailWasher with all your agency’s e–mail addresses.

SPAMFighter was developed specifically for Outlook or Windows Mail users, but is also compatible with Mozilla Thunderbird. This app takes a slightly different route through basing its spam filtering on the suggestions of its over 8 million users. SPAMFighter listens to its users to get accurate information on spam messages; when a message comes to you that has been marked as spam by a majority of SPAMFighter users, it goes directly to your spam folder. The system is easy to use and install, and is free with a small ad on your outgoing mail. If you’d rather not have advertising attached, there is a paid version that is ad–free.

Once you’ve improved your phone system, it’s time to look to the mode of communication your agency uses most: e–mail. Although e–mail is the fastest, most effective way to send files, it comes with its own baggage—namely spam e–mails and the security threats attached to them. With the rise of such security issues, there is a need for more ways to fight them. Let’s take a look at a few apps you can use to keep your information safe and your inbox virus–free.

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Secure E–mail AppsHushmail uses standards–compliant OpenPGP encryption and can be used with almost any e–mail system, including those accessed via mobile devices. Like all e–mail security systems, you should only use Hushmail when sending or receiving secure mail. With each message you send, a multi–character passcode is created that your recipient must use to view the message. Hushmail is free to download, but if you plan to send and store a substantial amount of messages you should look in to paying for the additional storage and hidden IP address functions. In addition, the paid version gets you specialized technical support.

Virtru is a browser extension (currently for Chrome and Firefox only) and works well with almost any email system, including Gmail and Yahoo. When sending a secure message, you simply switch the toggle button that appears on the message to turn on Virtru. There is added security with Virtru as they send each key through their own management server, and it allows for e–mail and attachment encryption. Once you’ve sent a message through Virtru, you can set time limits on the access keys and/or revoke access at any time. Finally, Virtru was created by a former NSA member and uses Trusted Data Format (TDF), a format used by the government for the highest security.

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Sendio gives you 100% control of whose messages come to your inbox. Sendio reverses the funnel so only domains you’ve approved come to your inbox. Once you’ve installed, you import your existing contacts to Sendio, which adds them to your approved sender’s list. E–mails from those not on your approved list will get a nicely worded auto–reply asking them to click a link and type a verification code, something it is highly unlikely any spammers will do. Intraoffice e–mails are automatically added to your sender’s list, so you won’t need to worry about adding a new employee’s e–mail. Those who use Sendio find they stop receiving almost all spam, and are confident that the message they receive are virus and malware–free.

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STEP 3: Make Client Communication Easy

and Secure

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DocuSign✓ Allows for easy document signing via e–mail

✓ Synchs with file storage applications like DropBox or Google Drive

✓ Gives different types of delivery options (i.e delivery confirmation, allowing recipients to make changes)

✓ Allows for multiple signers, creating a tab for each

✓ Shows detailed stages of completion

✓ Lets you know when document has been sent, viewed, edited (if applicable), signed, declined or bounced–back with an auto–respond

Now that your e–mail systems are safe, you can start using them to improve your client communications with electronic signature and delivery verification apps. These cloud applications take the hassle out of scanning and faxing contracts for signatures, and keep all sensitive information stored securely and up to legal regulations.

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RPost✓ Provides legal proof of e–mail delivery

✓ Sends secure messages simply by clicking “send registered mail” on your e–mail service

✓ Emails you delivery verification and files registered receipt

✓ Offers eContract for sending and e–signing contracts

✓ Converts Word doc to a PDF in eContract mode

✓ Synchs easily with Outlook and is included in Partner XE 2.0

“SIS client John Heinsz of Heinsz–Schaefer–Garwitz Insurance Services uses the RPost integration, saying “(t)he most immediate impact has been the use of the

Esignature feature. Our producers immediately saw the time savings with this feature and have loved it.”

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Silanis✓ Offers better visual proof of a document’s stages

✓ Shows the appearance and order of all web screens seen by the recipient

✓ Tracks time spent and actions taken on each page

✓ Uses SMS messaging to confirm a signer’s identity

✓ Synchs easily with your agency’s current applications

No matter which app you chose, be sure to check its compliance with guidelines set by ESIGN (Electronic Signatures in Global and National Commerce Act) and UETA (Uniform Electronic Transactions Act). The examples we’ve selected are all ESIGN and UETA compliant, and should be used as one option for your clients. Although it is likely most will chose to sign contracts via e–mail, in order to stay within privacy regulations you should always offer hardcopy signing as an option, too.

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STEP 4: Take Everything You Need On–the–Go

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Kelly Blue BookThis app gives access to quick auto insurance quotes, allowing you to provide clients with up–to–date info on rates instantly. You can search for the value of specific vehicles and read about new and used car prices, look at photos and compare vehicles easily. Kelly Blue Book’s app is free and can be accessed on any mobile device, including tablets.

ZillowZillow has quickly become the best resource for concise property information, and its free app provides all the same great info in a mobile–friendly package. Each Zillow profiles shows an estimate on a property’s value, past and current owners, info on local schools and much more. With this app, you can compare process and property values and provide your clients with quick coverage quotes.

The last step to improving your agency’s communication systems is to break down any communication barriers. With these mobile apps, you can access and share the information you need at any time.

Mobile access means you can provide quotes, update client profiles and do prospect research anytime, speeding up processes and ensuring you don’t forget important info when you’re on the go. Many of the popular sites and programs your agency uses have mobile access, and you should start taking advantage of these apps to keep your agency ahead of the game.

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ACORD OneWith this app, ACORD gives users access to commonly used forms. Users can view, complete, sign and send forms through this app, making it that much easier to turn prospects in to clients. It also provides capability to save incomplete forms for future use and is free for users of Cap Dat ACORD.

CamScannerCamScanner turns your phone or tablet in to a portable scanner, allowing you to capture important documents using your device’s camera. The app provides cloud–based back–up, and gives you the ability to edit and share what you’ve “scanned”. CamScanner is also great for storing receipts and business cards when you’re traveling—and it’s free.

Partner XE MobileWe couldn’t look at great mobile apps for your agency without talking about Partner XE’s mobile app. Partner XE Mobile puts your agency management system in your hand and makes it accessible anytime, anywhere. You can search for, view and edit client and prospect profile, and can place calls or e–mails simply by tapping the phone number or e–mail address in a given profile. Through the Partner XE Mobile claims feature, you can access claim numbers, dates, and statuses, making it easy to have the most up–to–date information – and it’s all free for Partner XE users.

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As you look in to these new cloud apps to improve your agency’s communication, remember to take things slow. It can be overwhelming to integrate everything at once – and it’s better to take the time to learn how each new app works before moving to the next. When it comes to improving your agency processes, you know best! And SIS is here to help. Contact us today to find out more!

To find out more about Partner XE, contact us at 800.747.9273 or sales@sisware.com to talk about the ways Partner XE can work for your agency.

About SISHeadquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is the team behind

Partner XE—an innovative web–based insurance agency management system that helps

independent agencies streamline workflow and grow their business. Built on a foundation

of strong technology and exceptional service, we’re moving forward with a constant eye on

innovation that will make independent agents’ lives easier.

About Partner XESupporting downloads from nearly 300 carriers, real time interaction, integrated agency

accounting, and much more, Partner XE is a full–featured agency management system at

an affordable cost for the independent insurance agency. For more information, please visit

www.sisware.com

4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com