Why Most Firms Only Scratch the Surface of Their CRM
Implementing a CRM like Redtail CRM or Wealthbox CRM is one of the most strategic decisions a financial advisory firm can make. These platforms can streamline internal operations, improve compliance, and create scalable, repeatable client service — all essential to running an efficient and growth-focused firm.
But here’s the reality: most firms only use a small portion of what their CRM can actually do. The tools are there, but without intentional setup and training, even the most powerful system can fall short of expectations.
It’s rarely a matter of disinterest — it’s a matter of access. Many firms hire team members who are new to the industry or unfamiliar with advisor-specific tools. Even seasoned professionals can struggle without clear, role-based instruction on how to use the CRM effectively.
The real challenge is twofold: understanding where each team member stands, and finding the time and resources to train them well. Without consistent onboarding and structured education, firms risk underutilizing their CRM and missing opportunities to improve efficiency and client experience. Taking training seriously is the first step.
Inside the CRM Training Vault & Community
After I held countless hours of training and strategy sessions with advisory firms, I found one theme kept surfacing: teams were struggling with understanding why the CRM matters and how to use it effectively. Many firms had the right tools in place but lacked the structure and support to ensure their team used the system consistently and confidently.
From these one-on-one sessions, it became clear that firms weren’t just looking for generic training — they wanted a flexible, role-specific learning experience. They needed On-Demand resources for new hires, expert guidance to navigate more advanced features, and a community of like-minded Advisory Firms to learn from and grow with.
That’s exactly why we built the CRM Training Vault & Community — a centralized hub designed to increase confidence, consistency, and adoption across your entire team. It’s ideal for firms that may not need full implementation support but still want access to structured, expert-led training that actually sticks.
Here’s what’s included:
- A 90-Day CRM Training Program for Onboarding new hires
- 20+ on-demand training videos covering Redtail and Wealthbox
- Interactive quizzes to reinforce and test learning
- Downloadable Handouts, Worksheets & Resources (examples include: Onboarding Checklists, CRM Maintenance Checklists, Quick Actions & Shortcuts, CRM Adoption Scorecards, Workflow Builder Templates, and more)
- Monthly members call focused on:
- CRM feature updates and walkthroughs
- Real-world case studies
- Community Q&A and discussion
- Live support for your firm’s unique challenges
This is more than just training—it’s the support system your team needs to turn your CRM into one of your firm’s most valuable assets.
Why Training Is the Key to Real ROI
Whether you’re onboarding new hires, switching systems, or finally committing to the CRM you’ve had for years, training is what turns potential into performance. When your team knows how to use workflows, tasks, and notes correctly, you get meaningful insights through reports and dashboards.
To support this, we’ve created tools like:
- Onboarding Checklists
- CRM Maintenance Checklists
- CRM Adoption Scorecards
- Quick Actions & Shortcuts Guides
Lack of CRM adoption is often tied to poor documentation and fragmented communication. When teams consistently use templates and workflows for prospecting, onboarding, client reviews, and more, every step gets tracked, and every outcome becomes reportable. You’re no longer relying on scattered notes or memory. Everything lives in your CRM.
Real-World Example: A Timely Roth Conversion
After completing our CRM training, one of our clients gained the confidence to navigate and use their system effectively. With a clear understanding of how to build workflows, log notes, and set follow-up tasks, they were able to deliver proactive, timely service to their clients.
For example, a reminder surfaced to revisit a Roth conversion once the client retired. That task came due in October, just as the client was preparing to retire, allowing the advisor to initiate a timely conversation and check in with the client. It reinforced trust through thoughtful, proactive service.
This is what consistent CRM usage unlocks — not just compliance, but meaningful client relationships.
Using CRM Reports to Drive Performance
Consistency builds a reliable trail of activity, revealing bottlenecks, client trends, and areas for growth. That’s the real value: more transparency, more efficiency, and better service.
With consistent activity tracking, dashboards and reports become powerful tools for driving team performance and accountability. One firm we worked with built departmental dashboards in Wealthbox and launched a performance-based bonus program. Their operations dashboard tracked quarterly account openings, focusing on clean submissions with no NIGOs.
The results were tied directly to compensation: operations team members earned a quarterly bonus equal to 5% of their salary if they met a target ratio of IGOs to NIGOs, with an additional bonus for achieving zero NIGOs. The impact was immediate — fewer errors, smoother onboarding, and a noticeable shift in team morale. The culture became more collaborative, with team members celebrating shared success and working together to meet clear, measurable goals.
Migrating to Redtail CRM or Wealthbox CRM? We’ve Got You Covered
Thinking about migrating to Redtail CRM or Wealthbox CRM? It’s more than just a data transfer — it’s your chance to build a smarter, more streamlined system that actually works for your team. While CRM providers typically handle the technical side of the migration, we go further by translating your firm’s real-life processes into a fully configured CRM, complete with custom fields, workflows, templates, and reporting tools tailored to how you operate.
At Stephanie Dannebaum Consulting, we’ve helped dozens of advisory firms make this transition seamlessly, especially those moving from legacy platforms like Act!, SmartOffice, or AdvisorEngine. Our process is called the Foundations Track.
Once your system is up and running, your team can join our CRM Training Vault & Community to get role-based training, monthly support calls, and the tools they need to turn your new CRM into a foundation for growth.
Join our CRM Training Vault & Community!
Your CRM should be more than a digital filing cabinet — it should be a living system that supports your team, tracks your success, and helps you deliver proactive, high-quality service. Whether you’re starting fresh with a migration or looking to level up your existing CRM usage, the right training and setup make all the difference.
If you’re ready to build momentum and get lasting value from Redtail CRM or Wealthbox CRM, let’s make it happen. Explore the CRM Training Vault & Community, or get in touch to schedule your CRM Health Check.
