7 Tips To Handle Your Client Notes After Your Client Meetings

The following post was on ForAdvisorsOnly the week of February 13th, 2012 and here is my reply.

ForAdvisorsOnly Post

We have tried several methods of recording the information discussed during client meetings without a lot of success. We have had a person sit in on the meeting a take dictation, make up notes directly afterwards and send them to the client for approval, record the meeting and then have it transcribed (takes hours). What does everyone else do? What has worked well?

Simon Reilly’s Reply

While I am not an advisor, I’m a coach who works with advisors.

1) Part of our offering is we include a recording of the coaching call using Audio Acrobat. We also send our clients a coaching call summary of the call by e-mail. The coaching call summary is dictated into Audio Acrobat.

2) One of our Virtual Assistants type sets the coaching call summary which is proofed and e-mailed to our clients along with practice management articles, assignments and systems.

3) Our practice management articles, assignments and systems are stored in DropBox.

4) Some of our clients use the Audio Note App to transcribe their client meeting notes.

 

5) Some of our clients use CopyTalk to transcribe their client meeting notes.

 

6) We have also used Dragon Dictation to dictate client notes.

7) Rather than Dragon Dictation, to delegate and to give the process a personal approach, I prefer creating a quick mind map summary of the coaching call notes and I’ll sometimes use the SimpleMind App. ( Check out the picture out at the bottom of this Blog. The SimpleMind App along with the iPad2 is the coolest piece of software to come along in years! ) Then I use Audio Acrobat to dictate the summary of the coaching and then have our Virtual assistant transcribe the notes. I’m looking at 5 – 10 minutes to complete the coaching call mind map / notes / Audio Acrobat and our Virtual Assistant is spending 12 – 15 minutes to type set the notes. This process guarantees clear communications with our clients and everyone is on the same page for the next meeting.