Avoiding Burnout and Building Success

Running an insurance agency isn’t just about writing policies—it’s about building a real, sustainable business. In this special “rewind” episode of Insurance Business Babes, hosts Kathe Kline and Joanna Wyckoff revisit one of their most fundamental topics: how to treat your business like a business. Here’s a breakdown of the most important takeaways.

Mindset Shift: From Employee to Entrepreneur

Too many new agents fall into the trap of acting like employees instead of business owners. As Kathe points out, running your own agency means you’re responsible for everything—from generating leads to maintaining client relationships. This mindset shift is crucial: block your calendar, structure your working hours, and hold yourself accountable for your business growth.

Systems, Automation, and Delegation

Successful insurance agents invest in basic systems that free up their time and improve client communication. Both Kathe and Joanna stress the importance of tools like calendar apps and VoIP phone systems, which can cost as little as $20-$25 a month and can be a game-changer for customer scheduling and responsive service—even when you don’t yet have an assistant. These tools also help you maintain professionalism by avoiding the pitfalls of voicemail and missed leads.

Professionalism Matters: Details Count

Little touches make a huge impact. Simple enhancements like a professional business email (avoid Hotmail or AOL!), an up-to-date, realistic headshot, and a clear, visible name badge are all inexpensive ways to signal credibility and build trust.

Boundaries and Time Blocking

Burnout is real. Both Joanna and Kathe share how vital it is to set boundaries around your time, take regular breaks, and schedule downtime to recharge. This doesn’t just preserve your health—it actually makes you more productive and protects your reputation with clients.

Plan, Track, and Outsource

Whether it’s having E&O insurance to protect your business or maintaining a written expense budget, the key is to anticipate what your business needs as you grow. Both hosts recommend treating tasks with the gravity they deserve and not being afraid to outsource or automate where possible.

Adopting a business-owner mindset, setting up simple systems, and protecting your time and brand—these are the pillars of long-term success, as Kathe and Joanna remind us. Treat your insurance business like a business, and watch it thrive!

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Stop Losing Leads! Simple Automations and Resource Guides for Insurance Agents

If you’re an insurance agent juggling client calls, marketing events, and the endless tasks that build your business, you’re not alone. In this episode of the Insurance Business Babes podcast, hosts Joanna Wyckoff sits down with guest Kimberly to pull back the curtain on the real, messy process behind scaling a successful insurance business in the Medicare space. Here’s what we learned.

Streamlining Your Marketing and Client Onboarding

Kimberly shared her grassroots approach to Medicare marketing—hosting T65 educational events, leveraging referrals, and joining local coalitions. But the hands-on work (think DIY mailers with help from family) also highlighted how easily things slip through the cracks, especially when follow-ups are delayed and reminders are missed.

Joanna emphasized the power of systematizing these touchpoints. By integrating technology—like permission-to-contact QR codes and electronic intake forms—lead data automatically enters your CRM instead of disappearing in an unread text or paper stack. This keeps prospects organized, timely, and visible for both you and your team.

Buy Back Your Time With Virtual Assistants

One of Joanna’s most actionable tips? Hire a virtual assistant (VA)—even if just for 20 hours a week, and even on a shoestring budget. VAs in the Philippines or Jamaica with insurance experience can handle calls, texts, follow-ups, and administrative tasks for about $4 an hour. The key is to first adopt a VOIP system (like Dialpad, RingCentral, or GoHighLevel) so your VA can work from anywhere and manage communications seamlessly—freeing you to focus on revenue-generating activities.

Embrace Digital Calendars and Remote Sales

Kimberly admitted her reluctance to abandon face-to-face appointments for phone or Zoom meetings, especially in rural markets. Joanna’s advice was clear: transitioning even some appointments to digital not only boosts efficiency, but also meets today’s seniors where they’re increasingly comfortable—on their smartphones.

To truly scale, move away from paper calendars and manual scheduling. Digital calendars (even paired with printed versions for the visual folks!) allow your staff to coordinate and block out time, ensuring nothing falls through the cracks and growth stays manageable.

Stand Out with Educational Resource Guides

Finally, giving clients an educational resource guide—customized with your branding and a QR code linking to your intake process—cements your expertise far more than a business card ever will. It shows clients you’re organized, informed, and invested in helping them understand their options, all while keeping your information handy for referrals.

Conclusion

Ready to stop losing leads? Use the tips from this episode: implement smart tech, delegate wisely, transition to digital where possible, and create tangible resources for your clients. These small changes will help you manage, grow, and love your insurance business—all without burning out.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

In this REWIND episode, just in time for OEP, we discuss:

Maximizing Opportunities During OEP

The Open Enrollment Period (OEP) is a critical time for brokers to secure and nurture their client relationships. As discussed in the latest episode of the Insurance Business Babes Podcast, there are several strategic approaches agents can take to optimize their success during this period.

The Power of Proactive Outreach

Susan Sutton emphasizes the importance of proactive communication with clients. Initiating follow-up calls at ten, thirty, and sixty-day intervals can help brokers ensure that clients have received and activated their benefits. Regular check-ins serve not only to resolve any issues promptly but also to solidify the broker-client relationship, reducing the likelihood of clients straying to other agents.

Cross-Selling and Client Engagement

Joanna Wyckoff shares effective strategies for keeping clients engaged and increasing client retention through cross-selling. Offering ancillary products such as hospital indemnity, cancer, or dental plans can provide additional value to clients, making them less likely to switch agents. Joanna highlights the importance of revisiting ancillary product offerings if they were not thoroughly addressed during the AEP due to time constraints.

Creative Event Strategies

A standout moment in the podcast was Susan's insight into registering informal sales events like bingo or sip and paints. These events are perfect opportunities to subtly drop benefit information while creating an engaging environment. By registering such gatherings as informal sales events, brokers can discuss multiple carrier benefits and solidify their position as a knowledgeable resource in the clients’ minds.

Leveraging Centers of Influence

Another innovative approach discussed is partnering with centers of influence for non-client appreciation events. These events can foster strong referral relationships and expand an agent's network without the constraints of sales event regulations. Cosponsoring with facilities like assisted living communities or businesses targeting seniors can enhance event offerings, reducing costs and bolstering community presence.

Incorporating these strategies during the OEP can position brokers to not only enhance their current client relationships but also expand their reach and influence in the insurance market.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Building a Thriving Insurance Agency: Lessons from Scott Miller’s 20,000-Client Success Story

On the latest episode of Insurance Business Babes, Scott Miller of Seniority Benefit Group returned to share actionable insights into growing an insurance agency from humble beginnings to a powerhouse serving 20,000 clients. Here are the key takeaways and strategies inspired by Scott’s journey.

Structuring Teams for Growth and Retention

Scott’s agency operates with a clear distinction between sales and service roles. Sales agents (LOAs) are focused solely on bringing in new business, while a dedicated client service team handles annual engagement, plan changes, and retention. This specialized focus allows each group to excel. During AEP (Annual Enrollment Period), the service team manages 20,000 client engagements, freeing up sales agents to focus on new prospects. Importantly, the service team doesn’t chase commissions but is still licensed—resulting in deeply invested, experienced staff who excel at client retention.

Culture, Investment, and Employee Development

Scott is a strong advocate for investing in people and benefits—from health insurance to 401(k) plans—creating a supportive, family-like culture with minimal turnover. New LOAs receive a sliding down salary and commissions for the first four years, encouraging fast ramp-up and long-term retention. Regular team engagement, retreats, and bonuses for high performers contribute to a motivating environment.

Smart Marketing and Lead Generation

Remarkably, Scott’s agency has never relied on purchased leads. Instead, they harness referrals from large employers, financial planners, and strategic community partners. Educational events, innovative marketing campaigns, and even creative client directories are deployed. Scott and the co-hosts also discussed the value of paying for high-quality, targeted connections versus mass-market, low-intent leads.

Running Your Agency as a Business, Not a Hobby

A recurring theme in the conversation was the importance of treating your insurance business like an actual business. That means investing in systems, staff, marketing, and tools, rather than skimping on necessary expenses. Scott credits much of his success to making deliberate, sometimes slow, investments and building a scalable foundation from day one.

Final Thoughts

Whether your goal is 500 clients or 20,000, Scott’s insights highlight the importance of specialization, culture, reinvestment, and creative lead generation. Insurance isn’t a solo act; success comes from building a supportive team and running your agency like the business it deserves to be.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

When to Build a Downline: Lessons from Joanna's Vault

Growing an insurance agency is more than just racking up numbers or throwing “spaghetti at the wall to see what sticks.” In the latest episode of Insurance Business Babes, Joanna Wyckoff and Zach Paschke (Kathe is not there today) dive deep into the do’s and don’ts of recruiting a downline, sharing hard-earned insights and mistakes to help others build smarter, stronger teams.

It’s easy to get caught up in the hype of team building—Facebook groups and uplines everywhere push the allure of overrides and recruiting. But as Joanna confesses, her early years were marked by frustration and avoidable pitfalls. The wisdom? Focus on mastering your sales skills first. Aim to build a solid book of business—at least 100 clients—before diverting attention to recruitment. If you can’t confidently teach someone else how to make a sale, you’re not ready to lead.

Joanna’s experience underscores the danger of recruiting “anybody with a pulse.” Time is an agent’s most precious commodity. Pouring countless hours into newbies who may never close a sale is not a sustainable growth strategy. Instead, create a “blueprint” for the kind of agents you want: people who are driven, teachable, comfortable with rejection, and aligned with your agency’s culture.

Not everyone who needs help in their agency should be recruited as a downline. Sometimes, what you need is a Licensed Only Agent (LOA)—someone who can handle overflow business rather than untested recruits. This is especially true when you get to a place where there’s simply more business than you can handle.

Above all, both Joanna and Zach emphasize intentional recruiting. Spend more time identifying the right personalities—perhaps former car salespeople, nurses, or outgoing community workers—rather than simply filling quotas. Build processes, set clear expectations, and foster a culture that rewards both independence and teamwork.

Ultimately, growing a downline is about more than profits—it’s about leadership, mentorship, and creating a legacy. Recruit better, not just more, and you’ll build a thriving, resilient agency.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Treat Your Business Like a Business: Key Lessons from Insurance Business Babes

Running an insurance agency isn’t just about writing policies—it’s about building a real, sustainable business. In this special “rewind” episode of Insurance Business Babes, hosts Kathe Kline and Joanna Wyckoff revisit one of their most fundamental topics: how to treat your business like a business. Here’s a breakdown of the most important takeaways.

Mindset Shift: From Employee to Entrepreneur

Too many new agents fall into the trap of acting like employees instead of business owners. As Kathe points out, running your own agency means you’re responsible for everything—from generating leads to maintaining client relationships. This mindset shift is crucial: block your calendar, structure your working hours, and hold yourself accountable for your business growth.

Systems, Automation, and Delegation

Successful insurance agents invest in basic systems that free up their time and improve client communication. Both Kathe and Joanna stress the importance of tools like calendar apps (e.g., Calendly) and VoIP phone systems, which can cost as little as $20-$25 a month and can be a game-changer for customer scheduling and responsive service—even when you don’t yet have an assistant. These tools also help you maintain professionalism by avoiding the pitfalls of voicemail and missed leads.

Professionalism Matters: Details Count

Little touches make a huge impact. Simple enhancements like a professional business email (avoid Hotmail or AOL!), an up-to-date, realistic headshot, and a clear, visible name badge are all inexpensive ways to signal credibility and build trust.

Boundaries and Time Blocking

Burnout is real. Both Joanna and Kathe share how vital it is to set boundaries around your time, take regular breaks, and schedule downtime to recharge. This doesn’t just preserve your health—it actually makes you more productive and protects your reputation with clients.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Cybersecurity Essentials for Insurance Agents: Lessons from Insurance Business Babes Podcast

In this episode of the Insurance Business Babes podcast, host Kathe Kline, co-host Joanna Wyckoff, and guest expert Jameson Keller dive deep into cybersecurity practices tailored for insurance professionals. Regardless of the type of insurance you sell, handling sensitive client data comes with significant risks. Here are the main takeaways and best practices discussed during their insightful conversation.

Jameson points out that many agents use free email services like Gmail, Yahoo, or AOL without proper business associate agreements (BAA). Not only does this look unprofessional to clients—think “[email protected]”—but it’s a massive HIPAA violation. Instead, agents should purchase a business domain and use platforms like Google Workspace, ensuring a BAA is signed for true compliance and privacy. This upgrade protects client information and elevates your professional image.

Kathe and Jameson emphasize that simply locking your computer with a password isn’t enough. Encrypting your hard drive (for example, using FileVault on Mac or BitLocker on Windows) is essential. If devices are stolen, encryption keeps client data safe. Carriers like UnitedHealthcare increasingly require proof of device encryption. Without it, agents risk severe financial and reputational harm.

Another cornerstone of cyber hygiene is multi-factor authentication (MFA). Jameson highlights four areas where MFA should be a must: CRM systems, bank accounts, password managers, and email. Utilizing authenticator apps rather than text-message codes adds another layer of protection against hacks and phishing attempts.

Say goodbye to “password123.” Modern hacking tools can crack simple passwords in minutes. Instead, use password managers like LastPass or Bitwarden to generate and store strong, unique credentials for every account. Export and secure a physical backup annually, as suggested by Kathe, but always keep these records under lock and key.

Lastly, always ensure cloud services and AI tools you use are HIPAA compliant and will sign a BAA. Never input protected health information (PHI) into free AI platforms unless verified secure.

By following these practical steps, insurance agents not only protect their business and clients, but also demonstrate industry leadership in cybersecurity and compliance.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

LOA vs. Downline: Breaking Down Insurance Agent Structures

On a recent episode of the Insurance Business Babes podcast, hosts Kathe Kline and Joanna Wyckoff delved deep into one of the industry’s murkiest topics: understanding the differences between LOA (License Only Agent) and downline agent structures.

Their candid conversation revealed invaluable insights for agents at all stages of their careers. If you’re an agent wondering where you sit in the hierarchy—or considering building your team—here’s what you need to know.

Kathe and Joanna started by explaining contract levels in the insurance world. At the top, you have National Marketing Organizations (NMO), closely followed by Field Marketing Organizations (FMO) and Independent Marketing Organizations (IMO). While language can vary—sometimes even among carriers—the essential thing is that these layers represent how agents get contracted and where the commissions flow.

LOA, or License Only Agent, refers to agents whose commissions are paid to someone else first—be it an agency, call center, or another intermediary. Joanna shared eye-opening stories of agents who didn’t even know they were LOA, missing out on direct carrier payments and control over their own book of business.

Being an LOA might make sense if you’re receiving leads and support, but blindly allowing someone to take a cut without delivering value is a red flag. As Kathe pointed out, direct payment from carriers means you own your business and can enjoy maximum flexibility and income.

Downline agents are independent, paid directly by the carrier but often with an override commission going to the upline for training, mentoring, and support. The value is in the relationship and resources, not in controlling your payments. If you’re building a downline, be ready to provide more than just a contract—you should offer guidance and infrastructure.

Bringing on LOAs or downlines isn’t just about expanding your reach. As Joanna noted, “Your LOA’s family is depending upon you feeding them”—meaning if you promise leads or support, you must deliver. Without enough business to support another person, consider hiring a personal assistant instead.

Kathe and Joanna discussed creative compensation structures—like paying a flat amount per appointment plus bonuses for every sale. The takeaway? Build structures that incentivize performance while remaining fair and manageable for everyone involved.

If you’re thinking of scaling your agency, make sure you clearly understand (and communicate) the differences between LOAs and downlines. Set expectations, be transparent with payments, and never take on more than you can genuinely support. And remember: the most successful organizations are those built on strong relationships, fairness, and clear structure.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Lessons Learned from Hiring a Director: Navigating Pitfalls in the Insurance Industry

Navigating the process of hiring a director-level employee in the insurance business can be tricky, as shared candidly by Joanna Wyckoff in the latest episode of the Insurance Business Babes podcast. This episode is packed with valuable lessons for both agency owners and aspiring directors about what to look for, red flags to avoid, and how to protect your business.

Red Flags and the Realities of Remote Work

Joanna recounted hiring a director of Agent Experience who was supposed to grow medical provider relationships and support the business during her absences. Despite the candidate’s impressive resume and persuasive interview, several red flags surfaced: lack of end-of-day reporting, limited presence at the office, and failure to log into key systems. Joanna admitted, “I had no way of measuring what they did that day because they failed to report any end of day activities like the rest of my staff does.” This lack of transparency was compounded by the employee’s use of a personal cell phone for business, eroding oversight and accountability.

Expensive Lessons: Pay and Expectations

Another major lesson was the cost of paying an employee during their licensing and contracting process—a stretch when the actual job tasks hadn’t even begun. Joanna paid several weeks’ salary for little to no business growth or value, a mistake Kathe summarized succinctly: “I would not pay people to do their contracting... they can come on board after their contracting is done.” Setting clear, measurable expectations from day one, including frequent check-ins, is crucial to avoid this pitfall.

Protecting Relationships and Company Assets

The most concerning outcome was the attempted transfer of business relationships to a competitor, highlighting the importance of contracts—not just with employees but with referral partners like doctor’s offices. As Joanna noted, “Now she's running around telling people crazy stories... when you let an employee manage a relationship, that doctor's office started seeing her every day and forgot about Joanna.” Owners must remain present in key partnerships and build contract protections into their processes.

Takeaways for Agency Owners

1. Vet Candidates Thoroughly: Assess real skills and demand proof—even from experienced hires. Personality and compatibility also matter.

2. Set Clear Accountability Measures: Require regular check-ins, system use, and task tracking from day one.

3. Don’t Pay for Licensing Time: Bring employees onboard only after they have their licensure completed independently.

4. Protect Relationships: Have strong, enforceable contracts for both employees and referral partners to prevent loss of business.

5. Stay Engaged: Even with trusted staff, maintain a visible role in key business relationships.

These hard-won lessons from the field will help you avoid costly hiring mistakes, protect your business relationships, and set up your next director for true success.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.

Navigating Commission Changes and Plan Mapping: Key Takeaways from Insurance Business Babes

The Medicare insurance landscape continues to shift, causing both confusion and frustration for independent agents everywhere. On the latest episode of Insurance Business Babes, industry veterans Kathe Kline, Joanna Wyckoff, and Scott Miller delve into the current challenges they face—including commission changes, confusing plan crosswalks, and tools that can make all the difference. Here are the top takeaways and insights from their candid conversation.

Commission Cuts and Non-Commissionable Plans: The Agent’s Dilemma

A recurring theme in the industry this year has been the abrupt announcement of popular plans becoming non-commissionable—often after agents have already completed their marketing and planning. Scott Miller recounted a recent experience where a top-selling plan in his region suddenly stopped paying commissions, leaving agents responsible for service but without proper compensation. Both hosts expressed frustration with CMS allowing such changes post-approval and with the lack of clear recourse for agents—especially when lobbying groups lack the legal resources to fight these decisions.

The Complexities of Plan Mapping and Crosswalks

Plan mapping has created a logistical nightmare for many agents. Changing plan numbers, crosswalks, and new names add layers of confusion when helping clients maintain continuous coverage or qualify for guaranteed issue rights. The trio discussed the difficulties of tracking these changes, especially when agent platforms like Connecture or Sunfire may not clearly show these transitions.

Strategies and Tools for Survival

With regulatory pressures mounting, technology and support networks have become crucial. Tools like RetireFlo—developed specifically to streamline client reviews—are making it possible for agencies with thousands of clients to stay organized. Joanna and Kathe highlighted the importance of leaning on uplines or FMOs for updated documentation and data, noting that not all FMOs are equally equipped to help.

Final Thoughts: Persevere and Cross-Sell

While the challenges are substantial, the podcast closed on a note of resilience. The trio urged agents to continue serving their clients, invest in retention, and diversify by cross-selling additional products. With industry trends often cyclical, perseverance and adaptability remain key to thriving in Medicare insurance sales.

Stay tuned for more industry insights and strategies from Insurance Business Babes.

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.