← The Efficient Advisor: Tactical Business Advice for Financial Planners
The Efficient Advisor: Tactical Business Advice for Financial Planners
385: The Resource Organization Hack You'll Wish You Started Years Ago
00:13:37
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Okay, you know all of those resources, you know what I'm talking about, like the PDFs that you get, the amazing articles you found online, you have links, you've got images and graphics, but like, where do you save them all? That's what we're answering in today's Efficient Friday. Welcome back to another Efficient Friday episode where every week in ideally 10 minutes or less, I want to share a super tactical tip idea, process or hack with you that you can implement or right away. I, as always, am your host of the Efficient Advisor, Libby Grywe. And I built a 100% referral only planning practice that I grew to seven figures as a solo advisor, all while working just three days a week and taking off 14 weeks a year to lean into being a mom, a wife, a friend, a sister, a daughter, and frankly, a travel obsessed human. And I'm here to walk alongside you and show you how to do the exact same. To help you take the most important strategies for scaling, organizing and creating less stress and overwhelm in your business. We are about to transform your practice. And the best part about today's strategy is it was pretty much the easiest thing ever. But before we dive into this week's quick hit, I've got a couple of things that I want to make sure I share. Number one, we've got the asset map Do It Together webinar coming up on July 28th at 4pm Eastern. Make sure you register. You can do that in the show notes of any podcast app that you're on or you can go over to my LinkedIn and scroll back and you'll see a image of Adam and I where you can register. Then I want to tell you Quinn has recently announced a whole bunch of things. They're now doing monthly webinars. If you don't know what Quinn is, Quinn is an agenic AI agent that I use in my business and a gazillion advisors inside of our Efficient Advisor community. Use them and Quinn can save you literally anywhere from 10 to 15 hours a week. It's so much more than a note taker. It can take notes, but it's really an agent that you can train and teach and can take so, so much stuff off of your plate. I have been continuing to play around with it and I'm getting more and more excited about all of the things that it can do. And if you've ever wanted a dream assistant but you're not quite ready yet, you know, yet ready to hire, this might be an amazing solution. And the price y' all is completely insane. You can learn more over at heyquin IO Efficient Advisor and you can find out more information in the show notes below or on the Resources tab on theofficientadvisor.com and the last thing I want to share before I give you the goods is a lot of RIA owners lately have been sharing with me that they have all of these new AI tools, right? Maybe it's Quinn, maybe it's a note taker, maybe it's Claude and they're getting a ton of value from it. In fact, one of our alumni community members, Sean, just came back and showed us a whole bunch of really cool stuff that he had Claude built for his business. But one of the things I've found is very few RA advisors have or RAA owners have been able to figure out. Is our environment actually set up to support this? Not just productivity, but we're talking governance and compliance. So this is where T2M works comes in. They help RIA firms build and sustain a governed foundation so that AI can be used confidently and defensibly with the right information flowing to the right place at the right time. Crazy important. For Efficient Advisor listeners, they are offering a complimentary AI governance assessment, which is a huge value. You can check out T2M works, the number 2T2M works.com, the efficient advisor. You can also find out more information in the show notes below or over on the efficient advisor.com under resources. All right, let's dive into this week's quick hit that I know you're going to love. Okay, today I have a amazing hack for you. You know, all of that stuff that you collect, those resources, things you might want to refer back to later. Maybe you read an amazing article on 529 plans or you found this really cool PDF that explains net unrealized appreciation to clients. Or maybe you found a really cool calculator online that you like to share with clients about whether or not they should buy or lease their car or pay off their mortgage early. Where do you save all of these resources? I'm going to share with you today a hack that I learned from my friend, an alumni of our Systems of Skill group coaching program, Eva. And I'm going to share how I did it and then how she totally took that to like the next level. And if you're watching this on YouTube, I'm going to pull it up on the screen and actually share it with you so you can see what I'm talking about visually. So back in the day I had, you know, I've shared with you my second brain concept before. And I had part of my second brain was a resources document and I had picture kind of a Word document with different categories on it. So maybe it was 529, maybe it was estate planning, maybe it was Roth conversion, maybe. And I would save images, links, links to articles. And it was not the best. Like if I found a PDF, there was nowhere great to save it. And so this was kind of like a constant struggle for me is like how do I go back and access this information. I remember I found this amazing article about some financial planning that Jim Harbaugh had done, the coach at Michigan. And I wanted to refer back to it for clients to show them like in real world scenarios. Here's how people with money handled these things. And it was just really a difficult, like you'd always be kind of Google searching. And I had some links saved in my web browser as bookmarks and I had other files of PDFs and then I had this one massive document that at least told me what I have and where it was saved. So Eva showed me how to level this up recently and I asked her if I could share her concept with you. So Eva has gone through, she's been on the show before. She did an episode a while back where she just shared a bunch of amazing stuff on how she 5x her business. And Eva has gone through the group coaching program twice. So we let alumni come back through if they're ready to level up their systems again at a massive discount. And one of the coolest things about the systems to scale group coaching program is our alumni community. So we launched the alumni community about a year ago, right? Because we give you so much stuff. And I promise I'm going to get to this system here. We give you so much stuff. Like I give you everything. You might not implement everything, but we're going to give it all to you. So I wanted to find a way to give give you ongoing access to the resources and to all of the content from the program. Especially as I update everything with AI new ideas like constantly I'm updating the program. And so I wanted to give our alumni a way to maintain access but also to focus on implementation. So Eva came back as an alumni. So we do a show and tell every month where an alumni just out of the kindness of their own heart volunteers to show us under the hood of something they've done that's really, really cool. Eva came on and she did 10 efficiency hacks that she has implemented in her business. And she shared this one. So she had the same problem that I had, that probably you have where you have all of this information and you don't exactly know where to store it and how to store it and how to store it in a way that's accessible. So Eva shared with us her planning resources library.
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So.
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So for those of you watching, I'm going to go ahead and pull it up on my screen here, and you can check it out on the YouTube channel. Let me see, where did it go? And so this is like a super cool. Oh, my gosh. I had it all pulled up here. It was ready to go. Oh, my goodness gracious. Okay, stand by, y'.
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All.
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We're doing it. I know where to find it, if nothing else. But do I though. Okay, here it is. Yay, I found it. Okay, so this is what it looks like. This is her planning library. So what you're looking at, if you're listening, what you're looking at is Eva has made a file folder structure. So she has a file called planning Library. I would call it, like resources library, something that makes sense to you and your brain. And then when you open it up, she has folders for different categories. So one of the examples is there's a bunch of folders for life events. So there's a life event folder. And then when you click it, you see life events, age of majority, life of events, death of a parent, life events, death of a spouse, life events, divorce, life events, getting married, life events, having a baby, life events, identity theft, life events, moving to a new state. Right? You see all of this stuff. And then she's got other categories like niche business owner, elder care minister, or called worker, special needs children, student loans, US Government employees, all of these different things. And then she has a category called goal planning, buying or selling a home, college planning major, purchase, vacation or second home. And if you click into these individual files, what you see is links PDF. So you can make a Word document and save a link. You can make a PDF or save a PDF, you can save a online calculator that you found. And I just thought this was a beautiful way to organize all of those crazy resources and far better than what I had done in my own practice. So Eva came into our alumni community and showed this, and everybody went totally nuts over it and was like, can you please send us screenshots? So if you are in the alumni community, you can see Eva's screenshots. She also shared some of her we went through. Eva did a lot with file structure and organization. Behind the scenes and how she took what we taught in the Systems to Scale group Coaching program for digital file organization and took it to the next level. She showed us her client files, she showed us her operations files. So if you're in the alumni community, you can find that under Masterclass replay, you'll see Eva's 10 efficiency hacks. Check it out. She sent screenshots. So those screenshots are linked below the video. But for those of you listening who are not alumni, first of all, come join us for the Systems to Scale group coaching program. We start August 20th of 2026 and we go through the end of June of 2027. But I wanted to share this idea with you because this is a great way to organize and remember, you don't have to sit down and think of all of the ideas. You could take whatever system you've already got and start creating these file folders. And again, make sure you check this out as a YouTube, you know, on YouTube so you can see the visual of what it is that I'm talking about. But I loved this idea and so she has it broken down. She' shared a few, but she has built out all these categories and she shared that it took her a long time. This has been built over time. So as something new comes up with a client. So perhaps you found a really good tool on Social Security benefits and why you would wait, right? Or why you might file in unique filing strategies. You're going to create a folder, you could call it Social Security. And then inside of that folder you could save Social Security calculator as a folder. You could save Social Security article on survivorship benefits, Social Security article on death benefit, Social Security on article, why wait? Historical figure like whatever it is. So I loved this as a way to organize all of those resources. So hopefully you guys found this helpful.
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Hi there, I'm Sarah Yanock, a certified financial planner and financial advisor at Edward Jones in Rockport, Texas. I started listening to Libby's podcast first and then found her coaching program online. I have been through several coaching programs, but Libby's has been the only one worth the money. It's a blessing when business is flourishing, but in reality I was totally floundering and didn't know how or where to start with getting my business organized. Not only does she provide enormous value by sharing her proven templates, processes and efficiency hacks, but I loved being part of a group so I could collaborate with other advisors. And since this is professional development, I can deduct it on my taxes as a business expense. I know you and your business will be better off with Libby's Group Coaching. So take the next step and sign up today.
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I want to share something exciting. Over the next few weeks, I'm going to be curating a group of advisors to help them grow towards their first 1 million of revenue and beyond. It's called the Systems to Scale Group Coaching program and here's what I know. What gets you to mid six figures stops there. So if you're at 500 to $700,000 a year of annual revenue, you probably feel this. What got you here won't get you there. And you need someone inside of your business showing you the way forward. So over the next 10 months, you'll work with me personally and each other to refine your business model, prepare for hiring, simplify your operations, and build a business that grows more sustainably, more profitably and more independently of you. Details are waiting for you@the efficient advisor.com under the group Coaching tab. But I have to warn you, spots will go fast.