Execution Tools

Can Your Team Deliver What You Promised?

Set how often each tier of client hears from you. See the calendar that creates, the hours it takes, and whether you and your team actually have them.

Level 10 Coaching

Your Service Promise, by Tier

If you've used Client Book Segmentation, use the same tiers. Reviews are the meetings you run; touches are the calls, emails, cards and check-ins your team makes in between.

TierHouseholdsReviews / yrHours per review
prep + meeting + follow-up		Touches / yrMinutes per touch
AYour most important households
BSolid relationships
CSmaller or simpler
DLegacy, minimal service
Your capacity
How the work splits
%
Your Calendar Uses
—
of your client-meeting hours
Reviews per Working Week
—

Your Service Calendar

The rhythm for each tier, the hours it takes, who carries them, and where the calendar breaks.

The Rhythm, Month by Month

What one household in each tier experiences over a year. R review   2 touches that month

TierJanFebMarAprMayJunJulAugSepOctNovDec

The Hours It Takes

TierReviews / YrTouches / YrYour HoursTeam HoursHours per Household

Needed vs. Available

Weekly hours the calendar needs, against the hours you said you have.

Where Your Hours Go

Each tier's share of your households against its share of your meeting hours.

Reviews are spread evenly across the year and assigned to you; touches go to your team. Review prep and follow-up move to the team at the share you set. Weekly figures divide the year by your working weeks.

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See the month-by-month rhythm for each tier, the hours it takes you and your team, and exactly where the calendar breaks.

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Reading Your Service Calendar

A service model is a promise about how often each client hears from you. Multiply that promise across every household and it becomes a number of hours. The calendar shows whether the hours you have match the hours you promised, and which tier of client is using them.

When the Calendar Does Not Fit

If the calendar needs more of your hours than you have, something gives, and it is usually decided by whoever calls first rather than by design. Seeing the overage in advance lets you choose: fewer reviews for some tiers, more of the prep handled by your team, or fewer households at the top of your service model.

Compare Share of Households With Share of Hours

Each tier's share of your households and its share of your meeting hours rarely match. That is fine when it reflects a deliberate decision to give your most important relationships more time. It is a problem when lower tiers take a large share of hours by default because no one decided otherwise.

Touches Keep Relationships Warm Between Reviews

Reviews are where planning happens, but touches are what clients notice in between. Spreading them across the months without a review keeps every household hearing from your firm regularly. Because touches usually fall to your team, the team side of the calendar deserves the same scrutiny as your own.

Common questions

How often should a financial advisor meet with clients?

There is no single right frequency. Many practices tie meeting frequency to client tiers, meeting their most complex or important households more often and simpler relationships less often. The right calendar is one the advisor and team can actually deliver every year while keeping the promises made to each tier.

What is a client service calendar for an advisory practice?

A client service calendar lays out, month by month, when each tier of client receives a review meeting and when they receive other contact such as calls, emails or events. It turns a service promise into a schedule and makes it possible to calculate the advisor and team hours the promise requires.

How do advisors create capacity for more clients?

Capacity usually comes from changing the service model rather than working longer hours: adjusting review frequency by tier, moving preparation and follow-up to team members, and deciding deliberately how much time lower tiers receive. Measuring the hours the current calendar requires is the first step.