How to Increase Insurance Agent Productivity

Insurance agents are the engine of any successful insurance organization, but the average insurance agent spends only 35% of their time selling. By implementing proven productivity strategies, from streamlined processes to AI-powered automation, sales managers can increase agent output while improving job satisfaction and retention.

The insurance industry is experiencing unprecedented change.

Premiums increased by an average of 8 percent annually in the past five years, yet only 4% of millennials are interested in insurance careers

This talent shortage makes maximizing existing agent productivity not just important but critical for the survival of this role. Besides selling more policies, high-performing agents are providing better customer experiences, closing deals faster, and spending less time on administrative tasks that drain their energy and motivation. 

In this article, we’ll share some tips on how to increase insurance agent productivity and improve your bottom line. 

• The productivity crisis is urgent. Insurance agents spend only 35% of their time selling, while 75% of the future workforce (millennials) shows little interest in insurance careers, making productivity optimization critical for survival.
• Administrative overload is the biggest barrier. Agents are drowning in paperwork, data entry, and compliance tasks that consume hours better spent on prospecting and closing deals.
• Queue-based lead management eliminates inefficiency. Automated lead routing prevents cherry-picking and ensures systematic follow-up, with agents focusing on selling rather than deciding who to call next.
• First-call resolution dramatically improves outcomes. Resolving customer inquiries on the first contact boosts both productivity and satisfaction, with target FCR rates of 70-80%.
• Time-blocking and automation are game-changers. Batching similar activities and automating routine tasks like email sequences and follow-ups can save hours weekly while improving focus.
• Cross-selling and referrals provide the highest ROI. Existing clients are the most valuable prospects, and systematic referral programs convert at much higher rates than cold prospecting.
• Implementation requires a 90-day structured approach. Success comes from a phased rollout starting with process audits and basic automation, then advancing to AI-powered tools and optimization.

The productivity crisis is real. 

We’ve already mentioned that the average insurance agent spends only one-third of their time selling, with the rest consumed by administrative tasks. This inefficiency costs agencies thousands in lost revenue per agent annually.

Consider the math: If your agent closes one additional deal per week by becoming more productive, that’s 50+ extra policies annually. For a mid-sized agency, improving productivity across just five agents could generate $500,000+ in additional revenue.

Beyond revenue, productivity directly impacts agent retention. 

Without a defined system, even the most talented agent will waste time reinventing the wheel. Frustrated agents leave. High-performing agents stay when they have the tools and processes to succeed efficiently.

Market dynamics amplify the need for maximizing insurance agent productivity. 74% of consumers research insurance purchases online, but only 25% end up making a purchase online. 

This means agents remain critical to closing deals, but they’re competing in an increasingly digital-first environment that demands speed and responsiveness.

Your top agents are drowning in paperwork. 

Data entry, policy updates, compliance documentation, and follow-up tasks consume hours that should be spent prospecting and closing. 

You review your team’s overdue activities in the management system, see the backlog, and realize your team is burned out and stressed, and you just can’t seem to get ahead.

Many agencies still operate with agents cherry-picking leads or working prospects without priority systems. This creates inconsistent results and leaves lower-performing agents struggling while top performers get overwhelmed.

As agency leaders, you need to set the pace, plan, and directives for the day. 

However, far too often, the team is left to their own devices to manage their days. Without documented sales processes, agents waste time figuring out next steps instead of executing proven strategies.

It’s tempting to encourage agents to “do it all,” but multitasking kills efficiency. Agents jump between prospecting, follow-ups, quotes, and admin work without focused time blocks, reducing effectiveness across all activities.

Chances are, most of your agents’ emails end up in “Spam” as insurance-related words now trigger spam filters more aggressively. Without proper email warming, domain authentication, and deliverability optimization, your outreach efforts are invisible to prospects.

The same deliverability problem affects phone calls — generic or blocked caller IDs get screened out by spam blockers and suspicious prospects. When your calls don’t get through and your emails don’t reach inboxes, even your most productive agents can’t connect with leads, turning potential sales conversations into wasted effort. 

Outdated dialing systems waste valuable selling time with manual processes that modern auto-dialers could eliminate.

Many insurance agents fail due to a lack of sufficient training and preparation in understanding products, sales strategies, and the needs of their clientele. Ongoing skill development often takes a backseat to daily firefighting.

In this section, we’ll discuss some tips to help your agents hit and exceed their quotas without heading straight toward burnout and the costly turnover that follows.

Stop letting agents cherry-pick leads. Build and document your sales process, including call flows, objection handling, and application steps. Queue-based systems automatically present the next-best lead to each agent, ensuring systematic follow-up and eliminating decision fatigue.

This approach ensures every lead gets proper attention based on priority factors like lead score, time since last contact, and urgency level. Agents no longer waste time deciding who to call next or skip over challenging prospects. The system does the thinking, so agents can focus on selling.

Time kills deals. That’s why high-performing organizations integrate CRMs, e-signatures, lead routing, and policy tracking into one seamless experience. Automation workflows in your CRM can save hours of manual follow-up each week and improve your speed to lead. 

Quick wins:

• Automated email sequences for nurturing cold leads
• Electronic signatures for faster policy execution
• Automatic data entry from web forms
• Scheduled follow-up reminders

First-Call Resolution (FCR) is the practice of resolving a customer’s inquiry, concern, or request during the initial interaction without the need for follow-up. 

Whether updating policies, answering billing questions, or providing coverage recommendations, resolving issues on the first contact dramatically improves both productivity and customer satisfaction.

To improve FCR rates:

• Equip agents with comprehensive product knowledge and the authority to make decisions
• Create quick-reference guides for common scenarios and solutions
• Implement screen pops that display full customer history during calls
• Train agents to ask probing questions upfront to understand complete needs
• Set FCR targets (aim for 70-80%) and track performance by agent

Instead of expecting your agents to multitask, batch activities into specific blocks: prospecting, follow-ups, and admin. Protecting deep focus time leads to significantly higher productivity per hour worked.

Recommended time blocks:

• Morning: High-energy prospecting and cold calling
• Mid-day: Warm follow-ups and client meetings
• End of day: Administrative tasks and next-day planning

Don’t just track dials or contacts. Focus on KPIs that drive growth, such as call-to-close ratio, lead response time, and policies per hour. Measuring activity is important, but measuring outcomes is what drives revenue.

Essential productivity metrics:

• Policies written per week
• Average deal size
• Time from first contact to close
• Lead response time
• Call-to-appointment ratio

AI-driven tools, prospecting is now more targeted and efficient. These tools analyze consumer behavior, online searches, and social media activity to identify potential clients who are actively looking for insurance solutions.

AI applications for insurance sales:

• Predictive lead scoring
• Automated email personalization
• Intelligent call routing
• Real-time conversation coaching

To increase productivity in life insurance, agents should embrace technology for efficient client management and lead generation, prioritize continuous learning to stay abreast of industry trends and product knowledge, and develop strong communication skills to build trust and effectively address client needs. 

Start with an effective onboarding process, but don’t stop there — create quarterly skill assessments and ongoing coaching sessions to ensure agents continue developing throughout their careers.

Focus training on high-impact skills like objection handling, cross-selling techniques, and consultative selling approaches that move beyond basic product knowledge.

Using tools like automation workflows in your CRM can save hours of manual follow-up each week. The right sales engagement platform eliminates administrative barriers and keeps agents focused on revenue-generating activities.

Must-have technology features:

• Queue-based lead routing
• Integrated dialing and SMS
• Email automation and templates
• Real-time reporting and coaching tools
• Mobile accessibility for field agents

Your existing clients represent your highest-value prospects. Building strong relationships with clients through excellent customer service and personalized advice naturally leads to additional coverage opportunities. Agents should use data insights to identify when life changes (new home, marriage, business growth) create a need for additional protection.

Cross-selling best practices:

• Review client portfolios quarterly for coverage gaps
• Use policy renewal conversations as expansion opportunities
• Create trigger events in your CRM for life changes
• Train agents to ask consultative questions about changing needs
• Develop clear scripts for introducing complementary products

Nearly 89% of companies see an increase in profit when offering personalized services, and referrals from satisfied clients convert at much higher rates than cold prospects. Yet most agencies don’t have systematic approaches to generating referrals.

Referral system components:

• Build referral requests into your service process
• Create incentive programs for both clients and agents
• Develop referral-specific marketing materials
• Track referral sources and conversion rates
• Follow up promptly with referred prospects (within 24 hours)
• Provide exceptional service to referral sources to encourage repeat referrals

Pro tip: Use your CRM to automatically remind agents to ask for referrals 30-60 days after policy binding, when client satisfaction is typically highest.

Here are some practical tips to help you implement the strategies we covered. 

Days 1-30: Foundation

• Audit current processes and identify the biggest time wasters
• Implement basic automation (email sequences, follow-up reminders)
• Establish time-blocking schedules for all agents
• Begin tracking meaningful productivity KPIs

Days 31-60: Systems and Tools

• Deploy queue-based lead management
• Integrate sales engagement technology
• Train agents on new systems and processes
• Launch First-Call Resolution initiatives

Days 61-90: Optimization and Scale

• Analyze performance data and refine processes
• Implement AI-powered tools for lead scoring and automation
• Expand successful practices across the entire team
• Celebrate wins and plan next phase improvements

Increasing insurance agent productivity is about creating systems that support sustained success. The key isn’t in working harder but working smarter with the right processes, tools, and mindset.

The agencies that thrive in today’s competitive market are those that view productivity as a strategic advantage, not just an operational necessity. By implementing proven productivity strategies, you’ll both improve numbers and build a foundation for sustainable growth and agent satisfaction that will pay dividends for years to come.

Your agents want to succeed. Give them the systems and tools to make it happen efficiently, and watch both productivity and morale soar.