As any executive chef knows, earning a Michelin star is one thing; keeping it is the real challenge.
A five-star restaurant doesn't become the best and then stop. It retains its star by relentlessly pursuing perfection. It adapts. It refines. It evolves. It introduces a seasonal menu.
In your Xplan practice, this is the art of continuous improvement. It’s not a one-off project but an essential, ongoing routine. This is how you ensure your practice is not just good for a day, but exceptional, every day.
Reviewing your suppliers: the datafeed freshness check
A chef’s signature dish is only as good as the ingredients they receive that morning. If the produce is wilted or the fish isn't fresh, the final plate is compromised, no matter how skilled the chef.
In your Xplan kitchen, your datafeeds are your daily produce delivery. They are the raw ingredients for every client portfolio, every review and every projection.
Datafeeds are not "set and forget." They require a daily "freshness check." This means:
- Daily reconciliation: Assign a team member to check the datafeed mappings every morning. Are there any failures? Are there unmapped accounts? For more information refer to this webinar.
- Supplier audit: On a monthly or quarterly basis, review your "suppliers." Are the feeds for a specific platform consistently causing errors? It may be time to speak to that supplier or review your internal processes for how new accounts are linked.
- Spot checks: Randomly select a few clients. Does the balance in Xplan match the platform statement? Catching a small mapping error early prevents a significant data-entry "food poisoning" incident later.
Just as a chef inspects every delivery, you must inspect your data. Clean, reliable data is the foundation of client trust.
Updating the menu: your template review cycle
Imagine returning to a fine-dining restaurant a year later, only to find the exact same menu, right down to the garnish. It feels dated. Stale.
Your templates – for advice documents, workflows, emails, and file notes – are your practice's "menu." They are the tangible expression of your service.
A static menu leads to a stale experience. Implement a regular "menu review" cycle:
- Advice templates (the à la carte menu): Review these bi-annually or whenever compliance guidelines change. Ask: Does this still look and feel like our brand? Is the language clear? Are we incorporating the latest compliance text?
- Workflow templates (the mise en place): Review these quarterly. As your team and tools evolve, so should your processes. Can a new Xplan feature automate a step? Is there a bottleneck where "plates" are piling up? The Workflow Starter Kit highlights some automations that you may want to consider.
- Email & note templates (the service script): These are easy to forget but are used daily. Do they still sound professional? Are the links correct? A small tweak here can save your team hours and ensure every client communication is polished. To ensure your content is presented with five-star polish, check out these helpful Email Design Tips.
Listening to your diners: the feedback loop
A great chef doesn't just stay in the kitchen – they listen. They listen to the "diners" (your clients) and, just as importantly, they listen to the "waitstaff" (your advisers and support team) who are on the front line.
Your team knows which "dishes" are a hit and which are being sent back to the kitchen.
Create formal channels for feedback. Here’s how:
- Internal feedback: Your Xplan Champion should own this. Create a simple way for the team to suggest improvements (e.g., a shared document, a dedicated email).
When your team says a workflow step is clunky or a report is confusing, listen. They are your first and best line of quality control. - Client feedback: Use the reporting tools to spot trends. Are clients consistently stalled at one step in the process? Are review meetings being missed? This is your "diner" telling you something is wrong with the service, even if they don't say it aloud.
Planning for the next season: looking ahead
The best chefs are already planning their winter menu in the middle of summer. They are looking at new agricultural techniques, new kitchen technology, and emerging food trends.
As the "executive chef" of your Xplan site, you must also be looking ahead.
Make "looking ahead" a part of your job by:
- Reading the release notes: This is your "trade journal." Iress is constantly releasing new features and enhancements. Subscribe to the Iress Community and Release Notes. Are you using the latest "smart oven," or are you still trying to cook over an open fire?
- Scheduling innovation: Block out time – perhaps one afternoon a month – to only work on improving the site. Test that new feature. Build that new workflow. This is your "test kitchen" time.
- Train your team: When you do update the "menu" or get a new piece of "equipment," train your team. The most powerful tool is useless if the team doesn't know how to use it.
The standing ovation
Now, you know the final secret: it never stops.
This commitment to continuous improvement is what separates the good from the great. It’s the standing ovation you earn from your clients, who feel the quality and confidence in every interaction.
Your Xplan site is your kitchen. Keep refining your recipes, keep training your brigade and keep tasting every dish.
Bon appétit.
Xplan Expert
