The start of a new year often brings good intentions for implementing new ideas, setting new goals and thinking big. Now don’t get me wrong, I will always encourage Financial Adviser firms to think big and do great things, but sometimes it’s good to have a quick sense check of the current state of play before focusing time, money and energy on something new.

Taking a little time now to step back and look at how your firm actually operates can make a significant difference to the year ahead. Once client work and day-to-day demands take over, it becomes much harder to review what’s really working and what could be improved. A short, intentional pause to think about your systems, processes and capacity, and whether your tools are being used to their full potential, can help set a more productive tone for the months ahead. It can also ensure that the business can truly support the success of that great business idea that you have in mind for rolling out in 2026.

Here my suggested 5 questions to ask yourself as part of reviewing your current set up and planning ahead for 2026.

1. Where are we losing the most time?

Time loss is rarely obvious on the surface. It’s usually hiding in:

• Repeated manual tasks
• Work being redone because information wasn’t recorded properly or processes weren’t followed.
• Chasing updates, documents, or approvals
• Staff training or development needs

If something regularly causes frustration or delays, that’s usually a sign of a process (or system) not working as it should.

2. Are we relying too heavily on certain people?

If one team member holds key knowledge in their head, that’s a risk, for efficiency, resilience, and morale.

Ask yourself:

• What would slow down immediately if someone was off unexpectedly?
• Are processes documented clearly enough for others to step in?
• Are roles and responsibilities well defined?

A strong Financial Adviser firm shouldn’t grind to a halt because one person is unavailable.

3. Are our systems helping us or just being tolerated?

Most firms already have more tools than they realise. CRMs, Cash Flow tools, research tools, document management systems, task trackers; often with features that go largely unused.

It’s worth asking:

• Are we using our systems to their full potential?
• Do we understand what they can do,  or just how we’ve always used them?
• Are we paying for functionality we’re not leveraging?

There’s a good chance that you may also find that you’re paying for system that you no longer need or use and can instantly save some money!

Often, efficiency issues aren’t about needing new systems but about getting more value from the ones already in place.

4. Where are we still working around the system instead of with it?

Workarounds are a red flag.

Spreadsheets alongside a CRM, duplicated data entry, “temporary” processes that never went away,  these all add friction and increase risk.

If your Financial Adviser team regularly works outside your core systems to get things done, it’s worth reviewing why.

5. What would break if volumes increased tomorrow?

Do you have a new service you want to role out? Increased marketing planned, new Financial Advisers coming on board or a client bank that you’re looking to purchase?

Growth exposes weaknesses quickly.

Ask:

• Could your current processes cope with more clients or more cases?
• Are workflows scalable, or reliant on heroic effort?
• Would admin and compliance support hold firm under pressure?

Planning for capacity before it becomes an issue makes growth far less stressful and ensures that your service levels are not affected by sudden volume increases.

These questions aren’t about creating more work or over analysing every detail. They’re simply a prompt to pause before the pace of the year takes over and to make sure the foundations of the business are ready for what’s ahead. Whether that leads to small tweaks or more meaningful changes, having that clarity early on makes it far easier to move forward with confidence. And if you’d value a sounding board or an experienced, independent perspective while you’re thinking things through, I’m always happy to help. You know where to find me.

Karlene