A Fort Lauderdale-based insurance agency, specializing in personal, commercial, life, and annuities insurance, manages approximately $10 million in total client insurance coverage. The agency operates with a team that includes independent producers, advisors, and three virtual assistants (VAs), all under the leadership of Brian Casey.
Challenge: The hidden costs of admin work: how one agency found relief
The team was overwhelmed with paperwork and routine admin tasks, which kept Brian from focusing on work that would actually help the agency grow. While they were great at their core services, the constant admin work made it hard to keep up and slowed the business.
Why traditional solutions didn’t work
The agency could not find reliable in-office staff to meet its expanding needs. Managing commissions, onboarding new agents, and handling complex insurance tasks demanded constant attention and precision, tasks Brian and his team could not handle alone. Additionally, hiring in-house employees did not offer the flexibility or security necessary for a fast-growing agency in a competitive market.
“We had issues with unreliable in-office staff who didn’t perform well once hired. It was a real headache,” Brian explained.
With numerous advisors and agents following different processes across various insurance lines, the agency needed a more adaptable and secure solution — one that didn’t depend on unpredictable in-office staff.
Solution: Boosting efficiency and growth with remote executive support
Seeking a better approach, Brian turned to SecureEVAs after being introduced by a trusted industry contact. He hired two full-time VAs to manage immediate needs, including commissions, agent onboarding, and client follow-ups. From day one, the remote virtual assistants integrated with the existing team seamlessly, bringing structure and clarity to operations.
SecureEVAs tailored its training specifically to the insurance industry, focusing on insurance-specific tasks and using proprietary systems. Brian appreciated that SecureEVAs ensured the VAs were thoroughly trained in his systems and ready to contribute immediately, rather than assigning them haphazardly to his agency.
“What I liked most was the fact that SecureEVAs had an entire training system in place. They didn’t just send a VA and hope for the best; they trained them in exactly what we needed,” Brian shared.
SecureEVAs also provided ongoing support and established a robust communication system using advanced collaboration tools, enabling Brian and his team to work with their VAs in real time. To protect sensitive client data, SecureEVAs ensured all VAs adhered to strict data security protocols and compliance with insurance industry regulations. This included secure file transfers, encrypted communication channels, and regular training on privacy standards, giving Brian confidence that client information was safe and protected at every step.
Results: How SecureEVAs helped a busy insurance agency grow by 20% in just 3 months
The integration of SecureEVAs’ remote executive support quickly brought significant improvements across the business. By shifting administrative tasks, such as managing intake forms, renewals, and certificates, to remote assistants, operational efficiency increased. With better communication and tracking, the previous chaos was reduced. The impact was immediate: response times improved, and service delivery became more efficient. The remote assistants streamlined commissions and back-office operations by automating workflows and reducing bottlenecks, allowing Brian to focus on strategic growth.
“They helped us grow faster than we could have on our own. Everything from commissions to renewals is now much easier to handle,” Brian added.
This operational shift led to tangible growth, with the agency experiencing an estimated 20% increase in revenue over the course of 3 months since partnering with SecureEVAs. Brian attributes much of this progress to the VAs’ ability to boost efficiency and support scalability. Being able to measure this revenue growth gave Brian clear insight into the return on investment, helping him evaluate the ongoing value of adding VAs to the agency.
“Our VAs exceeded my expectations,” Brian said. “They made things easier, and now we can focus on growing our business.”
SecureEVAs played a critical role in the agency's success
The company seamlessly integrated the VAs into the business. Ongoing training, support, and clear communication tools prepared the VAs to tackle new challenges as the business grew.
“We didn’t just get a VA; we got a partner,” Brian explained. “SecureEVAs helped us grow with confidence. I’m now considering whether we need additional VAs to keep up with demand. The flexibility of working with SecureEVAs is one of the things I value most.”
Testimonial
“The impact of having a VA was more than I expected. My VA is proactive, reliable, and fully integrated into our team. With SecureEVAs’ support, I’ve been able to focus on growing the business rather than getting bogged down in administrative tasks. It’s been a total game-changer for us.”
Takeaways
Scalable support: A flexible VA model that grows with the business.
20% increase in revenue in 3 months
Improved efficiency: Streamlined operations that free up leadership time.
Crisis readiness: A proven system that ensures continuity during unexpected events.
Personalized service: A VA trained specifically to understand the business and its systems.
