Chart Your Course

Focus on the horizon through prospecting

Walk into most insurance agencies today and – on the surface—things look good. Retention is strong. Books of business are healthy. Producers are busy. Revenue is steady.

However, underneath that success, there’s a challenge many agency principals quietly wrestle with: Their producers aren’t necessarily prospecting anymore. They’re maintaining. And, the trick part is that maintaining doesn’t look like a problem—at least not right away.

Managing renewals, providing service to clients, handling day-to-day issues, and strengthening existing relationships are all important. In fact, those activities are what build trust and keep an agency successful.

The problem occurs when maintaining becomes a substitute for creating new opportunities. Maintaining protects today’s revenue. Prospecting creates tomorrow’s growth.

Tomorrow’s growth is paramount for a healthy organization. It not only helps manage the inevitable attrition that occurs when clients take their business elsewhere or sell their company, but it also ensures that the agency becomes a more sought-after acquisition opportunity because of its profitability and consistent growth.

The best time to start thinking about selling your agency is the day you start it.

The Difference Between Maintaining and Prospecting: Today vs. Tomorrow

There’s a natural evolution that happens as producers become successful. Early in their careers, they often focus on building relationships and finding new opportunities. They network, attend conferences, and make cold calls.

Over time, as their book of business grows, their attention shifts toward servicing and protecting what they already have. It’s an understandable shift.

Prospecting requires intentional activity, such as:

• Identifying target accounts.
• Reaching out before a prospect is actively shopping.
• Building relationships before there is an immediate need.
• Creating conversations with prospects who may not know your agency yet.

The challenge is that maintaining feels productive because it produces immediate results. It’s also very comfortable.

Prospecting requires patience. The conversation you start today may not turn into revenue for months.

Without structure, the urgent always wins over the important. Getting in the car for an event or picking up the phone takes a back seat.

Why This Happens (It’s Not Just a Producer Problem)

It’s easy to point the finger at producers and say, “They need to prospect more.” However, in many agencies, the bigger issue is not effort—it’s the system around the effort.

To improve prospecting, agencies need to answer several important questions:

• What are the expectations?
• How often should prospecting happen?
• What markets should producers focus on?
• How is activity measured?
• What tools and resources are available?
• What prospect lists are available?

If those answers are unclear, prospecting becomes optional. And optional activities tend to get pushed aside when a producer has a full schedule of renewals, client meetings, and internal responsibilities.

Things rarely slow down enough to pave the way for focusing on net-new business as a daily and weekly activity.

The Cost of Not Prospecting

Usually, the impact of inconsistent prospecting does not show up immediately. It appears later in the form of inconsistent pipelines, unpredictable growth, and missed opportunities.

Today’s pipeline is often the result of yesterday’s activity.

In the insurance industry, timing matters. A client who is open to exploring options at renewal may already have relationships in place months before that window arrives.

If your agency is not consistently creating awareness and building relationships, you may never get the opportunity.

What Effective Prospecting Requires

The first thing to understand is that prospecting is not simply networking and cold calling. While these activities can be part of a strategy, effective prospecting is a complete process that requires more thought and action.

A strong prospecting engine includes:

• Clear target markets and ideal client profiles: Establishing the strategy and identifying the right prospects.
• Relevant messaging: Connecting with prospects through messaging that addresses their real challenges.
• Consistent outreach: Developing ongoing outreach activity that can include a variety of techniques.
• Agency-wide initiatives: Using a customer relationship management (CRM) system to track prospect activity, combined with consistent marketing efforts. For example, a monthly newsletter created by a dedicated marketing resource can help keep all producers top-of-mind across the entire prospect base.
• A defined follow-up process: Keeping opportunities alive through consistent communication and engagement.

There is no universal metric that works for every agency, but consistency matters more than occasional bursts of activity.

Consider multiple channels. Phone calls, email, LinkedIn posts, referrals, networking, and strategic partnerships can all play a role. Using AI for marketing is also becoming a useful tool in an ever-changing landscape.

The goal is not to overwhelm producers with activity. The goal is to create a repeatable process that happens regardless of how busy the week gets.

Build a Prospecting Engine

The agencies that consistently grow don’t leave prospecting to chance. They build an engine around it.

That starts with focus. Agency leaders should be able to answer the following questions:

• Who are you trying to reach?
• What industries align with your agency’s expertise?
• What size accounts make sense?
• Are there specific business triggers, market changes, or renewal timelines that create opportunities?
• What can you glean from third-party prospect list platforms that allow for more targeted messaging based on key data points?

In commercial lines, these data points might include experience modification rates (MOD), renewal dates, reductions in payroll, and OSHA data.

The more clearly an agency defines its target market, the easier it becomes to develop relevant messaging and create meaningful conversations.

Follow-Up Wins: Silence Doesn’t Mean “No”

Finally, there must be follow-up.

Outside of immediate sales meetings, callbacks are king. Hitting the timing a prospect suggests shows you’re paying attention—and separates you from everyone else who doesn’t follow through.

One of the biggest mistakes agents make is assuming that a prospect who does not respond immediately is not interested.

In reality, many opportunities require multiple touches before a conversation happens.

An effective follow-up approach isn’t about simply checking in. It’s about staying relevant, persistent, and easy to engage with—without becoming noise or a bother.

You’ll know if your messages are received well when the prospect responds with, “Thank you for the follow-up.”

Every prospect should sit inside a defined follow-up cadence that blends multiple touchpoints over time, including calls, emails, and light engagement on platforms like LinkedIn.

Intentional sequencing matters.

For example, make an initial call. If you need to leave a message, reference the email you’re about to send “sometime today.” Following up with an email gives prospects another way to reach you through their preferred channel.

They may be able to avoid seeing an email or forget about the message you left, but it’s much harder to ignore a call and a same-day email.

Then, attempt another contact a few days later, followed by a value-based touch the following week. Finally, continue with spaced follow-ups that extend over time.

Consistency matters more than intensity.

Following a prospect’s own callback cadence is also a good strategy. Ask: “If I don’t hear from you, which month makes sense for me to come back to you?”

Equally important is providing context in the value-based touch. Generic follow-ups are easy to ignore. Effective follow-ups give the prospect a reason to re-engage.

This could include:

• A quick insight about their industry.
• A relevant coverage trend or article.
• A question tied to their insurance needs or business.
• A reference to something specific from a prior interaction.

These touches signal that the prospect isn’t just another name on a list.

There’s also a mindset shift required: Silence is not rejection.

In most cases, it simply means “not now.”

Too many opportunities are abandoned after two or three attempts, when it often takes eight, 10, or more touches before a conversation happens. The agents who win are the ones who stay in the game longer—professionally and consistently.

When prospects do engage, even briefly, that’s when discipline matters most.

If they say, “Circle back in a month,” that follow-up should happen exactly when promised. That level of timing and attentiveness stands out more than most agents realize.

At its core, effective follow-up is less about creativity and more about commitment. The agents who treat it as a process—not an afterthought—are the ones who ultimately turn more prospects into conversations and more conversations into revenue.

Don’t settle for being “ghosted” and chalk it up to bad luck. Rather, break down the process, examine where it fell apart, and continue your follow-up.

Ask yourself these questions:

• Did you build value when they were paying attention?
• Did you act in a consultative manner?
• Did you ask questions so that you understood their pain points?
• Did you listen to them more than you talked?

There are basic techniques in sales (and life, in general) that will separate you from other agents and producers.

However, even when you do everything right, you still can get ghosted. When that happens, move on to the next prospect.

Strong appointment-setting can help create consistent outreach, identify potential opportunities, and open doors that may not have existed otherwise. Sometimes, those doors can lead somewhere unexpected.

For example, one agency we worked with secured a meeting with a country club through outbound prospecting. On the surface, it was simply a new business opportunity. However, that conversation also created an introduction that opened the door to a separate opportunity for one of the club’s existing clients—ultimately generating an additional $20,000 in annual commission.

That’s the part of prospecting many people underestimate. You never fully know where one conversation can lead.

However, without creating the initial conversation, the additional opportunity can never exist.

Prospecting Is Not One Activity

The strongest agents understand that growth comes from a combination of channels.

Some of the most effective prospecting engines include:

Strategic Referral Programs

Create a process to ask for and receive introductions rather than simply hoping referrals happen.

Email Campaigns

Stay relevant with prospects through timely, valuable communication.

LinkedIn Engagement

Build familiarity and credibility with prospects before they have an immediate need.

Networking and Strategic Partnerships

Create relationships that can produce opportunities over time.

AI-Driven Advertising

Use increasingly precise targeting and intent data to get in front of the right accounts earlier in their decision cycle.

Appointment Setting

Add consistent outbound activity to create conversations with qualified prospects.

The key is not to choose one channel and expect it to solve everything. Rather, success comes from creating a consistent mix of activities that keeps new opportunities flowing.

Reset Expectations Without Creating Friction

One of agency leaders’ biggest concerns is how to increase prospecting activity without creating frustration among the agency’s producers.

The answer starts with positioning.

Prospecting should not be viewed as a punishment or an indication that someone is not doing enough. It should be viewed as an investment in the future of the agency and in the producer’s own wallet.

The conversation should be about growth.

Questions to focus on include:

• What does the agency want to accomplish?
• What type of clients does it want to attract?
• What support does the team need to make that happen?

When expectations are clear and resources are available, prospecting becomes much less intimidating. It becomes part of the culture.

Maintain Today, Grow Tomorrow

The agencies that thrive are the ones that balance protecting existing relationships with consistently creating new ones.

They understand that growth is not built through occasional bursts of activity. It is built through a repeatable process that creates opportunities month after month.

The question is not whether your producers can prospect; it is whether your agency has built the structure, expectations, and support system to make prospecting a consistent part of how you grow your agency.

About the Author

Amanda Puppo is the owner of MarketReach Inc., a New Jersey-based company with 25 years of experience specializing in qualified sales meetings and B2B appointment setting for insurance agencies and allied suppliers.

• Reprinted with permission from PIA Management Services Inc—

This article was published in October 2026 in PIA Magazine