3G Practice Consulting
A financial services consulting company
Practice Efficiency Review
Insight Report
& Blueprint
& Blueprint
Meridian Financial Partners
Confidential
Insight Report & Blueprint
Meridian Financial Partners • May 2026
Practice Efficiency Review
Executive Summary
Here’s where things stand.
Meridian has a strong book of business and a committed team. But your CRM is working against you. WealthBox has been in use for over a decade without a structured cleanup, and the result is a system that holds a lot of data but surfaces very little of it. Your team works around the system rather than through it, which means time is lost every day on tasks that should run themselves.
This report covers what we found, what it’s costing you, and exactly what to do about it, in priority order. You can use this as a blueprint to execute independently, or bring me back to do the build. Either way, you leave here with a clear picture and a plan.
Operational Assessment
CRM Assessment
What we found in WealthBox.
01
Data is split across contact and household records High Impact
In WealthBox, the household record is the hub. It’s where relationships, activity history, touchpoints, and workflows should live. In your system, client data is scattered inconsistently between contact records and household records. Some activity lives on contacts, some on households. This breaks reporting, makes workflows unreliable, and forces your team to look in multiple places for the same information. Everything needs to be consolidated under the household.
02
Custom fields are misconfigured and commingled with tags High Impact
Two problems are running in parallel here. First, several custom fields are set up as the wrong type: date fields stored as text, multi-selects where a controlled dropdown is needed. Field type determines how data can be filtered, grouped, and reported on. A text field can’t be sorted chronologically. A multi-select can’t enforce a single answer. Second, tags are being used to capture information that belongs in custom fields. Tags are for flexible, temporary labeling. When structured data lives in tags, it can’t be reported on consistently. Together, these two issues quietly corrupt your ability to see what’s actually happening in your practice.
03
Workflows have steps but no outcomes, escalation, or navigation High Impact
The foundation is there. Basic workflow steps exist, and that’s more than most advisors have. But without defined outcomes (what happens when a step is completed a certain way), escalation protocols for critical stages like new accounts or trades, and in-workflow links to other parts of WealthBox, the workflows are just checklists. WealthBox is one of the few CRMs where workflows can function as a full staff SOP, guiding your team step by step with context and escalation built in.
04
Book segmentation exists but isn’t connected to anything Medium Impact
Your client segment tiers are defined. That’s a strong starting point. But the segmentation isn’t driving anything. Segmentation is the foundation for every important initiative inside a CRM. When it’s connected, it drives: reviews, onboarding, differentiated service offerings, data cleanup, marketing, and any other initiative your practice runs. Right now, none of that is wired to your segments.
05
Task management has no naming convention or structure Medium Impact
Tasks are created manually and ad hoc across the team. Without a naming convention or consistent structure, the task list is noise. There’s no reliable way to report on it, filter it meaningfully, or understand what the team is working on at a glance. A simple naming standard makes this immediately usable.
06
No single view of practice health exists Medium Impact
Right now, understanding what’s happening in your practice requires pulling from multiple places and piecing it together manually. A high-priority dashboard changes this. Built around your actual data, it surfaces the things that matter most at a glance: who needs attention, what’s open, where follow-up is overdue, and how the book is moving. When your team starts every day with a shared view of what’s most important, less falls through the cracks and less time is spent figuring out what to do next.
Operations Assessment
Where time is being lost.
These are process and operational issues that live outside CRM configuration but directly affect how efficiently your practice runs day to day.
Review outreach has no priority order
Advisors work through their book in no particular order. A clients, your most valuable relationships, aren’t guaranteed to be reached first. Connecting segmentation to the review workflow changes this immediately: A clients get scheduled first, then B, then C.
No escalation protocol for critical workflow stages
When something requires advisor attention (a new account, a trade, a compliance step) there is no defined escalation inside the workflow. These stages are handled inconsistently depending on who’s in the office and who notices. Escalation steps built into the workflow make this automatic.
No consistent daily workflow for staff
Without a workflow-driven task list and naming convention, each team member decides what to work on each morning based on memory or habit. There is no shared queue, no priority order, and no way to tell at a glance what’s in progress across the team. A structured task naming standard and workflow-generated task list changes this immediately.
Relationship health is not being tracked consistently
WealthBox supports a relationship entrenchment rating, a simple dropdown that lets you assess after each review whether a client relationship is deeply entrenched, neutral, or at risk. This isn’t configured or being used. At-risk relationships can’t be surfaced until it’s too late.
Technology Stack
Every tool in your practice, mapped.
A snapshot of your current tech stack and how each tool is being used. This context shapes the recommendations in this report — what to build in WealthBox, what to connect, and where there are opportunities to reduce redundancy or improve automation.
Tool
Purpose
Status
Notes
WealthBox
CRM, data hub
Active
Primary platform. All workflows, contacts, and reporting live here.
Right Capital
Financial planning
Active
Built-in risk questionnaire replacing Nitrogen. Integrates with Precise FP.
Microsoft 365
Productivity suite
Active
Outlook, Word, Excel, and PowerPoint in use across the practice. Primary tools for communication, planning documents, and reporting.
SharePoint / Teams
Document storage / communication
Active
SharePoint is the central repository for client documents, SOPs, and firm files. Teams handles internal communication and meetings. Both are active across the practice.
MyRep Chat
Text messaging / CRM logging
Active
Daily summary integration (not real-time) for cleaner note logging in WealthBox.
Zoom
Video conferencing
Active
Primary platform for client and prospect video meetings. Jump records directly from Zoom calls, making it the source for all meeting summaries and notes.
Jump
Meeting recording
Enhancements Possible
Used for recording client and prospect calls. Opportunities to connect recordings and summaries to WealthBox workflows have not yet been explored.
ClientWorks
LPL platform / onboarding
Under Review
Built-in digital forms flagged. Compliance and integration concerns with WealthBox two-way sync need validation before use.
Holista Plan
Tax planning
Trial
Trial acquired. Not yet evaluated for fit or WealthBox integration potential.
Precise FP
Client onboarding forms
Not Selected
Evaluated and passed. Data mapping did not meet requirements for this practice.
Nitrogen / Riskalyze
Risk tolerance
Canceling
$1,200/year. Right Capital’s built-in risk tool is sufficient. Dropping to save cost.
Prioritized Recommendations
What to do, in order.
Sequenced by impact and dependency. Priority 1 items unblock everything else. Effort estimates assume someone familiar with WealthBox is doing the work.
Before You Begin
These are recommendations only. They should be implemented by someone with working knowledge of your CRM. For any structural change (dropdowns, field configurations, workflows) test on a small batch of records first and verify the results before applying broadly. 3G Practice Consulting is not liable for data issues arising from independent implementation of these recommendations.
Priority 1: Do First
Restructure all client data under household records
Audit every contact and household record. Move activity, notes, and custom field data to the household where it belongs. This is the foundation everything else depends on. Reporting, workflows, and dashboards all break without it.
Audit and correct all custom field types
Review every custom field in WealthBox. Correct date fields stored as text, convert free-text fields to controlled dropdowns where a defined list is needed, and change multi-selects to single-select where appropriate. Audit tags being used to hold structured data and migrate those values to proper custom fields. Field types and data placement must be correct before any reporting can be trusted.
Define and roll out a task naming convention
Establish a simple naming standard for tasks across the team. This makes the task list filterable, reportable, and manageable. Without it, task management is noise that no one trusts.
Priority 2: Do Next
Rebuild workflows with outcomes, escalation, and navigation links
Take the existing workflow steps and add what’s missing: defined outcomes at each stage, escalation steps that alert the advisor when action is required, and direct links to related records within WealthBox. Configure the workflow to function as a full staff SOP, not just a checklist.
Connect book segmentation to the review workflow
Filter and sort the review workflow by client segment so A clients are always scheduled and contacted first. This is a sequencing change, not a rebuild. But it changes how efficiently the review cycle runs every single month.
Build the high-priority practice dashboard
Once data is clean and fields are corrected, build the daily visibility layer: who needs attention, what’s open, where follow-up is overdue, and how the book is moving. This gives the team a structured starting point every morning and surfaces problems before they become lost clients. This is the single change that most immediately improves how the practice runs day to day.
Priority 3: Do Later
Build the Household Data dashboard
Once data is clean and living under the household, build the deeper book visibility layer: at-risk relationships, households over $1M income, advisory board candidates, centers of influence. These are the callouts leadership needs to make proactive decisions about the book.
Recommended Dashboards
What your practice should be able to see.
The dashboards below are built on clean, correctly structured data. None of them are possible until the household restructure and field type corrections are complete. Once that foundation is in place, these come together quickly in WealthBox.
Household Data Dashboard
Leadership / Ongoing
A high-level view of your book that surfaces the relationships and segments that matter most. At-risk relationships get flagged before they become lost clients. High-value households are visible at a glance. Advisory board candidates and centers of influence are tracked, not guessed at.
What it surfaces
At-risk relationships
Households over $1M income
Advisory board candidates
Centers of influence
Households by relationship assessment
High-Priority Practice Dashboard
Team / Daily
Built around your actual data, this is the single view your team needs to start the day with clarity. It surfaces who needs attention, what’s open and overdue, where the advisor needs to act, and how the book is moving. When everything important is visible in one place, less falls through the cracks and less time is spent figuring out what to do next.
What it surfaces
Clients due for outreach by segment
Open tasks and overdue follow-up
Items awaiting advisor action
Reviews in progress by workflow stage
At-risk relationships flagged
A note on building these
This section is a reference for those who choose to tackle the build independently. If you’re continuing to work with Josie, whether through the Dashboard Build add-on or the Practice Enhancer, she handles everything. You won’t need to figure this out yourself.
Your Action Plan
A realistic 60-day path forward.
This timeline assumes you or a team member is executing the recommendations. If you engage Josie for the build, timelines compress significantly.
Data Risk: Read Before Acting
Making bulk changes to your CRM data (including modifying or removing dropdown values, mass updating records, or restructuring fields) carries real risk if not handled carefully. Mistakes can be difficult or impossible to reverse and may affect data across your entire client base. Before taking any of these steps, we strongly recommend working with someone who knows your system.
Weeks 1–2
Fix the foundation
- Audit all records and move data to household records
- Correct custom field types throughout WealthBox
- Define task naming convention and roll out to the team
Weeks 3–4
Rebuild workflows
- Add outcomes, escalation steps, and navigation links to existing workflows
- Connect book segmentation to the review workflow. A clients first.
- Configure relationship entrenchment rating on household records
Weeks 5–6
Clean up tags and configure relationship tracking
- Audit all tags being used to hold structured data and migrate values to custom fields
- Configure relationship entrenchment rating on household records
- Verify all field types and tag cleanup before building dashboards
Month 2+
Build visibility
- Build the high-priority practice dashboard as the team’s daily starting point
- Build Household Data dashboard with at-risk and high-value callouts
- Review dashboard performance and adjust reports as the team adopts new workflows
A note on this blueprint. Everything in this report is designed to be actionable without me. The recommendations are specific, the dashboard specs are written for your data, and the timeline is realistic for your team. If you want to tackle this yourself, you have everything you need right here. If you want Josie to do the build, that’s what the Practice Enhancer is for. That decision is entirely yours to make.
Where do we go from here?
This report is yours to keep, regardless of what you decide next. Three paths forward — no pressure on which one you take.
What’s right for you?
I want to tackle this on my own
This report is specific enough to execute independently. The sequence is clear, the specs are written, and everything you need is here.
→ Keep the Blueprint
My focus is CRM and practice optimization
You have 1–2 priorities each month and want structured, consistent progress on your WealthBox foundation and client workflows.
→ Practice Enhancer
I need broader operational support
You have a team, multiple systems, and need process design and firm-wide strategy — not just CRM execution.
→ Operations Partner
Going it alone
The blueprint is yours
Everything in this report is specific enough to execute yourself, in whatever order makes sense. I’m rooting for you and I’m always here if you get stuck.
This report is yours to keep. No engagement required.
Continuing together
Practice Enhancer
I pick up right where this report leaves off, working through 1–2 priorities each month while you stay focused on clients. No long-term commitment required.
Each month includes
→ 1–2 priorities executed
→ Up to 4 calls
→ Monthly progress summary (PDF)
→ Teams channel when available
Get Started →
→ Up to 4 calls
→ Monthly progress summary (PDF)
→ Teams channel when available
Full operational support
Operations Partner
COO-level partnership that extends beyond CRM into process design, team operations, and firm-wide strategy. For practices building an operation that runs itself.
What’s included
→ Process design & SOP development
→ Multi-system operations strategy
→ CRM work included
→ Scope determined together
Explore This Option →
→ Multi-system operations strategy
→ CRM work included
→ Scope determined together
A La Carte Add-Ons
Available alongside any engagement or on their own.
Data Cleanup
Hands-on data remediation
Cleanup of dropdown values, contact records, and data inconsistencies flagged in this report. Scoped after a quick review of your data.
Add to My Plan
Dashboard Build
I build it, you use it
I build the dashboards outlined in this report. You approve the specs, I handle the build, you get the finished product.
Add to My Plan
Josie Charlton
3G Practice Consulting
josie@3gpconsulting.com
3G Practice Consulting
josie@3gpconsulting.com