AI is the tool. You are the advantage. •
TIME MANAGEMENT policy language or coverage. Confirm anything that matters against the actual documents or the carrier.
3. PREPARE FOR A RENEWAL
Renewal prep is the same handful of steps every time: pull the account, see what changed, flag what ' s missing, get ready for the conversation. That repeatability is what makes it a good fit for AI, and a good candidate for turning into an actual workflow instead of a one-off prompt.
Starter Prompt Here is the account summary for [ client ]. Summarize what changed this year, flag missing information, and give me eight questions to ask in the renewal meeting.
BONUS TASK: TURN MEETING NOTES INTO A SUMMARY AND FOLLOW-UP
This one didn ' t make the top three this time, but it ' s still one of the easiest wins in the agency. I walked through exactly how to do it, step by step, in our article on the topic found on our blog.
The Pattern Behind All Three Notice what these three tasks have in common. Each one is frequent, each one eats real staff time, and each one ends with a person reviewing the output before it touches a client or a decision. That ' s not a limitation of AI. That ' s the whole point.
Automate the task. Don ' t automate the accountability.
Take the Prompts to the Next Level A good prompt solves one moment. A workflow solves the problem every time it comes up, without anyone having to remember the steps.
Here ' s how the move from one to the other actually works. Once you have a prompt that reliably produces something useful, look at what surrounds it.
• What triggers the task in the first place, a new lead, a renewal date, an approved transcript?
• What information has to go in before AI can do its part?
• And once you have the output, what does a person need to check, and what ' s the real next step, an email that gets sent, a file that gets updated, a meeting that gets scheduled?
Write those pieces down in order: what starts the task, what goes in, what AI produces, where a human reviews it, and what happens last. That ' s a workflow. It ' s still the same prompt you were already using. You ' ve just made the surrounding steps explicit instead of leaving them in one person ' s head.
Do that once for a task like renewal prep or meeting follow-up, and it stops depending on which employee happens to remember how it ' s done. Anyone on the team can run it the same way, get consistent results, and know exactly where their judgment is supposed to kick in.?
That ' s also where the real time savings show up. A good prompt saves a few minutes once. A workflow saves those same few minutes every time the task repeats, for everyone who uses it.
That ' s the shift: stop asking which tool is best, and start asking which piece of your week could use this kind of help. Once you know the task, and once you ' ve mapped the workflow around it, the tool question gets a lot easier to answer.
BUILD IT IN THE AI MASTERCLASS
We build exactly this kind of thinking, prompt by prompt and workflow by workflow, in the Catalyit AI Masterclass for Independent Insurance Agents, starting October 6.
AI is the tool. You are the advantage. •
Matt Smith is an AI Strategy Consultant for Catalyit and the Director of Growth Operations for IIA of Texas.
SEPTEMBER / OCTOBER 2026
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