By Brendan Frazier | Chief Behavioral Officer
The Hidden Cost of the “Wrong” Meeting
Every Advisor has had that meeting.
You know almost instantly that it’s not a good fit. But you sit there, investing time and energy in a conversation that shouldn’t have happened in the first place.
Now multiply that by the number of those meetings you’ve had in your career. And that’s likely countless hours that you’ve spent on something that could have been avoided in the first place.
That’s the silent cost of not having a client screening process.
Do You Actually Need a Screening Process?
The right screening process protects your energy. It preserves your calendar. And more importantly, it honors your commitment to serve clients who are truly aligned with the value you deliver.
Ask yourself:
- Are you fielding more inbound inquiries than you can meaningfully engage?
- Do you ever wish you knew a few key things before that first meeting?
If you answer “yes” to either, it’s time to build a screening process.
Related: What Advisors Need to Know to Scale Smart
Why It Matters: Behavioral Finance Meets Business Strategy
There’s an Advisor I worked with—we’ll call him Mark—who told me about a week where he had five prospect meetings.
By Thursday, Mark was fried. Not because he was overbooked, but because four of the five meetings were completely misaligned. One had no investable assets. Another wanted crypto advice. One showed up just looking for a second opinion for free.
Mark told me, “I felt like a bartender during happy hour, just pouring out energy for whoever walked in.”
When I asked what his process looked like to get those prospects to the meeting, he said: “They booked a time, and I showed up.”
Here’s the thing: Mark didn’t need more leads. He didn’t need a better system.
He needed a filter.
The screening process isn’t about keeping people out. It’s about creating the space to show up fully for the people you’re meant to serve.
A good screening process isn’t just a time-saver. It’s a decision filter.
It protects your time, preserves your energy, and honors the commitment you’ve made to serve the right clients the right way.
Not sure if you need one? Ask yourself:
- Are you getting more inbound inquiries than you can realistically follow up on?
- Do you find yourself thinking, “I wish I had known that before we met”?
If either one hits home, you don’t need more time; you need a filter.
The 4-Step Framework to Build Your Client Screening Process
Step 1: Identify the Must-Have Information
Start with a blank page and this prompt:
“If I could learn only five things about this person before meeting them, what would they be?”
Avoid going too deep too fast. Keep it high level. You’re not running diagnostics; you’re checking alignment.
Step 2: Craft Your Questions into Simple Behavioral Questions
For each of those five areas, write a question designed to surface the right information clearly and quickly. These should be simple to answer; no lengthy essays required.
Step 3: Refine for Clarity and Brevity
Review your list. Less is more. If it takes longer than two minutes to complete, it’s too long. If your prospect can’t answer those questions with Netflix on in the background, it’s too complicated.
Use multiple-choice or 1–10 scale questions where possible; they’re easier and faster for prospects to complete.
Step 4: Pick the Right Format
How you collect information matters. Options include:
- An online scheduling tool (e.g., Calendly) with embedded questions
- A short form or questionnaire
- A quick phone call with your team
You don’t have to choose just one. Meet people where they are—digitally or by old school phone call—to create a seamless experience.
Related: How to Build a Client Onboarding Process Designed to Drive Client Retention and Increase Referrals
Example Screening Questions
Here are a few strong options to get started:
- What’s on your mind? What would you like to discuss?
- Have you worked with a Financial Advisor before?
- On a scale of 1–10, how important is financial planning to you right now?
- Have you reviewed our fee minimums? Do they align with your expectations?
- How do you typically make financial decisions?
- Will there be any additional attendees you’d like to include?
- Are you seeking a long-term relationship or one-time guidance?
These questions create clarity for both sides and ensure your time is spent with prospects who are ready and aligned.
*As you’re drafting your questions, remember it’s always easier to answer multiple choice and “1-10” questions than fill-in-the-blank questions!
Building a Scalable Advisor Business
Implementing a client screening process isn’t just about saving time. It’s a foundational system that drives operational efficiency as your business scales. By focusing on right-fit prospects, you can:
- Protect your calendar for strategic growth
- Deliver a more consistent, elevated client experience
- Free up capacity for deeper planning and service
The result? A scalable Advisor business that grows intentionally, without sacrificing quality or control.
Ready to Take the Next Step?
At RFG Advisory, we partner with Independent Advisors to build businesses that thrive, powered by smart systems, innovative technology, and a community that has your back.
If you’re ready to create more space to grow, it starts with how you screen.
👉 Let’s build something scalable together.