Keep Clients Engaged with the Right Meeting Rhythm

A successful financial advisory practice is built on more than numbers. What’s the top reason clients switch advisors or consider switching? It isn’t portfolio performance or fees. It’s a lack of deep understanding and communication. Clients want to feel understood and supported, which is why communication plays such a critical role. Many clients leave their advisor not because of performance or fees but because of inconsistent communication and a lack of personal connection.

One survey found that 71% of clients who are contacted frequently are very comfortable with their financial plan, compared to just 22% of clients who receive infrequent communication. When advisors meet with clients regularly, they not only strengthen relationships but also gain insights into client goals and concerns. Studies show that clients contacted frequently are far more comfortable with their financial plan compared to those who only hear from their advisor occasionally. Consistency builds confidence.

Let’s look at how meeting cadence impacts client engagement and why it should be a priority in every advisory firm.

Ongoing Check-ins Build Trust

Advisors should plan to connect with clients once a quarter. One survey found that 80% of clients want to be contacted at least every three months. These conversations can occur in person, by phone or through a video call. What matters is creating a space where clients can ask questions and feel supported.

Nine out of ten investors say the frequency of advisor communication plays a big role in their likelihood to stay and make a referral.

Quarterly check-ins also provide an opportunity to revisit earlier conversations and update clients on key changes. Common areas to discuss include:

• Life milestones or upcoming changes
• Account and investment updates
• Market or regulatory developments
• Progress toward financial goals
• Open Q&A for client concerns

By following this rhythm, advisors gain a clearer understanding of a client’s situation and can address small issues before they become bigger problems.

Annual Portfolio Reviews Provide Structure

Beyond quarterly conversations, advisors should schedule a full portfolio review once a year. FINRA recommends meeting with clients for a portfolio review at the same time every year to make changes when needed. This structured meeting ensures that accounts and investments still align with the client’s goals and circumstances.

Annual reviews often cover:

• Investments: Performance review and reallocation as needed
• Tax planning: Adjustments for the current tax year
• Estate planning: Updates to beneficiaries, wills, trusts and insurance
• Retirement planning: Progress toward retirement goals and adjustments if necessary

These meetings give clients confidence that their financial plan remains on track even as their lives change. They also give advisors a formal opportunity to demonstrate value and reinforce trust.

Communication Between Meetings Matters

Quarterly and annual meetings provide structure, but real life does not always follow a calendar. Clients often face questions or concerns in between scheduled conversations. Advisors need to create reliable communication channels so clients know they can reach out and receive a timely response.

Email, phone and secure portals are all important ways to stay connected. What matters most is that clients never feel left on their own. A strong relationship is built on trust and availability.

Turning Communication into an Operational Advantage

Regular meetings and strong communication build loyalty and referrals, but they also place demands on advisory teams. Without the right tools, firms risk losing efficiency or letting client needs slip through the cracks. That is where Hubly changes the equation.

Hubly gives advisory firms clarity and control over their operations. With visibility into team priorities, automated workflows that are simple to set up and insights into firm processes, Hubly ensures that nothing falls through the cracks. Advisors can increase onboarding capacity, improve team accountability and save hours every week by eliminating clunky CRM workflows. The result is consistent client experience and a more efficient practice that can scale with confidence.

Start your day with clarity and purpose. Grow your firm with ease. Try Hubly free for 30 days.