How can I leverage AI in my agency?
We’re talking to a lot of independent insurance agency owners these days about AI. If you're like many of these agency owners, you probably feel a mix of excitement and trepidation. Will AI replace agents? How do I even begin? What if I make a costly mistake?
Here's the truth: AI, when used with the right framework, can amplify what you already do best—building relationships, providing expert guidance, and serving your community. The agencies that thrive in the coming years will be those that thoughtfully integrate AI as a powerful ally, not those that fear it or rush in blindly.
After speaking with dozens of local agency owners who are successfully using AI, we wanted to distill their wisdom into three practical, actionable steps you can take today, with no technical background required.
Tip 1: Think of AI as your new intern (who never needs coffee)
The most successful agency owners I've interviewed all share one perspective: they think of AI as an incredibly capable intern or assistant. Just like you wouldn't hand your best client relationships over to a new intern, you wouldn't let AI handle your most sensitive customer interactions unsupervised. But just like a great intern, AI can handle the time-consuming tasks that free you up for what matters most.
Consider what you'd typically ask an intern to help with:
Researching carrier product details
Summarizing lengthy documents
Drafting initial email responses
Organizing information
Creating first drafts of proposals or presentations
AI can do all of these things—often better and faster than any intern you've ever hired.
Real Example: One agency owner told me she now uses AI to quickly summarize new carrier bulletins and policy updates. Instead of spending 30 minutes reading through dense technical language, she gets a clear summary in 2 minutes, then spends her saved time calling clients who might be affected by the changes.
Tip 2: Start small by finding one workflow to improve
Don't try to revolutionize your entire agency overnight. The most successful implementations start with identifying one specific pain point and finding an AI solution for it.
Here are some areas where agencies are seeing immediate wins:
Policy Comparison and Analysis There are many tools in the market right now with AI features that can quickly compare coverage options across multiple carriers, highlighting gaps and opportunities you might miss during a manual review.
Customer Communication AI can draft personalized email responses based on your style and common scenarios. You review and send—cutting response time in half while maintaining your personal touch.
Claims Documentation Some agencies use AI to help organize and summarize claims information, making it easier to communicate with carriers and keep clients informed.
Market Research Instead of manually researching local businesses for prospecting, AI tools can quickly identify potential commercial clients in your area and provide background information to personalize your outreach.
Training and Onboarding Create AI-powered training materials that help new team members quickly get up to speed on your processes and carrier specifics.
Tip 3: Follow the The Golden Rule—Protect client data
Here's where many agencies get nervous, and rightfully so. Client confidentiality isn't just important—it's legally required and fundamental to trust.
Never upload customer data to public AI tools like ChatGPT or Claude. This includes names, policy numbers, claims information, or anything that could identify a specific client.
But here's what you CAN do safely:
Upload carrier product guides and get quick summaries
Analyze anonymized industry reports
Draft template emails and proposals (without client specifics)
Research general market trends and regulations
Create training materials using public information
Smart Example: Instead of asking AI to analyze "John Smith's auto policy," ask it to explain the differences between two coverage options in general terms. Then apply that understanding to your client's specific situation.
Your Team's New Superpower: More Time with Clients
The agency owners seeing the biggest wins aren't using AI to replace human interaction—they're using it to create more opportunities for meaningful human connection.
When AI handles research, documentation, and routine correspondence, your team can spend more time:
Having in-depth coverage conversations with clients
Building relationships in the community
Conducting thorough risk assessments
Providing proactive policy reviews
Following up on claims personally
One agency owner put it perfectly: "AI helps me be more human, not less. When I'm not buried in paperwork and research, I can focus on what my clients really need—someone who understands their business and genuinely cares about protecting it."
Taking Your First Steps
Ready to get started? Here's your action plan:
Identify Your Pain Point: What takes up too much of your time each week? Start there.
Research Solutions: Look for insurance-specific AI tools first, then general productivity tools that fit your needs.
Start a Pilot: Choose one team member to test the tool for 30 days on a specific task.
Set Clear Guidelines: Create simple rules about what can and cannot be shared with AI tools.
Measure Results: Track time saved, accuracy improvements, or client satisfaction changes.
Scale Gradually: Once you've mastered one application, identify the next opportunity.
The Future is Collaborative, Not Replacement
The agencies that will thrive in the AI era aren't those with the most advanced technology—they're the ones that thoughtfully blend AI efficiency with human expertise and genuine care for their clients.
Your local knowledge, community relationships, and ability to navigate complex situations aren't going anywhere. AI is simply giving you the tools to do what you do best, more effectively and with greater impact.
The question isn't whether AI will change the insurance industry—it's whether you'll be driving that change or reacting to it. By starting now, with small steps and smart boundaries, you're positioning yourself and your agency to not just survive the transformation, but to lead it.
Your clients need you to be at your best. AI can help you get there.
Sincerely,
Ann Shepard
Head of Product at Agent Vista
Want to learn more about the AI tools and technology we’re building at Agent Vista? We’re looking for forward-thinking individuals to join our Agents Council to help provide feedback on our platform. Please reach out to Ann at ashepard@agent-vista.com.
P.S. I wrote this post with the help of Claude! If your agency hosts a blog on your website, leveraging ChatGPT or Claude to help you create more engaging content for your customers is another great place to find your first AI win!
