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If you’re in investment sales, you know there’s one question you never want your Portfolio Manager, CEO, or CIO asking: “What exactly have you been doing?”
It’s the kind of question that keeps us all up at night. And the best way to avoid it? A solid, regular check-in meeting.
Weekly check-ins aren’t just a box to tick.
They’re the bridge between you and your portfolio manager or boss, ensuring everyone’s in sync and that your work is visible. When these meetings are done right, you’re not only showcasing your progress but also building trust and alignment with your partners. And the best part? No one’s left wondering if you’re making strides on the sales plan because they’re right there alongside you, seeing it happen.
At Dakota, we have been doing this for 20 years and have weekly check-ins with each of our partners.
In this article, we’re giving you a rundown on why weekly check-ins matter, how to structure them, and what you’ll need to cover.
Why Weekly Check-Ins Matter
Imagine this: your boss is quietly wondering what you’ve been up to or why results aren’t exactly what they expected. The moment they start wondering, you’ve lost control of the narrative.
Weekly check-ins change the game by keeping everyone on the same page. There’s no mystery, no second-guessing, and no room for assumptions. Instead, you’re giving your partners a front-row seat to your efforts. You’re showing them, week by week, that you’re moving the needle.
These meetings go beyond simple accountability, they’re all about transparency. Every week, you’re laying out your progress, sharing any challenges you’re facing, and discussing any tweaks to your strategy. When you and your partners are in sync, you’re all speaking the same language, and there’s no room for unexpected surprises.
Weekly check-ins have a way of building trust like nothing else. Meeting regularly to discuss your progress means your portfolio manager never has to guess if you’re doing your job, they know you are.
Transparency here isn’t just a nice-to-have; it’s essential.
When your partners see that you’re making time to report, adjust, and keep them in the loop, it builds confidence. They know they’re working with someone who’s committed to the plan and actively managing the process.
The more consistently you report on progress, the stronger the trust becomes. Your boss stays in the loop, fully aware of where you’re making strides and where challenges might be. And if they need to report up the chain, they have a clear, data-backed story to tell, thanks to your proactive reporting.
The best part? No surprises. No last-minute revelations. No one is wondering if targets are on track or if something’s been missed. When you’re all on the same page, expectations are clear, and everyone knows exactly where things stand.
Your Agenda for the Meeting
So, what exactly do you need to share at these check-ins?
It boils down to two key reports: Activity Reports and Opportunity Reports. Each one tells part of the story about what you’ve been doing and what’s on the horizon.
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Activity Reports: Showing the Effort
Activity Reports are where you account for the work you’re putting in. Calls, emails, meetings, follow-ups – this is the nuts and bolts of your outreach.
Be specific. Share the number of calls you made, who you connected with, what those conversations covered, and any key insights you gathered. Did you meet with an RIA who has a growing interest in your asset class? Perfect – let your portfolio manager know. This is about showing that every day, every week, you’re putting in the work to move things forward.
An Activity Report isn’t just a list of actions. It’s a log of your commitment, a way to show that you’re constantly working your channels, engaging prospects, and keeping the momentum alive. It’s also a way to let your manager see patterns in your outreach that might lead to new ideas or strategies.
Opportunity Reports: Tracking the Pipeline
Opportunity Reports, on the other hand, are where you zoom in on the pipeline. These reports answer questions like: Where are your prospects in the sales cycle? Who’s in the early stages, and who’s close to making a decision? Which opportunities need immediate follow-up?
Your Opportunity Report is about progression. It’s the roadmap for what you’re working on, what’s getting traction, and what’s likely to close in the near future. By reviewing these reports with your portfolio manager, you’re keeping them clued in on the quality of your pipeline and the likelihood of reaching your goals.
Opportunity Reports let you highlight key accounts and strategize on next steps. If a prospect is stalling, now’s your chance to brainstorm ways to re-engage them. If someone’s on the fence, this is where you and your manager can discuss what it’ll take to tip them over the line.
Be the Proactive Salesperson: Take Ownership of the Process
In sales, it’s essential to control the narrative. Weekly check-ins give you that control. They keep your boss in the loop, build trust, and show that you’re hitting your targets (or course-correcting if you’re not).
At Dakota, we’ve seen the difference it makes. Our weekly meetings keep everything transparent, give our partners confidence in our progress, and ensure there are no surprises. Everyone knows the plan, everyone knows the progress, and everyone can see that we’re doing the work.
So make those weekly check-ins a priority. Set the agenda, bring your Activity and Opportunity Reports, and take ownership of the process. In doing so, you’ll build stronger relationships with your partners, keep their confidence high, and ensure that they’re never left wondering if you’re on track.
Weekly check-ins are a simple tool – but in the world of investment sales, they’re pure gold.
A check-in is only as strong as the pipeline behind it. Dakota Marketplace gives you the verified allocator accounts, contacts, and search activity to fill your Activity and Opportunity Reports with real progress, not busywork. Book a demo!
