Appendix C: Team Memo

Team Memo

To: Debbie Oesch-Minor

From: Team Brooks Insurance Professionals: Dess, Lexie, Larry, Sophia

Date: October 15, 2024

RE: Progress in Research and Team Policies for Expanding Brooks Insurance Professionals Social Media Presence

Brooks Insurance Professionals does not possess a social media presence for their small town, family-owned business agency. This memo will establish who the client is, the scope of the project for Brooks Insurance, the ways in which the IU Indianapolis team of students will go about researching this topic, tasks each member of the team will have, expectations for team members, how the team will communicate with one another, and how the team will move forward in this part of the project.

Client/ Business: Seth Taylor/ Co-Owner of Brooks Insurance Professionals

Seth Taylor is the co-owner of Brooks Insurance Professionals, alongside his wife who is the other co-owner. Mr. Taylor has been a licensed insurance agent for over 25 years and is the top sells man at the agency. Brooks Insurance Professionals is located in the small town of Shelbyville, Indiana with the main goal of selling home, life, and auto insurance. The teams initial meeting with the client was on October 8th, @6:30 @Campus Center. After the meeting, Mr. Taylor expressed his want to engage in the creation of social media platforms and implement efficient and time effective ways to reach more people to meet their insurance needs.

Scope of the Project: Expanding Social Media Influence

Our project focuses on the implementation of social media for Brooks Insurance Professionals to expand their business to the younger generation. Our project focused on finding the most efficient ways to attract the younger generation. Our team will investigate what interest's individuals, and what they want to see from a business on social media.

Research Questions:

What does the younger generation want to see from their insurance companies? What information grabs individuals' attention on social media platforms? What kind of media presentations on social media platforms grab the most attention? What grows small business social media platforms the most effectively? How do customers best feel connected with their insurance brokers through social media? How to best teach insurance literacy through social media to the younger generation? How can social media most efficiently be used as a marketing tool for insurance brokers? What are some strategies that can be used to create and keep up with a social media calendar? What are some of the most effective social media platforms to market for insurance on? How can small businesses best find and connect with new clients via social media? What are the common misconceptions millennials and Gen Z have about insurance?

Research Online and in Databases:

The aspect of research is heavily important in this project. Our team will use the knowledge acquired from research to form relevant recommendations for our client.

With in depth research on social media marketing strategies, connecting insurance brokers and clients, and insurance literacy we will have an understanding on how to best make recommendations for expanding social media influence for Brooks Insurance Professionals. Our team works well with one another using a multiplicity of different sources, some of which include the IU Indianapolis Database, top selling insurance websites, and websites recommended by our client.

Located below are a few of the search phrases that the team used when investigating the scope of the project:

Social media AND attracting younger clients AND Insurance Broker-ProQuest

Social media AND expanding small business- ProQuest

“Insurance broker” AND social media – ProQuest

Expanding “small business” through use of social media

Attraction to insurance ads- Google

Customers AND insurance- Google

“Studies” AND “effective advertising” —Google + ProQuest

Small business social media successes

Gen Z and insurance terms

Team Member Responsibilities and Expectations

All members are expected to be aware and active with the project throughout the process. If a team member is not able to be present for a meeting, it is expected of them to gather all the information (notes, due dates, and any expectation from the client). We divided up the work easily, making sure that everyone had their fair share, and no one was overworked. Each team member was given at least four sections to work on in the memo. Each member handles their respective sections but should also be open to revisions from other team members. The opposite is also expected, where one can give help/revisions to other parts of the memo.

Communication Between Members, Sharing Research and Completing the Recommendation Report

To maintain communication with each other, Dess has created a group text with all our phone numbers. To ensure timely communication we have set up an expectation that team members should respond within 24 hours. This group text will be used to make sure all members are staying on top of their section of work. It will also be a space to inform each other if we are unable to attend class or a team meeting. If someone is unable to attend a meeting, this chat can be used to FaceTime in a meeting to participate. It is also important for each member to keep up with taking notes.

Sophia created a Word folder. Here we will put all the different parts of our project into a different section. The materials used in this folder will ultimately be used to create a recommendation report. We decided to work with word because each member in the group knows how to efficiently use it. It also has easy access for each team member to edit. Sophia will put the materials from our word folder into a WIX cite as the project goes along. All our group notes will also be contained in a word document.

Team Member Strengths: DISC Results and Strong Personal Traits

Each member of our team contains valuable skills and perspectives to bring to this recommendation report. When each team member knows the skills of the other members, we can then rely on each other more effectively to create this recommendation report. Below is each team member's name and their DISC results.

Sophia Taylor
I am a C/S which means I am cautious and supportive. I feel like this described me very well because I am cautious and very rule focused. I would rather take longer to see factual results than rush the process just to see the final product. I feel that I am also supportive because I do not prefer anxiety ridden environments, and I prefer the people present to speak calmly, factually, and include all the details. I agree with the results. My next highest trait was dominant, and I feel that it is a close second because I enjoy taking leadership positions when necessary, and I also enjoy keeping the big picture in my mind.

Larry Woodard (previous team member)

You have an almost even blend of Dominant, Inspiring, Supportive, and Cautious traits. Some words that describe you are flexible, friendly, adaptable, and moderate.

Dess Bowley

Dess’s DISC score was S/C, steadiness and conscientiousness. One strength that this score encompasses is the dependability that comes with steadiness. It is important to be dependable when working with a group. In addition to that Dess brings kindness and support to our team.

Lexie Esguerra

You have a blend of both Inspiring and Cautious traits. Your Inspiring traits are probably a little stronger than your Cautious traits.

Attendance Policy

Students aim to attend all scheduled meetings.

Let the group know if you cannot make it to a meeting via group chat.

Complete any task you may have missed before the next meeting.

Record attendance, write down everyone's names in the class notes.

If you miss a meeting without a valid excuse, you owe the group snacks at the next meeting.

Virtual attendance is encouraged if you cannot make it to a meeting.

Participate actively during meetings, not just show up.

Workload Policy

Hold each other accountable for completing tasks on time

Split larger tasks into smaller manageable parts

Have regular check-ins, every two weeks after a class period, to discuss progress and/or challenges

Make sure everyone has a fair workload; no one should feel overwhelmed

Inform classmates when/if personal life things happen, not with specific details but letting the group know when extra help is needed to perform their pre-assigned tasks

Members are encouraged to help each other with tasks/assignments if someone is struggling or falling behind.

Constructive feedback is encouraged.

Memo Divided out:

Lexie: Attendance Policy, Workload Policy, Research, Personal DISC

Dess: Disc Overall results and Communication between Members, Research, Personal DISC

Larry: Conflict Issues, Member Responsibilities and Expectation, Research, Personal DISC

Sophia: Introducing the Client, the Scope, Research, Personal DISC

Conflict Issues

Any problems that arise will be discussed with all 4 group members present.

Make sure that all points are considered, and everyone is treated with respect.

Hopefully, a compromise will be reached (Remember we are a team and should do what is best for the client).

If a solution/compromise cannot be reached within the team conversations, Debbie Oesch-Minor will be notified.

If there are any questions, concerns, or issues, please feel free to reach out to a group member and copy the rest of us. We can be reached via the following email addresses:

Sophtayl@iu.edu

Lexesgue@iu.edu

Dbowley@iu.edu

Ladiwood@iu.edu (previous team member)

References

Carrison, S. (2020). Team memo. WIX. https://scarrison16.wixsite.com/teamwebsite/team-memo (model for the memo based on off)