Empower Your Team with Task Steps: Better Training, Better Results

Delegation and training are among the biggest challenges that financial advisory firms face as they scale. At Quivr CRM, we’ve seen countless advisors struggle to effectively document and hand off processes, leading to inefficiencies and frustration. That’s exactly why we built the Task Steps feature in Quivr — to bring training and execution together in one unified system.

The inspiration for Task Steps came from real experiences in advisory firms. Imagine this: you’ve hired a team member (maybe even a family member) to help you, but things just aren’t clicking. Questions are asked repeatedly, tasks stall, and frustration builds on both sides. This was exactly what happened when Steve brought on his mom as an operations assistant. Despite her experience, she struggled to find clear, consolidated guidance because instructions were scattered across Word documents, Excel files, and videos stored in different places.

That’s when everything changed. A Quivr user suggested leveraging the Task Steps box inside workflows — and it was a game changer. Instead of relying on separate documents and ad hoc training, Steve and his mom embedded every instruction directly into each workflow step. From there, everything clicked into place. The new process brought immediate clarity and helped avoid miscommunications that can derail even the strongest teams.

Here’s how it works: with Task Steps, you combine your learning and process management tools right inside the workflow. Each step can include a detailed video tutorial, written instructions, FAQs, and clear escalation points for when something goes wrong. For example, if a new client service associate needs to send a birthday card, they’ll find step-by-step instructions — including a video of your ops manager explaining where to find cards, when to send them, and any additional details. Even experienced team members might refer back occasionally, just like one advisor did when he needed to rewatch his own video on sending out the firm’s ADV.

This approach doesn’t just support day-to-day work; it fundamentally changes how firms handle training. Rather than sitting beside a new hire for hours, team leaders can rely on standardized, in-context guidance that lives exactly where the work happens. Over time, FAQs and process improvements can be added directly to each step, keeping your workflows up to date and continuously improving.

It’s also empowering for teams. By building out Task Steps, employees demonstrate mastery and can identify gaps in the process themselves. This collaborative approach strengthens accountability and reduces errors that arise when information is buried or outdated.

The ultimate goal? Providing the exact information the right person needs, at exactly the right time — no sticky notes, no guessing, no endless email chains. Firms using Task Steps report smoother onboarding, more confident staff, and a dramatic reduction in repeated questions.

We always say at Quivr that we didn’t invent these ideas alone — they came from our incredible community of users. That’s why we encourage all our customers to join Office Hours, share their challenges, and learn from each other’s solutions.

If you're already using Quivr, dive into Task Steps and see how it can transform your processes. If you’re not yet using Quivr, it might be time to consider what a purpose-built CRM can do for your team’s efficiency and growth.