Hoffman Wealth Management Redirects Hours of Weekly Admin Time to Client Service with Jump

For most of her 12 years at Hoffman, Katie Molander's job essentially revolved around meetings. As Director of Operations, she sat in on every in-person client appointment almost like a stenographer, capturing everything discussed and turning it into action items. Before each meeting, she spent roughly 40 minutes pulling reports and preparing an agenda. During the meeting, which typically ran an hour to an hour and a half, she took detailed notes while the advisor and client talked. Afterward, she spent another 35 to 45 minutes typing those notes into Wealthbox, drafting a follow-up email, and setting up tasks and workflows.

At five to ten meetings a week, that added up fast. Meeting prep and follow-up was the core of her role, and the administrative load left little room for anything else.

The breaking point came when Katie was preparing to go on a four-month maternity leave. Lead advisor Will Hoffman had already been looking for a more tech-forward solution, and the timing made the need impossible to ignore. They needed something purpose-built for financial services that could hold up to scrutiny.

During his due diligence to secure new technology and coverage for Katie, Hoffman worked through his registered investment advisor, Private Advisor Group, which offers advisors access to a curated set of technology solutions. After narrowing the field to Jump and Zocks, he selected Jump as the best fit for both his workflow and compliance requirements.

When Katie returned from leave, the firm already made the switch. Jump was connected to Wealthbox and running in every meeting, which meant Katie no longer had to be present to ensure the follow-up got done.

"I was very excited when I got to get in and play in Jump and see that it took the detailed notes, it would draft me the follow up email, it would create the tasks and I just had to do a once over to make sure they were going to the right person," she said. Everything she used to produce manually – the summary, the client email, the follow-up tasks –was already there waiting.

Both advisors adopted Jump without friction. Will, in particular, appreciated that once a meeting ended, it was truly over for him. He didn't need to debrief with Katie or walk through action items afterward. Jump had already pushed the notes and tasks through to Wealthbox.

“In our highly regulated profession, we’re always looking for efficiencies that strengthen our operations without compromising the client experience. Jump has been a meaningful time‑saver across the firm and has helped create much‑needed capacity for our team to focus on higher‑value work,” shared Will Hoffman.

The most immediate change was time saved. Meetings that previously consumed close to three hours per client, including prep, talk time, and follow-up, now land in Katie's hands in about 30 seconds.

"It freed up a lot of time that I could spend servicing existing clients," Katie said. ”It's taking almost three hours that I would have spent in a meeting and it's just handing it to me in 30 seconds.”

That recovered time changed her role for the better. Instead of being tied to the meeting cycle, Katie now uses her hours for direct client outreach, handling contributions and distributions, and adding the kind of personal touches that were hard to fit in before, saying "I could do more touches to more clients because I had so many more hours to my workday."

The firm also avoided a staffing problem. Before Jump, keeping up with the meeting load required someone physically present for every appointment. Without that constraint, Hoffman didn't need to hire a second operations person to maintain the same quality of follow-up as the client base grew. Katie is actually able to be a hybrid employee – working from home 3 days a week – giving her a much-appreciated work-life balance.

The client experience has improved too. Follow-up emails go out promptly, notes land in the system the same day, and nothing falls through the cracks between the meeting and the next touch. "I can be more personalized to the clients that need it, without typing out a two-hour meeting," Katie said.

With Jump, Hoffman Wealth Management turned a potential staffing problem into an operations upgrade and freed their Director of Operations to focus on the client work that actually grows the business.