Lending

How to Create an Adoption Plan for Your New Marketing Operating System

5 mins read
December 12, 2019
By
Total Expert

Author: Jim Anderson, CMO at Stearns Lending, LLC

It’s been an exciting time at Stearns Lending since we launched the Total Expert Marketing Operating System® (MOS). While transitioning into any new system comes with pain points, we’ve been bowled over by how user-friendly Total Expert’s platform is. I reached out to their team this week because I wanted to take this opportunity to pause and share a few insights we’ve gleaned from this rollout.

What did we find? Our main observations have been around how positive the adoption process was. Our loan officers (LOs) were working across two platforms before we made the switch, and many of them had experience with the Total Expert MOS from past employment, which is to say that choosing Total Expert set us up for success from the start.

The Total Expert team provided fantastic administrative support through this change, and their advice helped us set up a compelling training series getting our teams up to speed on the MOS. With their expert help, we thought through how we could support our employees during this transition and in future employee onboarding processes. Here are three things you can do to ensure your rollout is a success.

1. Introducing New Technology? Listen to Subject Matter Experts

When we first introduced the MOS, we created as many face-to-face learning opportunities as possible. To do this, we created a series of live webinars and training sessions. Person-to-person interaction is something our LOs excel at – it’s a vital part of their daily work. That made it all the more important to provide information and training to them in a way that worked for them.

The adoption process for a well-designed platform is relatively straightforward, but you do have to empower your team with the opportunity to ask questions of real people. Having experts available was a crucial piece of the introductory process.

One of the main benefits of using the Total Expert MOS is that it’s quite easy to find information using the familiar search functionality within the platform. Of course, our teams still needed support in navigating new workflows and features within the MOS – that’s why we brought in subject matter experts from Total Expert to familiarize our teams with workflows and the range of content available to them.

2. Empower Individuals and Give Them the Resources They Need to Learn

We place a premium on the value of individual growth, and we shaped the adoption process around individual education opportunities in which subject matter experts broke the system down into task-oriented training sessions to help LOs and marketing administrators master specific skills.

Think of it this way: If you needed to replace the headlamp on your SUV, you wouldn’t read the entire vehicle manual. You would seek out the section of the manual that addresses how to disassemble the headlamp and review the instructions for how to replace the bulb.

Learning how to replace that piece of the machine is efficient because it allows you to take on a reasonable, purposeful task that you have a shot at remembering through repetition. This is an apt metaphor for how we approached the adoption process on an individual level.

3. Create Opportunities for Teams to Share Learnings

One of the best strategies for us has been to reinforce the opportunities that exist within the platform and the openings for employees to do continuing education through weekly, regional calls with regional, area, and branch managers.

These calls are already part of our standard operating practice, but they’ve been a great opportunity to feature the knowledge of power users regularly. We’ve also been able to leverage this time to bring in a subject matter expert who can talk about specific wins or tools that are available within the MOS. It’s another chance for these folks to answer employee questions about how to leverage new strategies or features.

This has also been a great way to spark competitiveness within the region. Showing LOs how they can log in more, schedule more weekly social media posts, and make concrete progress is hugely motivating. It’s good for LOs to understand how their counterparts throughout the region or area are leveraging these tools to get wins.

These meetings also serve to tease out new aspects of the platform or new items that have been added. This gets folk to interact with the platform and encourages them to keep deepening their knowledge of all the things they can do within this system.

When Adoption Is the Easy Part, Teams Are Empowered to Win

Convincing our employees to get onboard with Total Expert’s MOS wasn’t exactly an uphill battle. They recognize the power of this operating system, and they’re excited to have the opportunity to improve their workflows.

But for our employees, finishing the initial training is just the beginning. We recognize that we’ll have to continue to evaluate engagement and make sure that new folks have the same access to training as those who were employees at our launch date.

We appreciate that Total Expert’s MOS provides the reporting tools on the back end to establish user accountability, which for us means that we can see how everyone is leveraging the technology. This also enables our managers to reach out to make sure people know how to use the solutions we’re giving them to tackle the challenges ahead.

People learn through repetition, and we’re excited to see our teams continue to gain traction with these new tools in hand. As we move out of the first stage of our adoption plan, we also look forward to creating more opportunities to help our teams engage through this platform.

Resources

Related posts

Lending

Navigating the HPPA Shift: Why It’s a Win for Lenders Who Put Customers First

mins read
Read more

Change is the one constant in financial services, but the way we respond to it separates the leaders from the pack. The newly signed Homebuyer Privacy Protection Act (HPPA)—taking effect in March 2026—is a shift in how lenders can access and use consumer credit data. However, while some may view this as another regulatory headache, the reality is far more encouraging: it’s an opportunity to raise the bar on trust, transparency, and customer experience.  It’s another validation of our “Customer for Life” strategy.

This isn’t about dodging restrictions. It’s about recognizing that the playbook for winning customers is evolving—and those who embrace that evolution will come out stronger.

What’s changing?

Under the HPPA, credit bureaus can no longer sell a consumer’s credit file unless the lender meets one of a few narrow conditions:

  • Originated the consumer's current mortgage
  • Service the consumer's current mortgage
  • Obtained clear, documented consent from the consumer
  • As a bank or credit union, maintain an active account for that consumer

There’s even a GAO study on the way, examining how trigger-lead solicitations via text messaging impact consumers—a clear sign regulators are watching the fine line between engagement and harassment.

For lenders who have long relied on trigger leads, this represents a fundamental shift. But for institutions that have invested in building relationships the right way, this is good news.

What this means for lenders

The HPPA shuts the door on spray-and-pray solicitation tactics. But it opens the door wider for lenders who want to compete on trust and relationship strength. Specifically, it creates new opportunities to:

  • Deepen existing customer relationships with proactive, personalized engagement.
  • Capture consent earlier in the journey, before borrowers get lost in a flood of noise.
  • Differentiate in a less crowded, more consumer-friendly marketplace where trust is a true competitive advantage.

The lenders who lean in here will win—not because they shouted the loudest, but because they earned the right to stay connected.

Why this isn’t just another regulatory headache

Consumers have been saying it for years: the barrage of calls, texts, and emails after a mortgage application is exhausting. Some borrowers receive 100+ solicitations within 24 hours. That doesn’t build confidence—it erodes it. And we know this is not how our TE customers run their business.

HPPA represents a rare alignment of regulators, consumer advocates, and lenders themselves. It clears away predatory noise, improves the homebuying experience, and rewards lenders who put relationships at the center of their strategy.

As our Founder & CEO Joe Welu often reminds us, “Trust is the currency of modern financial services.” This law is an accelerant for lenders who understand that principle.

How we're going to help you thrive in a post-HPPA world

We’re not sitting on the sidelines waiting to see how this plays out. Our platform was purpose-built to help lenders engage customers in a way that’s personal, compliant, and built to last. Here’s how we’re making sure you’re ready for March 2026:

  • Proactive guidance: Our mortgage and tech experts are already helping lenders adjust monitoring practices, so they stay compliant without losing momentum.
  • Expand Customer Intelligence: We’re finalizing new capabilities to drive increased awareness and enrichment of your relationships, including expanding CI to all three bureaus, and streamlining our credit improvement alert.
  • Investments in consent: Upgraded features coming soon to capture and respect consumer consent in clear, frictionless ways—including through our ecosystem partnerships.

This isn’t a band-aid or a reaction; it’s an evolution of how modern lenders build sustainable engagement to develop customers for life.

Bottom line: this isn’t a roadblock—it’s an opportunity

Every regulatory change comes with friction. But HPPA isn’t just about compliance—it’s about clarity. It’s about stripping away noise and giving lenders who prioritize relationships a stage to shine.

The lenders who thrive in this new environment won’t be the ones chasing trigger leads. They’ll be the ones investing in trusted, personalized engagement—from first touch through every financial milestone.

And that’s exactly what Total Expert was built to help you do: navigate the shifts, build lifelong trust, and continue winning customers for life.

AI

Authenticity at Scale: Using AI to Deliver Genuine Customer Experiences

mins read
Read more

AI has surged from curious novelty to critical business driver faster than any other technology in the digital age. With AI capabilities evolving faster than most financial institutions (FIs) and marketing teams can train for, it’s easy to understand how leveraging AI tools and enterprise solutions effectively can become a frustrating experience for both leadership and marketing pros.

While every organization’s challenges are unique, one common thread is that most FIs lack a clearly defined strategy or framework for selecting, implementing, and using their AI solutions.

Here are three foundational elements to help marketing leaders accelerate AI-enabled customer engagement without losing control of authentic, on-brand customer experiences.

Focus on using AI to scale—not replace—your team

The AI revolution arrives with ironic timing for FIs: We’ve spent the last decade talking about how to bring back the human touch in a digital-first world. On the surface, it’s easy to think that AI will push us in the opposite direction—breeding more generic, cold, impersonal experiences.

But like other tech tools, the most immediate and significant value will come in using AI as a tool to scale your team’s capabilities. What does that look like in practice?

  • Automating or offloading the tedious and repetitive work your team does: Think about AI agents cold-calling for lead gen, doing time-consuming data analysis, or handling the orchestration of complicated, multi-touch, multi-channel, anything-but-linear customer journeys.
  • Unlocking deeper insights, faster: AI can dive into your customer data to find new kinds of intent signals in real time. Imagine identifying those key periods of transition or change in peoples’ lives—graduating, getting married, starting a family, changing careers, retiring—so your team can show up for customers at these critical moments.
  • Freeing up more time for human connections: At the simplest level, AI applied well will allow your team to do more with less—and that will give them more time to focus on where and how to provide that human touch and make those genuine one-to-one engagements. This is what we’ve been doing at Total Expert for more than a decade now through better analytics and smarter automation. AI just turbocharges everything.

Choose the right AI—and connect it to your core systems

Not even three years after ChatGPT opened this AI era, there are thousands of AI tools on the market—including hundreds of marketing-specific AI solutions. Don’t be fooled by the “they’re all the same under the hood” line—the packaging is critical to the usability and time-to-value with these tools, especially when it comes to delivering authentic experiences.

It’s really a classic Goldilocks problem: On one side of the spectrum, the big-name generalist AI platforms that claim to do everything produce generic experiences for your customers. They’re not built for the highly regulated, highly sensitive kinds of engagement and conversations that FIs have with their customers. Plus, it takes a lot of work—and time and money—to get them to work like you need them to.

On the other side of the spectrum are hyper-specialized AI apps built to do one very specific task right out of the box—but lacking the broader capabilities to connect with your core systems and orchestrate entire experiences. This kind of extremely focused functionality ends up creating maddening experiences for customers when they hit the limitations of the tools’ knowledge and capabilities. FIs need AI tools built with enterprise-grade, enterprise-wide capabilities—able to tie into your marketing system of record so they can see and orchestrate the full customer journey.

If you can solve that Goldilocks problem — finding an AI solution built for financial services and connecting it at the core of your CX — you can realize the full efficiencies and, more importantly, deliver a more genuine, helpful, brand-authentic experience.

Give your AI the inputs that set it up for success

Using GenAI to create content — copy, design, video, etc. — really can feel like magic. But the reality is that it’s inherently derivative. In other words, the outputs are only as good as the inputs — like the classic analytics adage: garbage in, garbage out.

If you want to maintain brand authenticity, create reliably compliant outputs, and deliver consistent experiences that feel seamless for your customers, you need to help the AI fully understands your brand, your engagement strategy, and your acute and big-picture objectives.

Best practices for prompt engineering is an article—or an entire book—in itself. But the point is, as incredible as AI is, it’s still a tool — and a tool requires a skilled, intentional user. Cultivating these skills also takes intention. Workers in any role can feel naturally hesitant to be open about their AI use and experimentation; they don’t want to risk looking lazy or replaceable. But to move forward effectively with AI, FIs need to build a culture that encourages that experimentation and sharing of new use cases and best practices.

AI as an engine for authenticity

There’s little doubt that AI will lead to a surge in impersonal, generic banking experiences. That’s not a condemnation of AI; it will be the result of FIs using generic AI tools and generic AI strategies.

That also means that genuine, personalized experiences will become even more differentiated in this incredibly competitive industry. The key is to focus on how to use AI to amplify what we’ve always strived to do in this industry: make real connections and build authentic relationships based on trust.

By focusing on these three principles — using AI to help your team focus on scaling human connections, choosing the right tool and integrating it deeply, and giving your AI the best possible inputs — you’re building a strategy that makes AI an engine for authenticity. The reward isn't just increased efficiency; it's the ability to deliver authentic, brand-consistent experiences at a scale never before possible.

AI

[Lykken on Lending podcast] Supercharging Mortgage Lending with AI

mins read
Read more

The mortgage industry is in the midst of a historic transformation—and artificial intelligence is leading the way. Our Founder & CEO, Joe Welu, joined David Lykken for an episode of the Lykken on Lending podcast to discuss how Total Expert’s AI solutions will reshape the customer journey for lenders.

From incubating leads and mining databases to nurturing post-close relationships, Joe shares how voice AI is giving loan officers “superpowers” that help scale productivity, improve retention, and focus on delivering the high-value advice consumers need most. With compliance guardrails built in and multiple AI agents on the horizon, this episode offers an inside look at the future of mortgage lending and why early adopters of AI will hold a major competitive edge.

Joe also explains why the human element remains central to homeownership, and how AI is designed not to replace loan officers, but to free them up for more meaningful conversations that strengthen customer trust and drive long-term loyalty.

Catch the conversation to hear how AI is revolutionizing lending and why Joe believes those who embrace it will be tomorrow’s market leaders.

Supercharging Mortgage Lending with AI

See Total Expert
in action

Sign up
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
Create sustainable growth and increase loyalty with a customer engagement platform that’s purpose-built for financial institutions.
Schedule a demo