The quarterly review process

The quarterly review is not a formality — it's the primary vehicle through which we deliver value to clients. Markets do what they do. Our job is to show clients where they stand, what's changed, and what we're doing about it. Every quarter, without fail.

The 8-week cycle

Weeks 1–2: Data preparation

Responsible: Operations team

• Reconcile all client accounts in Orion against custodian statements
• Resolve any data discrepancies (missing transactions, corporate actions, cost basis issues)
• Run preliminary performance reports to catch obvious errors
• Flag accounts with significant cash flows (contributions, distributions, rollovers) that need commentary

The data must be clean before reports go to advisors. A performance number that's wrong — even by a fraction — destroys credibility.

Weeks 3–4: Report generation and advisor review

Responsible: Paraplanners + Advisors

• Generate standardized quarterly reports from Orion for each household
• Pull Ycharts market commentary and performance data for the quarter
• Advisor reviews each household: What changed? What's on track? What needs attention?
• Prepare client-specific talking points: life events, allocation drift, rebalancing actions, tax opportunities
• Draft any financial plan updates in Kwanti if circumstances have changed

Each advisor is responsible for reviewing their book before meetings begin. The review isn't just reading the report — it's thinking about what the client needs to hear.

Weeks 5–7: Client meetings

Responsible: Advisors (with paraplanner support)

Standard meeting agenda (60 minutes):

1. Check-in (5 min) — How are things? Life changes? Concerns?
2. Market overview (10 min) — What happened this quarter. Context, not predictions.
3. Portfolio review (15 min) — Performance vs. benchmark, allocation vs. target, any rebalancing actions taken.
4. Financial plan update (15 min) — Are we on track? Changes to goals, income, or expenses?
5. Action items (10 min) — What do we need to do before next quarter? Roth conversion, beneficiary update, insurance review?
6. Questions (5 min) — What's on your mind?

The meeting structure is a framework, not a script. Adapt to the client — some want deep data, some want reassurance, some want to talk about their grandkids. Read the room.

Week 8: Follow-up and documentation

Responsible: Advisors + Paraplanners

• Send meeting summary email to client within 48 hours
• Document all action items in the CRM with deadlines and owners
• Execute any agreed-upon changes (rebalancing, Roth conversion, beneficiary update)
• Update the financial plan in Kwanti if changes were discussed
• Flag any clients who didn't respond to meeting requests for advisor follow-up

Meeting preparation checklist

Before every quarterly meeting, the advisor should review:

• [ ] Performance vs. benchmark for each account and the aggregate household
• [ ] Current allocation vs. target — is drift within bands?
• [ ] Any rebalancing trades executed since last quarter
• [ ] Cash flow activity — large deposits, withdrawals, or distributions
• [ ] Tax situation — RMD compliance, tax-loss harvesting opportunities, estimated tax payments
• [ ] Financial plan — any change in goals, income, or expected expenses
• [ ] Upcoming life events — retirement, home purchase, college tuition, estate changes
• [ ] Prior quarter's action items — what was completed? What's still open?

Key takeaways

1. The quarterly review is Minerva's most important client touchpoint — preparation quality determines meeting quality.
2. The 8-week cycle ensures every client gets a thorough, well-prepared review on a predictable schedule.
3. Every review covers performance, allocation, financial plan status, and action items.
4. Meeting summaries and action items must be documented within 48 hours.
5. The meeting agenda is a framework — adapt to the client's needs and communication style.

Glossary

• Quarterly review — The scheduled client meeting where performance, allocation, financial plan progress, and action items are discussed.
• Reconciliation — The process of verifying that Orion's data matches custodian records, resolving any discrepancies.
• Book (of business) — The set of client households assigned to a specific advisor.
• CRM — Client Relationship Management system, used to track interactions, action items, and deadlines.
• Talking points — Client-specific notes prepared by the advisor covering relevant changes, opportunities, and concerns for the quarterly meeting.