IMPROVED COMPLIANCE AND EFFICIENCY

Summary 

Florida Trust Wealth Management modernized its documentation and compliance processes using Zavanta. With previously scattered, underused documentation and no centralized oversight, the organization needed a better system to support onboarding, ensure regulatory compliance, and retain institutional knowledge. Zavanta’s structured platform provided consistency, visibility, and control that the team needed across departments. 

By replacing outdated Word documents and informal platforms with structured, searchable SOPs, policies, and checklists, the company streamlined learning, reduced compliance risk, and increased day-to-day efficiency. Onboarding got easier. Teams started working more efficiently. And with everyone following the same playbook, compliance became simpler and more reliable. Today, Zavanta plays a growing role in how the company operates and plans. 

Company Background 

Florida Trust Wealth Management is an independent wealth management firm dedicated to helping individuals, families, foundations, and business owners navigate life transitions with confidence. Florida Trust provides investment management, estate, and trust services and is recognized for its disciplined approach, exceptional service, and commitment to earning and maintaining the trust of those it serves.   

Business Challenge 

Before Zavanta, the company's documentation system consisted of a voluminous Word document containing policies, procedures, processes, and work instructions that employees seldom used. These documents exist primarily to satisfy audit requirements rather than to guide day-to-day operations.   

The operations department maintained additional work instructions and checklists using a platform called Spring, but no unified system existed across departments. Content was inconsistent, outdated, and lacked version control. Anyone could edit documents without clear oversight, making it difficult to track changes or ensure employees were using current information. 

The lack of proper documentation made it difficult to onboard new staff and retain institutional knowledge. The lack of organization and documentation puts the company at risk for poor quality, compliance issues, and operational inefficiency. 

The Solution: Zavanta Software 

When a new compliance director joined the organization and took ownership of the Zavanta launch, it gained traction across all departments.   

FTWM selected Zavanta to centralize and standardize its operational knowledge. Zavanta provided:

• Structured, searchable documentation: Content is organized by topic, version-controlled, and easy to update. Even general keyword searches produce accurate results, significantly reducing search time.
• Templates that eliminate formatting concerns: Staff focus on content creation while maintaining a consistent, professional look.
• Version control and author accountability: Documents display version numbers, last updated dates, and assigned authors, ensuring users trust that information is current and accurate.
• Read/verify tracking: Compliance can now verify that employees have reviewed and acknowledged policies, a capability they previously lacked.  
• Manual and checklist creation tools: Highly useful for onboarding and day-to-day task execution, with bookmark features that allow employees to quickly access commonly used checklists.
• Single Sign-On (SSO): Seamless access integrates Zavanta into employees’ daily workflows. 

Feedback from the Team 

The team at Florida Trust Wealth Management values Zavanta for its ease of use, clarity, and the confidence it brings to daily operations. Zavanta is now a trusted part of how the organization functions and grows, valued by everyone from frontline staff to leadership. 

Usability 

Employees describe Zavanta as intuitive and easy to use. With everything stored in one place and kept up to date, they no longer waste time hunting through shared drives or wondering if they're looking at the right version. Checklists, procedures, and manuals can be bookmarked for quick access, making day-to-day tasks faster and more efficient across all roles. 

Before Zavanta, finding the right document often meant digging through multiple folders or asking a colleague for help. Now, it's all organized and searchable, which saves time and reduces frustration. 

Compliance and risk reduction 

The Read/Verify feature has transformed how the compliance team manages policy updates. They can now confirm that employees have received and acknowledged new information, adding a level of accountability that didn't exist before. This added visibility ensures that updates are communicated clearly and consistently, helping the entire organization stay aligned. 

Version control and ownership 

Staff appreciate seeing version numbers, last updated dates, and designated authors on every document. Knowing who owns the content and the review history gives teams confidence in what they're using. 

Cross-department collaboration 

As Zavanta expanded beyond operations into fiduciary services, IT, and HR, its impact grew. Teams now work from a shared system that promotes consistency, regardless of location. 

With Zavanta, everyone follows the same procedures, whether they're in the same office or not. That consistency supports efficiency, accountability, and company growth. 

"It's not just a software tool. Zavanta is a system and a team. They understand their product and help clients use it in a way that makes sense for their organization."

- Kelly Ritrievi, Vice President, Trust Officer, Florida Trust Wealth Management  

The Results with Zavanta 

Since implementing Zavanta, Florida Trust Wealth Management has seen measurable improvements in how it manages, shares, and applies operational knowledge. What began as a solution for the operations team has expanded across departments, creating consistent processes, stronger compliance, and greater efficiency throughout the company. 

Zavanta has become a centralized system that the entire organization can rely on, supporting daily work, employee training, and long-term growth. 

Unified Documentation System 

All policies, procedures, and checklists are now centralized in one system, eliminating the need to search multiple locations. Employees know where to find information and can trust its accuracy. 

Improved Onboarding and Training 

New hires no longer fall back on prior job experiences or assumptions. Structured, consistent learning materials ensure they quickly learn the specific processes and standards, regardless of their physical location. 

Enhanced Compliance and Audit Readiness 

While Florida Trust has not yet audit-tested Zavanta, compliance leadership anticipates significant benefits. The Read/Verify feature provides documented confirmation that employees have received and acknowledged new policies, which is a level of verification previously unavailable. 

Efficiency Gains Across Teams 

Employees report finding information "100% more efficient" than before. Supervisors spend less time fielding questions, as staff confidently self-serve answers from Zavanta. The search functionality allows staff to locate what they need, even when they are unsure of the exact document names. 

Greater Control and Accountability 

Authors are assigned to maintain content accuracy. Managers now control who can edit documents, reducing the risk of outdated or unauthorized changes. 

Stronger Consistency Across Locations 

Whether an employee sits in an office or a remote location, Zavanta ensures everyone follows the same processes and policies. 

Support for Organizational Growth 

Leadership views Zavanta as foundational to supporting future growth. As new employees join and new departments adopt the platform, Zavanta ensures that everyone operates under consistent, up-to-date guidance. 

 “Kelly had the foresight to recognize that as their company grows, the need for consistency among employees grows, too. She has laid the groundwork for staff at every location to follow the same policies and procedures, creating a better experience for employees and clients.”

- Rachael Wilson, Customer Success Manager, Comprose 

Looking Ahead: The Future with Zavanta 

Florida Trust Wealth Management sees Zavanta as a long-term foundation for how the organization operates, trains, and ensures compliance. What began as a departmental tool in operations has expanded across fiduciary services, IT, and investment management, with HR soon to follow.  

Zavanta has the consistency and the scalability that a company with multiple locations needs. Leadership is confident that Zavanta will continue to support the company's growth by delivering consistency, accountability, and transparency across all areas of the business. 

Zavanta will also play a greater role in audit preparation, risk mitigation, and enterprise-wide policy communication. As the teams add more content and adoption continues to grow, the system's value increases. Compliance, operations, and department managers alike view Zavanta as an essential component in maintaining quality, protecting the company's reputation, and supporting long-term success. 

Florida Trust Wealth Management’s vision for Zavanta is clear: a single, reliable source of truth that scales with the business, strengthens performance, and empowers every employee to work smarter and more confidently.