Imagine trying to remember every customer’s name, purchase history, and preferences without a CRM.  It would be like trying to juggle 10 different balls at once! But with a CRM, all of that information is easily accessible in one place. It is just like how your personal assistant keeps all of your important information organized.

A CRM can automate repetitive tasks such as sending out follow-up emails or tracking sales leads. This frees up time for you and your team to focus on more important tasks, like closing deals and serving customers. Some very known in-the-market CRM tools you may be aware of are Zoho, Salesforce, Zendesk etc.

In short, a CRM is like having a personal assistant helping you and allowing you to focus on growing your business. CRM may help you locate leads, follow up with prospects, and nurture them along the sales pipeline. It can build client loyalty by preserving critical information to enhance sales, such as by tailoring the experience and offering outstanding customer service.
Whatever the size of your business, the correct software can help you stay competitive. Choosing the right CRM for your business can be a daunting task, as there are many different options available. In this blog post, we will discuss the factors to consider when selecting a system for your business.

Table of Contents:

• Identify Your Business Needs
• Assess Your Budget
• Consider Scalability
• Look for Integration Capabilities
• Evaluate the User Interface
• Check for Mobile Accessibility of the CRM
• Check for Reporting and Analytics
• Consider the Provider’s Support and Training
• Test the CRM
• Plan for Implementation and Training of the CRM

How Important is a CRM Software for your Business?

Using a simple Excel spreadsheet in place of a proper customer relationship management system is a bad idea for several reasons.

Limited capabilities: Excel has less features than a customer relationship management solution. Automatic data entry, lead management, email connection, and data visualization are just some of the features that are missing.

Data Management: When a company expands, the resulting increase in its data volume can rapidly become unmanageable. A customer relationship management system (CRM) is a database that stores information about customers and makes it easier to access, manage, and analyze that information.

Collaboration: In contrast to a customer relationship management system, which limits access to a single user, an Excel spreadsheet makes it impossible for numerous people to collaborate on a same document at the same time.

Accuracy of Data: Typing information into an Excel spreadsheet by hand increases the likelihood of making mistakes, and it can be challenging to find and fix those mistakes. By facilitating automatic data entry and letting users establish validation procedures, a CRM system aids in preserving data accuracy.

Scalability: The complexity of a company’s data management requirements increases as it expands. Unlike an Excel sheet, a customer relationship management system can grow as your organization does.

1.Identify Your Business Needs:

The first step in choosing a CRM is to determine what your business needs are. Are you looking for a tool to track sales and leads, or do you need something that can also handle customer service requests and marketing campaigns? Consider what features you need, such as lead management, pipeline tracking, contact management, and analytics. Think about the size of your business and how many people will be using the CRM. Before you start looking into CRM solutions, ask yourself the following questions:

• What operational procedures and routines does your business lack and need to implement?
• What are your company’s most inefficient procedures?
• Who will utilize CRM in your company? How many users do you need?
• What other applications do you want to integrate to your CRM system?

Here are some of the most popular CRMs and the types of businesses they work best for:

Salesforce: Ideal for enterprise-level businesses across industries, it offers robust sales, marketing, and customer service tools.

Pipedrive: Great for small to mid-sized sales teams looking for a simple and effective sales management tool.

Zoho CRM: Best for small businesses that need a comprehensive and affordable CRM solution.

Freshsales: Ideal for businesses that prioritize sales automation, lead scoring, and forecasting.

Microsoft Dynamics 365: Ideal for businesses that need a CRM integrated with their existing Microsoft products and services.

Infusionsoft: Best for small businesses and entrepreneurs that need a CRM with strong marketing and sales automation capabilities.

If you want to find more about different CRM systems suitable for your needs, we’ve got you. Our blog on the Best 30 CRM softwares for 2023 has helped us create these tips for you after extensive research and surveys.

2.Assess Your Budget:

CRM systems can range in price from free to thousands of dollars per year. Determine how much you are willing to spend on a CRM, and which fits within your budget.

Perhaps you’re not certain if a CRM software is right for your organization, but you’d want to learn more about it. Many software providers offer free software trials. There are also free versions of major CRM software. Some are fully functioning but include a limit on the number of users or records, while others offer the most basic functionality.

For example: If you’d rather stick with a no-cost option, Freshsales will not let you down. While Hubspot‘s basic capabilities are free, the more advanced ones can be rather costly. Here are a few pointers to get you started:

• Calculate the total cost: Consider not only the purchase price of the CRM, but also subscription fees, customization fees, and training fees.
• Cost comparison: Compare the prices of several CRM options to pick the one that matches your budget. Consider the long-term costs too. This is because certain CRM companies may provide cheaper upfront fees but higher recurring charges.

• Consider the CRM’s value: A more expensive CRM may have more features and capabilities. This can lead to cost savings and more income for your company.

• Look for a free trial: Many CRM companies provide free trials that allow you to test the system before making a purchase. This might help you have a better grasp of the CRM’s pricing and whether it’s a good fit for your budget.

• Consider the Return on Investment (ROI): CRM systems are an investment, not an expense. This is why, before investing in one, you should think about the ROI. Consider how much money you anticipate generating with the help of a CRM, as well as how much it will cost you.

3.Consider Scalability of the CRM

As your business grows, your CRM needs may change. Choose a CRM that can scale with your business and adapt to your changing needs. When looking for scalability, seek for a system that can meet your present and future needs. For example: One of the most popular CRM software known for its scalability and customization options is Salesforce. Here are a few major considerations:

• Data storage flexibility: The CRM should be able to handle enormous amounts of data while also allowing for simple data export and import.

• Customizable and extensible: You should be able to tweak and extend the CRM system to match your individual demands.

• Accommodate for numerous users: The CRM should be able to support multiple users with varying levels of access and permissions.

• Integration capabilities: To streamline your workflow, the CRM should be able to integrate with other systems such as email, marketing automation, and accounting software.

• Cloud base: Cloud-based CRM systems can provide automatic upgrades and backups and are more scalable than on-premise systems.

• Scalable Pricing: CRM should have scalable price so that it may expand with the organization.

• Customer support, training, and consulting services: The CRM supplier should give customer support, training, and consulting services to guarantee that you can make the most of the system.

4.Look for Integration Capabilities: 

A CRM should integrate with your other current tools and software, such as your accounting software. This will save you time and make it easier to manage your customer data.

Evidently, it has been beneficial when any CRM offers a WhatsApp integration. You can use WhatsApp to communicate with your customers directly from your CRM, track customer interactions, and more.

When looking for integration capabilities in a CRM, you’ll want to consider the following factors:

• API availability: Look for a CRM that offers an API (Application Programming Interface) that allows you to easily integrate the system with other software and services.

•  Pre-built integration: Check if the CRM has pre-built integrations with tools like email marketing, accounting software, social media, and more.

• Data syncing: Look for a CRM that can automatically sync data with other systems, to ensure that your information is always up-to-date.

• Customizable integrations: Consider if the CRM allows for custom integrations and workflows with other systems.

• Third-Party Add-ons: Check if the CRM has a marketplace or an app store for third-party add-ons. This can further expand the system’s capabilities and integrations.

• Support: Make sure the CRM provider offers customer support, documentation and tutorials to assist with the integration process.

It’s also important to think about which systems and tools you’ll need to integrate with now and in the future. Ensure that the CRM you choose can accommodate all your needs.

Let’s look at Zapier and it’s integration capabilities. Zapier is a tool for automating tasks that lets users connect and integrate different web apps to do repetitive tasks automatically. Some popular integrations with Zapier are Google Sheets, Slack, Trello, Mailchimp, Gmail, Asana, WhatsApp etc.

Most popular CRMs have Zapier integrations, including- Salesforce, Hubspot, Pipedrive, Zoho CRM, Freshsales, Microsoft Dynamics 365, Infusionsoft etc. These are just a few of the many integrations you can use with Zapier, and more are added all the time.

5.Evaluate the User Interface:

Which CRM has the best user interface is a matter of opinion and depends on what each person wants and needs. When a business is looking at CRM software, they should think about their specific needs and requirements as well as user testing and feedback to figure out which CRM has the best user interface for them. For instance: Close CRM is a straightforward CRM that has a clean, easy-to-use interface.

When evaluating the user interface of a CRM, here are a few key factors to consider:

• Ease of use: The CRM should be intuitive and easy to navigate, with a user-friendly interface that doesn’t require a lot of training to use.

• Customizable: It should allow you to customize the interface to fit your specific needs, such as creating custom fields, views, and dashboards.

• Searchability: An easy search feature in a CRM software helps you quickly find the information you need.

• Accessibility: Check if the system can be accessed from multiple devices, such as a computer, tablet or smartphone, and if it has a mobile app.

• Data visualization: Look for a CRM that offers a variety of data visualization options, such as charts, graphs, and reports, to help you easily understand and analyze your data.

• Collaboration: See if the CRM allows for team members to collaborate on accounts, deals. Check if it has a built-in communication tool for team members to communicate with each other.

• Usability testing: Consider testing the CRM with a small group of users to get feedback on the interface and user experience. Ultimately, the user interface should be easy to use, customizable and provide the necessary tools that align with your business needs.

6.Check for Mobile Accessibility of the CRM:

It’s essential to choose a CRM that offers a mobile app that is feature-rich, easy to use, and secure. This will ensure that your team can access customer information, update deals, and communicate with team members on the go.

Look for a mobile app that sends push notifications to users when they receive new messages or updates. This will help them stay informed about important events even when they’re not actively using the app. Ensure that the mobile app has the same level of data security as the web-based version of the CRM. This includes the ability to encrypt data, password protection, and remote wipe of the data in case the device is lost or stolen.

Mobile accessibility allows you and your team to have real-time access to customer information, enabling faster response times, and better customer service. It also allows for better collaboration between team members and improve the productivity of your sales team. With the right CRM, you can take advantage of the flexibility and convenience of mobile technology to improve your sales process.

Check if the mobile app allows users to access and update customer information even when they don’t have an internet connection. This can be especially useful for sales reps who are frequently on the road.

Accessibility on mobile devices is important to many businesses, and many CRM programmes have strong mobile apps to help with sales and customer relationship management on the go. Some CRMs that work well on mobile devices are:

With Microsoft Dynamics 365, you can get a mobile app that gives you access to all of the core CRM features and works with other Microsoft products. Before choosing a CRM software, a business should think about how mobile-accessible it needs to be to make sure it fits their needs.

7.Check for Reporting and Analytics:

A CRM system should have built-in reporting and analytics capabilities to help you track and analyze your customer data. This will help you make data-driven decisions and measure the success of your sales, marketing, and customer service efforts.

Having the right reporting and analytics capabilities can provide valuable insights and help you make data-driven decisions. Customizable reports allow you to see the data that is most important to your business, while predefined reports give you a quick overview of key metrics.

Real-time data, data visualization and multi-dimensional analysis can help you understand your data quickly, and make decisions faster. Automated reports and role-based access can also help you to share the data with the right way.

Additionally, the ability to integrate data from other sources can provide a more complete picture of your business. It can help you to understand your customer’s journey better. Pipedrive offers advanced reporting and analytics capabilities, including sales performance and pipeline reports.

8.Consider the CRM Provider’s Support and Training:

Having access to good support and training from the CRM provider can make a big difference in the success of your implementation and usage. A provider should offer a variety of support channels, fast response times, and a wealth of training resources. This can help you to make the most of your CRM. 

Regular upgrades and maintenance ensure that the software is up to date, with the latest features and security updates. Customization services can also help you to tailor the CRM to your specific needs.

Overall, the support and training provided by a CRM provider can have a significant impact on the success of your CRM implementation and usage. So, it’s important to choose a provider that offers a wide range of support and training options.

The “best” CRM in terms of customer service and training will depend on the needs and preferences of each business. Salesforce, Zoho CRM, and Hubspot are all well-known CRMs that are known for having good support and training. It’s important to do research and compare different CRMs to see which one fits your company’s goals and needs best.

• Availability of customer support: Look for a provider that offers customer support through various channels, such as phone, email, and live chat. This will ensure that you can get help when you need it.

• Response time: Check the provider’s expected response time for support requests. A fast response time will ensure that your issues are resolved quickly.

• Knowledge base: Look for a provider that offers a knowledge base or FAQ section on their website. This will allow you to find answers to common questions without having to contact support.

• Training resources: Consider if the provider offers training resources such as videos, tutorials, and documentation. This will help you to get the most out of the system.

• Onboarding: Check if the provider offers onboarding services, such as consultation and setup assistance, to help you get started with the CRM.

• Consulting: Look for a provider that offers consulting services to help you optimize your CRM use and improve your business processes.

• Upgrades and Maintenance: Consider if the provider offers regular upgrades and maintenance to the software, and if they are included in the pricing or as an additional cost.

• Customization: Check if the provider offers customization services, such as custom reports, integrations, and workflows, to fit your specific needs.

• Up-time and Availability: Look for a provider that guarantees a high level of uptime and availability for their CRM.

9.Test the CRM:

Before making a final decision, it’s important to test the CRM to ensure it meets your needs and is user-friendly. Many providers offer free trials, which allow you to test the system before committing to a purchase. Here are some examples:

Salesforce: offers a free trial that lasts for 30 days

Zoho CRM: offers a free plan for businesses with up to 10 users and a 15-day trial for paid plans

Hubspot CRM: offers a free plan with no time limit, and a free trial for paid plans

Pipedrive: offers a 14-day free trial for its paid plans

Freshsales: offers a 21-day free trial for its paid plans

Infusionsoft: offers a 14-day free trial for its paid plans

Before making a decision, it’s always a good idea to take advantage of these free trials. Always try out the CRM to make sure it works for your business and has the features you need. Test it with a small group of employees to get their feedback and see how it works for you. Here’s why its’s important-

• Ensures the CRM fulfils your individual requirements: This allows you to check that the system can satisfy those needs and has the features and functionality that your business need.

• Identifies any potential issues: It can involve technical hurdles, data migration issues, and even user adoption difficulties. Identifying and resolving these issues before to installation can save your company time and money in the long term.

• Increases user adoption:  Testing ensures that the system is user-friendly and that employees will be able to browse and use it with ease. This promotes user adoption and ensures that the system is being used to its full potential.

• Assists in determining ROI: Implementing a CRM can be a considerable expenditure for a company. Testing the system allows you to calculate the possible ROI and justify your expenditure.

• Identify any compatibility issues: It is critical to validate the CRM’s compatibility with other systems and platforms. This ensures a smooth integration and reduce any potential complications caused by incompatibility.

• Tests the level of customer support: This is important for debugging and dealing with any issues that may develop after implementation.

10.Plan for Implementation and Training of the CRM:

After you have chosen a CRM, it’s important to properly implement and train your employees on how to use it. Make sure that your employees understand how it will benefit the business. Many CRM providers offer training and support, which can be helpful during the implementation process.

For example: Zoho CRM offers live chat and video call features through Zoho SalesIQ and Zoho Meeting. You should compare different CRM systems to determine which ones offer the live chat and video call features.

It’s important to have a plan in place for implementation and training to use the system effectively and efficiently. Following these procedures will ensure a seamless and successful system acceptance by your workers.

• Map out your plans: Plan out the process including a timeline, budget, and the resources needed. Identify the team that will be responsible for the implementation and assign specific tasks to them.

• Data migration: Before the CRM can be used, the data from your previous system needs to be migrated to the new system. It includes customer data, sales data, and any other relevant information. This process should be done with care to avoid data loss or errors.

• Configure the system: Once the data has been migrated, configure the system to meet your specific business needs. This includes setting up users, creating custom fields, and configuring the system’s workflow.

• Train employees: Train them on how to navigate the system, how to input and retrieve data, and how to use the system’s features and functionalities.

• Go-live: This is when the system is put into production and is used by your employees to manage customer relationships.
• Monitor and support: It is important to monitor the system and provide ongoing support to your employees. This includes troubleshooting any issues that may arise, answering questions, and providing additional training as needed.

Conclusion

Overall, a CRM is an excellent investment for any company trying to gain a competitive advantage over the others. It is critical to invest time in researching, testing, and implementing the best system for your company. This will ensure that it is personalized to your specific needs and can help your company develop and thrive in the long run.

However, a CRM software is only one part of the puzzle when it comes to sales. Other sales documents and sales kits can add additional advantages to a sales process. In addition to it, there are a number of other documents that can help boost sales.

Sales reports and analytics can help sales teams keep track of their performance and make decisions based on the data. Effective sales proposals and presentations can help sales teams improve their chances of making a sale.

Testimonials can also show that other people like you and help potential customers trust you. Materials for sales training can help sales teams improve their skills. This will make sure they have everything they need to sell your product or service well.

When sales teams use these documents with a CRM system, they can close more deals, and make more money. Want to find more information on an all rounder sales kit? Visit the official website of Smart Sales Kit to learn about the 3000+ sales documents for all your sales scenarios.