by | Mar 18, 2021

For today’s CRM systems to maximise the customer’s experience, CRM implementation success factors need to be carefully considered.

Businesses, big or small, are looking for every possible method to keep up with their clients while trying to build a more significant base. The foundation is the implementation of a suitable CRM system with associated strategies.

In this article, I’ll walk you through a brief guide with 13 different CRM implementation success factors that you can apply to grow your business. So without further ado, let’s dive in!

What is CRM Implementation?

Before we dive into the juicy details, what is a CRM system? Here’s a brief explanation of the term. CRM is short for “Customer Relationship Management”.

About CRM

To put it in the simplest way possible, CRM refers to the process in which any type of business, whether small or a large enterprise, administers its interactions with its customers.

This administration occurs by analysing tons of data and information to study and understand your customers, so you can offer them exactly what they need, and, therefore, grow your business.

In addition to current customers, CRM will also focus on studying and analysing data from your business market to learn more about the market trends.

This way, you’ll be able to appeal to new potential customers and past customers, and therefore, increase your leads and drive sales growth!

Ideally, a CRM system will do this by compiling various information and data from a wide range of communication channels. These channels can be anything from email, live chat, phone calls, your business’s website, and even through social media.

Implementing a CRM System

Although CRM refers to the process itself, it’s rarely used for that purpose. Today, when people say or talk about CRM, they’re usually referring to the system and not the process.

This is because CRM requires a solid system to compile the tons of information you throw at it to help you understand all your customers, no matter how big your business grows.

A CRM system is usually an intelligent software that aids a business owner with the management of their customer relations through various methods.

This includes customer handling, sales handling, the agents’ productivity, and more actions that will help you efficiently nurture more leads and prospects into customers.

The effectiveness of a CRM system comes with the hub structure it creates. A good CRM software will quickly build a single secure centre where all customer-related data are collected for further processing.

Who uses CRM Systems?

As previously mentioned, CRM processing tools used to be a highly demanding system that requires vast storage space and processing capabilities.

But today, a CRM system is ideal for everyone. Most small to medium emerging businesses can now enjoy a sophisticated system that will help drive more success to any business that requires prospecting contact information and finding potential sales opportunities.

Not only customer service, but almost all business functions will also benefit from such a system, including sales, marketing, business development, recruiting, and more!

A sound CRM system won’t only make all these benefits available for you in one place. It will also be available for anyone in your team you choose, anywhere, who may benefit from such information to help the business grow.

Although CRM systems are great for almost all kinds of businesses, they’re precious and beneficial to small and medium businesses.

Why? Simply because these businesses can be limited by the number of individuals within the team.

Some small businesses can even be a one-person show run by a single individual, which makes it impossible to tend to all the business needs without cutting corners.

In that case, having a specialised tool geared towards an essential line of the business will help them focus on growing their business without being overburdened with all these tasks!

How Can CRM Implementation Help My Business?

CRM implementation can help you improve your business in a variety of ways! Such software will crunch up the numbers and statistics from every aspect of the customer relations process, from the prospecting for new leads up to the delivery of the product or service you offer and recording customer’s feedback on the whole process.

Understanding what CRM can do for your business is an important first step towards a successful implementation.

Back in the day, the process of CRM implementations in business was almost exclusively for large corporations. CRM implementation success factors included substantial data reserves for storage, extraordinary processing capabilities, and significant additional development to get the job done.

However, with the advancement of technology over the last few decades, computer speeds and storage capabilities and technology skyrocketed. This advancement made CRM systems easier to implement and much more affordable for small to medium-sized businesses.

Today, you can have a potent and highly sophisticated CRM system that is highly cost-effective with tons of features, such as:

  • Providing a solid customer interaction processing system
  • Helping in automating various tasks to speed up the sales turnover and increase profitability
  • Managing sales funnels and marketing strategies
  • Handling customers needs from inquiries to complaints
  • Managing social media and means of communication with your business
  • Identify sales opportunities and marketing campaigns
  • Driving sales and increasing productivity

Learning the key features of a CRM system is the second most important step towards a successful CRM implementation.

customer experience

What Are the Key CRM Implementation Success Factors?

Now that you know more about the CRM system, here are some of the factors that will help you guarantee its success when you implement it in your business:

1. Define a Solid Strategy for Your CRM

One of the most important aspects of starting a successful CRM implementation strategy is defining a solid plan for implementing your company’s system.

In fact, not having a clear CRM strategy or the lack of developing a decent plant is, by far, the number one cause for a lot of businesses to fail their CRM transitioning.

Ensure that you take enough time to study and evaluate the entire approach to develop a specific strategy.

This strategy should include all the objectives, implications, and expected results of the CRM system implemented.

It would help you set foot in the right direction, facilitate the entire team’s transition process, and create a customer-oriented approach.

2. Get Your Whole Team on Board with the System

The whole business should be well acquainted with the system, from the head executive to the entry-level associates.

For the CRM system to work, all staff members should understand the benefits of transitioning to a CRM customer-oriented system.

It’s also essential for the whole team to understand that CRM is not a project with a specific end goal but a new, ongoing strategy to manage the system.

3. Provide Proper Training for All Staff Members

Now that you’ve got your whole team on board with the newly implemented CRM system, you should also make sure that other staff members are capable of handling the tool.

One of the huge mistakes that many businesses fall into while implementing CRM systems is the lack of proper training of the people who will use this new software, whether for inputs or control.

For that reason, getting the rest of the team acquainted with the CRM implementation is not enough.

You’ll also need to make sure that they’re able to perform various tasks accurately in a way that the CRM system will digest. After all, a CRM system will only work well when it can collect all relevant data and information.

However, this doesn’t mean that everyone needs to know everything about the CRM system. Instead, each team will need to be trained to deal with their relevant parts.

For instance, marketing team training should involve marketing-related aspects of CRM, such as list building, contact segmentation, managing events. The assistants will need to learn how to add new contacts to the lists, input and update current information and activities.

The data team should be trained to apply research and quality control. In contrast, the sales team will focus on the parts responsible for improving their closing rates and increasing their productivity.

4. Prepare Your Business for Elements of Upscaling

Although implementing CRM systems includes changing much of the existing ways of doing work, some might still be relevant and compatible with the new system.

Creating workshops that focus on the suitable elements for upscaling will make for a more successful implementation.

5. Invest in a Powerful CRM Implementation System

Employing an experienced mentor to supercharge your CRM implementation will significantly help.

Since CRM systems are designed to help you achieve more and grow your business, finding a reliable and scalable CRM system capable of accommodating your business’s expansion is essential. Your mentor will help you through this process.

After all, transitioning to a new system won’t only cost you a lot of money but will also require significant time to adapt to the new system.

6. Avoid CRM clutter and Chaotic Handling of the System

The fact that CRM can handle tons of data doesn’t necessarily mean that it will efficiently handle it.

This situation is known as “CRM Clutter”, the act of dumping all the information you have without filtering or checking.

To ensure that you don’t slow down the system or reduce its efficiency, ensure you carry out a detailed data cleansing process before introducing it to the CRM system. Also, regularly perform checks to cleanse the system and avoid duplicates.

7. Weigh-in the Downsides of the Process

Although CRM systems can be highly beneficial to almost all businesses, nothing is entirely flawless. Despite all its merits, you have to bear the downsides of the transition process in mind.

For example, if your employees do not welcome the CRM system, you might not fully benefit from the software.

Also, despite being extraordinarily cost-efficient in the long run, it’s still an investment that you need to consider before making up your mind.

8. Automate All the Repetitive Tasks

While implementing the new CRM system, you’ll probably notice that quite a lot of its tasks are repetitive.

You can see these tasks in various areas, such as preparing and sorting out reports, data entry, sending out official emails, and more.

Although they’re repetitive, these tasks are crucial for both the success of CRM and your business’s prosperity. Yet, they’re notorious for how much time they can waste.

For that reason, make sure that you find means to save time and workforce by opting for systems capable of automating these aspects.

In addition to opting for a robust CRM system, look for management tools, such as email marketing platforms capable of doing other repetitive tasks.

This automation takes a lot of pressure and time off your team, allowing them to focus on making the business grow!

9. Set Out Clear Business Goals

CRM implementation success requires you to be clear from the outset what you expect your CRM system to achieve. This clarity is achievable by clearly listing the business goals that you would like the CRM to deliver.

One business goal from implementing a CRM system might be cutting down on the turnover or sale cycle time to a specific rate.

Another goal may be customer-oriented, where your set goal is to increase the customer service team’s rating or speed up the time needed by the customer support team to solve a problem.

Consider starting with line-specific goals. For example, each team (sales, marketing, etc.) should have their own specific goals that need to be achieved after implementing the CRM system. These can then be pooled together to create overall business goals.

10. Maintain Your Flexibility While Transitioning

Of course, being able to stick to the schedule for transitioning and implementing the new system is a great thing. But since each business has its challenges, there’s no fool-proof method to predict how things work out.

Things don’t necessarily need to turn out for the worse. For example, there might be a new update to the software used that adds a much-appreciated feature not originally included in the plan.

In that case, ignoring the new changes and blindly sticking to the implementation schedule will do more harm than good.

Maintain your flexibility during the process to ensure that you achieve the most during your current performance cycle.

11. Always Keep Track of the System and Monitor its Success

One of the most overlooked aspects that can make all the difference in achieving a successful CRM implementation is ongoing monitoring.

Some businesses might stop tracking the system once it’s implemented and shows initial positive results.

To ensure that the data stays up to date and relevant, always check data quality, remove duplication, etc.

12. Focus on Inter-Departmental Integration and Synchronisation

The main reason you implement a CRM system is to concentrate your business growth plan on meeting customer’s expectations. You, therefore, have to make sure that all departments of your business are synchronised.

Your customer will only believe they are dealing with a single entity if your team are fully synchronised in their dealings with that customer.

13. Align Your CRM with IT Department

Your IT department also needs to be synchronised with your CRM implementation. They may not directly deal with customers too often, but you will need them to ensure the hardware is suitable, that internet connections are fast and reliable, and available for any performance issues.

This synchronisation will be particularly relevant during the transition process.

crm success

CRM Implementation Success Factors Wrap Up

There you have it! A comprehensive range of CRM implementation success factors to help your CRM system to prosper and succeed.

As you can see, the key to implementing a successful CRM system work lies in preparation, preparation, preparation.

By addressing these success factors, you’ll make sure that your CRM strategy is solid and unlocks the unlimited potentials of growing your business.

To build a turbocharged CRM system, spend some time learning about what a CRM system can do for your business and identify the key features of a CRM system. Then you can bring the two together to create a definitive list of what you need your CRM system to do for you.