8 steps for small business

Choosing a CRM for your small business can seem daunting as there are many options and factors to consider. However, if you follow a few best practices, the process can be simple and productive, and you’ll ultimately be able to better understand your business and customers.

One key point to remember is that there is no one-size-fits-all CRM solution.

“Think of it as finding a partner, not just a piece of software,” says Charlie Clark, founder of Liinks, a biography link building tool. “CRM should adapt to your rhythm, helping you deliver a better, more consistent experience without complicating your workflow.”

To help you choose the best CRM for your small business, we’ve outlined eight simple steps to help you find the best solution for your goals.

The first step when choosing a CRM is to clearly define your business goals.

“I think the most important thing for small businesses when choosing CRM software is to clarify their business needs,” says Alex Lee, founder of StudyX.

Assess where your business is now and where you want it to be in six months, a year or five years. List the immediate, short-term challenges you face, and long-term challenges that may arise as you move toward your goals.

Before exploring CRM options, review your current software, tools, and processes. Are your resources primarily focused on lead generation, sales funnel, contact management, or customer experience? What areas do you want to improve or expand on?

Next, consider your customers’ journey:

“Understand where you’re succeeding and where you’re losing leads or missing follow-ups,” says Clark. “This will lead you to create a CRM that is targeted to your specific gaps.”

Once you’ve outlined your goals and identified areas where CRM can improve your business, start exploring what’s available in the market. If you’re new to CRM systems, take the time to understand the different types of software and the differences between marketing- and sales-focused CRMs.

“Look for the right CRM software, check user reviews and expert advice,” says Lee.

Reviews from small businesses and real CRM users are invaluable in your search.

When doing your research, Clark advises going beyond the typical Google “top 10” lists, suggesting you “dig into user communities and look for patterns in what people like or don’t like about specific tools.”

Based on your research and financial situation, your next step when choosing a CRM system is to determine your budget. Determine the ideal price you would like to pay monthly or annually. It’s also wise to set a maximum limit—the maximum amount you can afford for a CRM that fully meets your needs. This can help you avoid choosing a low-cost option that doesn’t provide any benefit. While budget matters, achieving your business goals is equally important.

CRM pricing can be complex, so read the terms and conditions carefully.

“Be aware of hidden costs,” warns Clark. “Some CRMs may start out cheap, but the price may increase as features or users are added. Make sure pricing scales sustainably as your business grows.”

Shop and compare prices for the best CRM systems.

After exploring CRM options for small businesses, you’ve probably gotten an idea of ​​what features are common to most products and what features are unique to some. Now it’s time to make a list of must-have CRM features and those that would be nice to have.

Be realistic: What features will your team use regularly?

“Too many CRMs are feature-rich but lack usability,” says Clark. “For small businesses, it is critical to focus on a clean interface and intuitive reporting tools. You want information at a glance, not endless tables to sift through.”

One of the main factors to consider when compiling your list is the ability of your CRM to integrate with programs, software, and tools that your team already uses on a daily basis.

“A CRM that easily syncs with your existing tools can be a game-changer,” says Clark.

So now that you’ve determined your goals and budget, and made a list of features you want, you can use all the research you’ve done on CRM systems to narrow down your options.

“Companies should prioritize software that meets their own needs and ensure compatibility with existing tools such as email and project management software,” says Lee.

You can ask yourself a few targeted questions to narrow down your list and choose the right option:

• How many people will be using CRM now and in six months? What about in a year?
• What tools do you currently use and want to integrate with your CRM?
• How tech savvy is your team?
• How much time and money can you spend training your teams to use the new system?
• Does your projected growth match the program’s scalability?
• Is your growth fast enough that you can afford a significantly more expensive program in the near future?

Choose a few of the best options that fit your budget and have the features you know you need. However, consider trying out one or two apps with the best budget and extra features your team can use.

>>MORE: The main CRM trends of 2024

Using trials and demos is critical when choosing a new CRM. At the end of the day, the only way to truly know if a CRM system is right for your business is to try it out.

“Testing a CRM for a month on real customer data can show whether it’s a good fit,” says Clark.

Your team needs to be involved in this too – if you try to implement a system that everyone hates, they likely won’t use it to its full potential. Additionally, you should use the trial period to see how the system works in your day-to-day operations.

“Use real-life scenarios in your business,” Clark advises. “Check how your CRM handles everything from attracting a new client to managing mass email campaigns.”

Test the best CRM platforms HubSpot, Monday CRM or Pipedrive.

Implementing a new CRM system can be challenging. In addition to the time required to train people, there is also a financial loss as your team spends precious hours learning how to use the new system and preparing for it. Developing a clear CRM implementation plan is critical.

Steps to include in your plan include:

• Integration of existing software and tools
• Create logins and profiles for all your team members
• Allocating time for manual data entry required to update the new system.
• Defining permissions for different employees within the system
• Putting backups in place
• Ensuring strong security measures to prevent data leaks or breaches.

However, one of the most important steps to take when implementing a new CRM into your business is training.

“Before implementation, develop a training plan to ensure smooth data transfer and system integration,” says Lee.

Find out how to train your team to use your new CRM platform effectively.

Now that you’ve done your research, gone through test drives, and put together a solid implementation plan, it’s time to start working on your new CRM system. When finalizing your purchase, look out for hidden fees and be sure to have a backup option in case your first choice doesn’t work out.

Choosing a new CRM for your business can seem like a daunting task – you need to consider both current and future plans, budgets and training costs. However, with careful research and a consistent approach, you can find a CRM that will meet your business needs and improve the customer experience.

“Look for a CRM that makes your life easier, not more complicated—one that provides immediate clarity to your sales funnel, customer interactions, and capabilities without requiring an advanced degree in software,” says Clark.

Keep your goals in mind at every stage and don’t be swayed by flashy but unnecessary features. Get the most out of your trials by using real-life scenarios your company encounters every day.

Do you have a new platform? Learn how to measure the effectiveness of your CRM system.

When choosing CRM software, businesses need to consider:

• Budget
• Business needs
• Scalability
• Integration
• Customization

You should also think about your teams. If you have a tech-savvy team, a more complex system may be sufficient, but some teams may prefer a simple, straightforward system. Other factors, such as analytics capabilities, built-in data security, and vendor reputation, are critical when purchasing a new CRM system.

Entry-level CRM systems can be quite cheap with a monthly subscription. The average entry-level CRM price is $23 per user per month. CRM systems typically offer monthly or annual plans, and many have discounts or special offers when you choose an annual subscription.

As you move to more advanced CRMs with more features and tools, the price may increase. Salesforce charges around $500 per month for its high-tier plans, while HubSpot charges over $3,500 per month for its highest-tier subscription.

Yes, Salesforce is a cloud-based CRM system. With Salesforce, you can automate processes, gain greater control over content management, improve the customer experience, and customize your pipelines to attract more deals. Salesforce offers specialized programs for marketing, sales, customer service, e-commerce, and analytics teams so they can be tailored to suit your business needs.