CRM implementation is like visiting the dentist or doctor. Companies know that they need the system and that it will make their work easier, but they are afraid to implement it. Because it looks like a lot of work and a lot of changes, which people generally don't like. We'll show you that you don't have to worry about implementation.
How to properly implement CRM
There are CRMs on the market that take months to implement. Fortunately, there are some that you can try for free in just a few minutes. You will learn to work with them and it will be much easier to start using them fully.
More complicated than the implementation itself is the preparation for it. To make it run smoothly, you must:
1. Choose the most suitable system
First, put together all the actions you do in the business process and what tools you use. Accordingly, you will find out the functions that your CRM must have and with which applications you need to connect it (for example, with an invoicing program or an e-mailing tool).
So that you don't forget anything, we have written a guide for you on how to choose the best CRM exactly for your company. You can also try most CRM systems for free. Let your colleagues work in it for a while and see how it makes their lives easier.
2. Prepare data for transfer to CRM
Data migration is usually the biggest implementation challenge. At the same time, it is an opportunity to clean up the data and take with you only those you work with. Do you have contacts that you haven't heard from in years? Maybe it's time to give them one last nudge. If they don't respond, let them swim.
After moving the contacts, check that you have all the data in order. We recommend backing up the data from the original system or table and deleting the backup when you are sure that you have everything in the new CRM.
3. Modify the processes and introduce the use of CRM into them
Go through all the processes that lead the sales team from lead generation to taking care of an existing client. Take the transition to CRM as an opportunity to review and update processes.
Edit all the guides and include the steps that salespeople need to perform in the CRM.
4. Prepare colleagues for change
Make the transition to the new system as easy as possible for your colleagues:
- prepare training,
- provide a manual from the supplier,
- to always be at hand for consultation.
After a month, it is good to check that everything is working and that everyone is working with CRM as they should. Continuously collect feedback on how colleagues are using the system.
At the same time, monitor the effect of using CRM on business - see if you meet the set goals, orders have become clearer for you, or if clients are satisfied with your communication and services. The results will show you how CRM is paying off for you and will make it easier for you to introduce it, for example, into the processes of other departments.
Sure, it takes effort and some time. But think of it as the best possible investment in a working system that will pay you all back soon. If you just go into the implementation without preparation, it will probably drag on and you will pour a lot of money into it completely unnecessarily.
5 most common concerns when implementing CRM
We know from experience that various concerns discourage companies from implementing CRM. Let's take a look at the most common ones and see what to do with them:
1. I don't know if we will use CRM and if we should start implementing it
If you are not yet using a CRM and do not know whether it will make your work easier, we recommend that you think carefully and discuss with your colleagues:
- what they do at work
- what tools they use to do it
- and if they use CRM, which processes will it help them automate.
Involve in the debate everyone involved in any step of the business process – from those who first contact a lead to those who take care of the satisfaction of existing clients.
"The first criterion when choosing a CRM was that we could easily deploy the software. If possible without own infrastructure. We also wanted everything to be free in the beginning, so that we could test the system well and make sure that it pays off. And the unspoken criterion was ease of use, so that people can easily work with the system," says Jan Jirka from the JON.CZ company. RAYNET met all the criteria for them.
2. I'm scared of what CRM implementation entails and how long it will take
Implementing a CRM is not like implementing an accounting or ERP system. CRM is a significantly simpler tool for which you do not need to plan a schedule for months, but a short checklist is enough. You will continuously monitor that you are completing everything and see what is still waiting for you.
For example, include in the plan:
- installation or registration in the cloud CRM,
- basic system settings and integration with the tools you use (e.g. calendar, e-mailing tool or accounting system)
- uploading your own data (and if you're worried about it, read on),
- training colleagues in the use of the system,
- including CRM in processes and modifying work procedures and instructions.
For the individual steps, write down the time estimate, budget or the name of the person who will be responsible for the step.
The installation and setup itself is a matter of one afternoon, the preparation takes a little more time. But it's definitely worth it. We recommend involving CRM in all stages of the business process at once - thanks to this, you will use all the data to the maximum and get a better overview of your entire business.
If you don't know how to phase the implementation of CRM or you are afraid that you won't forget something, use the customer support of the selected CRM. He usually pours out instructions, videos or webinars on how to start working. He often offers initial consultations as well.
At the same time, you will check whether the customer support is of high quality and can give you good advice. At RAYNET, we have free initial consultations and we will advise you on everything. You can also book a place on the webinar or meet us in person.
3. We have a lot of data in spreadsheets or another CRM and I don't know how we will move it
During the actual move, you will be helped by import templates that facilitate the bulk import of data. It is actually an Excel table that you fill in according to the instructions. If the import is more complicated, for example if you want to drag and drop contacts with their business history, or if you don't know how to do it, contact CRMka customer support again.
For example, Milena Strašáková from SOS Finance has experience with this: "We struggled a bit with how to transfer the data from my Excel spreadsheet to RAYNET. But Maruska from customer support devised everything so that I didn't have to rewrite it manually."
4. I can't do it myself, I have more important things to do
Entrust CRM implementation to a colleague. There will surely be someone in the team who sees the benefits of CRM and wants to work more efficiently. Or immediately create a team of CRM pioneers.
Involve them in the process from the very beginning if possible, let them try the CRM and study the manuals. They will more easily introduce the system to the company and introduce it to other colleagues.
5. I am afraid that my colleagues will not accept the new system, they will not want to work with it
People generally don't like change. But here again, a colleague who is in charge of implementation will help. He tries everything, recognizes the advantages and presents them more easily to his colleagues. With his enthusiasm for change, he also excites them.
"In the beginning, it is necessary to break the resistance to change something. Every change costs something, but the transition from Excel to RAYNET is worth it," recalls Milena Strašáková from SOS Finance.
Find out how CRM works for them, what they would need differently or what they need advice on. At the same time, show them the impact of using CRM on the business and that the change is paying off for you.
Are you ready to implement?
Go for it with gusto. Once you have everything planned and ready, register an account in a few clicks. RAYNET and some other CRMs work in the cloud, so you don't install anything, but work in an internet browser. Follow the instructions on the screen to set everything up, invite your colleagues and start trading in full CRM.