Don't Be Afraid of CRM Implementation

How to Properly Implement a CRM

There are CRM systems on the market whose implementation can take many months. Fortunately, there are also those you can try out for free in just a few minutes. Learning to work with them is quick, and getting started using them fully becomes much easier.

What's more complex than the implementation itself is the preparation. To ensure a smooth rollout, you need to:

1. Choose the Right System

Start by listing all the tasks you perform during the sales process and which tools you currently use. This will help you identify the features your CRM must have and what apps it needs to integrate with (such as invoicing software or an email marketing tool).

To make sure you don’t miss anything, we’ve put together a guide to help you choose the best CRM for your business. Most CRM systems also offer free trials. Let your colleagues try it out for a while—you’ll quickly see how much easier it makes their work.

2. Prepare Your Data for Import into the CRM

Data migration is often the biggest challenge of CRM implementation. But it’s also a great opportunity to clean up your data and keep only what you actually use. Do you have contacts that haven’t responded in years? Maybe it’s time to give them one last nudge—and if they don’t react, let them go.

After transferring your contacts, check that all the data is correct. We recommend backing up the original system or spreadsheet and deleting the backup only once you're sure everything has transferred properly into the new CRM.

3. Adjust Your Processes and Integrate CRM Usage

Review all your sales processes—from lead generation to client care. Use the CRM transition as a chance to audit and update these processes.

Update all guides and documentation to include the necessary CRM steps your sales team needs to follow.

4. Prepare Your Team for the Change

Make the transition to the new system as smooth as possible for your colleagues by:

• arranging training,

• providing manuals from the vendor,

• being available for ongoing support.
  
  

After about a month, it’s a good idea to check that everything is running smoothly and that everyone is using the CRM as intended. Keep gathering feedback on how the team is working with the system.

Also monitor how CRM use is impacting your business—are you meeting your goals, gaining clarity on your deals, or seeing happier clients? These results will show you how valuable the CRM is and help you expand its use to other departments.

Sure, it takes some effort and time. But think of it as the best possible investment in a system that will soon repay you. If you dive into implementation unprepared, it will likely drag on and cost you a lot more than necessary.

5 Most Common Concerns When Implementing a CRM

From experience, we know that various concerns often hold companies back from implementing a CRM. Let’s take a look at the most common ones—and how to deal with them:

1. I'm not sure if we'll use the CRM or whether it's worth implementing

If you're not currently using a CRM and unsure whether it will make your work easier, it's worth sitting down and discussing with your team:

• what tasks they handle,
• what tools they use,
• and which processes a CRM could help automate.
  
  

Involve everyone who takes part in any stage of the sales process—from those who first contact a lead to those responsible for existing client care.

2. I'm overwhelmed by what CRM implementation involves and how long it will take

Implementing a CRM is nothing like rolling out an accounting or ERP system. A CRM is a much simpler tool—you don’t need to plan out a timeline for months, just a short checklist. You can track your progress along the way and always see what’s next.

Include the following in your plan:

• installing or registering for a cloud-based CRM,
• setting up the system and integrating it with the tools you already use (like your calendar, email marketing tool, or accounting software),
• uploading your data (and if that worries you, keep reading),
• training your colleagues on how to use the system,
• integrating the CRM into your workflows and updating work procedures and documentation.
  
  

For each step, write down the estimated time, budget, and the person responsible.

Installation and basic setup can be done in an afternoon—preparation takes a bit more time but is well worth it. We recommend deploying the CRM across all sales stages at once. That way, you'll make the most of your data and gain better insight into your business as a whole.

If you’re unsure how to structure your CRM implementation or afraid of missing something, contact the CRM provider’s customer support. They usually offer tutorials, videos, or webinars on getting started, and often provide initial consultations.

This also lets you evaluate the quality of their customer support. At Raynet, we offer free introductory consultations and full support. You can also book a webinar spot or meet with us in person.

3. We have tons of data in spreadsheets or another CRM and I don’t know how we’ll transfer it

During the data transfer process, import templates help simplify bulk imports. These are Excel sheets you fill out according to instructions. If the import is more complex—like transferring contacts along with their sales history—or if you're unsure what to do, turn to the CRM’s customer support again.

4. I can’t manage this alone—I have more important things to focus on

Delegate the CRM implementation to a colleague. There’s surely someone on your team who sees the value of a CRM and wants to work more efficiently. Or go ahead and form a team of CRM pioneers.

Involve them in the process from the very beginning. Let them test the CRM and study the manuals. They’ll be able to roll out the system more easily across the company and introduce it to other team members.

5. I’m afraid my colleagues won’t accept the new system or won’t want to use it

People generally don’t like change. But this is where your CRM lead can help. They’ll test everything, understand the benefits, and present them clearly to the team. Their enthusiasm can inspire others to embrace the change.

Take an interest in how they’re working with the CRM, what they’d like to see done differently, or what they need help with. At the same time, show them how using the CRM is impacting your business and that the change is paying off.

Ready to Implement Your CRM?

Then let’s get started! Once you’ve planned and prepared everything, simply register an account with a few clicks. RAYNET—and some other CRMs—runs in the cloud, so there’s nothing to install. You just work directly in your web browser. Follow the on-screen instructions to set everything up, invite your colleagues, and start managing your sales in the CRM to the fullest.

And if CRM implementation ever feels overwhelming, customer support is here to help. At RAYNET, for example, we’re online every weekday from 8 AM to 4 PM. We offer regular webinars, training sessions, and video tutorials to help you get the most out of your CRM.