CRM Solution! What is it, and how to implement one?

In today’s competitive business environment, Small and medium companies (SMBs) must stay ahead of the curve to remain relevant and profitable. One way to achieve this is by implementing a Customer Relationship Management (CRM) solution. A CRM solution can help companies manage their customer interactions, streamline business processes, and increase customer loyalty. In this article, we will discuss the major points on why companies need a CRM solution, what is a CRM solution, how to prepare for a CRM project in our SMB, what data to analyse for the CRM implementation, what does a CRM implementation include, risk analysis, DO-s and DON’T-s of a CRM project.

Why do companies need a CRM solution?

SMBs need a CRM solution to manage their customer interactions and to stay competitive. A CRM solution provides a single source of truth for customer data, which can be used to improve customer experiences and increase customer loyalty. It also allows businesses to streamline their processes, reduce operational costs, and increase productivity.

What is a Customer relationship management solution?

A CRM solution is a software platform that helps businesses manage their customer interactions and relationships. It includes tools for sales, marketing, and customer service. A CRM solution provides a centralised database for customer information, which can be accessed by various departments within a company. It also includes automation features, which can help businesses automate their processes and save time.
A CRM solution is essential for SMBs to efficiently manage their customer data, automate sales processes, and provide better customer service. Without a CRM solution, SMBs may find it challenging to track customer interactions, which can result in missed sales opportunities and unsatisfied customers. Additionally, a CRM solution can help businesses make data-driven decisions, resulting in better customer engagement and increased revenue.

How to prepare for a CRM project in our SMB?

Preparing for a CRM project requires careful planning and consideration. First, identify the key stakeholders and decision-makers within the company. Next, define the scope and objectives of the project, including the expected outcomes and benefits. Develop a project plan, including timelines, milestones, and deliverables. Finally, identify the resources required for the project, including personnel, technology, and budget.

The following steps can help SMBs prepare for a CRM project:

Define the objectives: Define the business objectives of the CRM project, such as increasing sales, improving customer service, or streamlining processes.
Understand current processes: Analyze current processes to identify areas for improvement and determine how the CRM solution can help.
Identify challenges: Identify the challenges that are currently preventing the business from achieving its goals, such as inefficient sales processes or lack of customer data.
Assign a team: Assign a team responsible for the CRM project and ensure they have the necessary skills and resources to complete the project successfully.
Choose a CRM solution: Choose a CRM solution that aligns with the business objectives, processes, and challenges.

What data do we need to analyse for the CRM implementation?

Before implementing a CRM solution, it is essential to analyse the data that will be used in the system. This includes customer data, sales data, and marketing data. It is important to ensure that the data is accurate, complete, and relevant. This data analysis will help businesses identify areas for improvement and optimisation within their processes. The following types of data are crucial for a CRM implementation:

Contact Data: Contact data includes customer names, addresses, phone numbers, email addresses, and any other relevant contact information.
Transaction Data: Transaction data includes information on purchases, sales, and other transactions with customers.
Interaction Data: Interaction data includes data on customer interactions, such as phone calls, emails, chats, and social media interactions.
Behavioral Data: Behavioral data includes data on customer behavior, such as website visits, social media activity, and product usage.
Demographic Data: Demographic data includes data on customer demographics, such as age, gender, income, education, and occupation.

What does a CRM implementation include?

A CRM implementation includes several key components, including data migration, configuration, customisation, integration, and training. A CRM implementation typically involves the following steps:
Planning: Planning involves defining the goals, objectives, and scope of the CRM implementation project. It also includes selecting the CRM solution, creating a project plan, and assigning responsibilities.
Data migration: Data migration involves transferring customer data from existing systems to the CRM solution.
Configuration: Configuration involves setting up the CRM solution according to the business requirements, including configuring workflows, fields, and customizations.
Integration: Integration involves connecting the CRM solution with other systems, such as marketing automation or e-commerce systems.
Testing: Testing involves testing the CRM solution to ensure it is functioning correctly and meets the business requirements.
Training: Training involves providing training to the employees on how to use the CRM solution effectively.
Go-Live: Go-Live involves launching the CRM solution and transitioning to the new system.

Risk analysis

A CRM implementation can be complex and involves several risks. The risks include system failure, data loss, and resistance to change from employees. A risk analysis can help identify potential risks and develop a plan to mitigate them.

Risk analysis is an essential part of any CRM implementation project. It helps in identifying and mitigating risks that could affect the project’s success. Some of the risks that need to be considered include budgetary constraints, employee resistance to change, data security, and software integration issues. A risk management plan should be developed to identify these risks and define the strategies that will be used to mitigate them.

DO-s and DON’T-s of a CRM project


Define clear project objectives and scope.
Involve all key stakeholders in the project.
Conduct a thorough data analysis.
Choose a CRM solution that fits the business’s needs.
Test the system before implementation.
Provide adequate training and support for users.


Rush the implementation process.
Ignore the needs of the end-users.
Overcomplicate the system.
Neglect data quality and accuracy.
Underestimate the resources required for the project.

In conclusion

In conclusion, implementing a CRM solution is critical for SMBs looking to improve their customer relationships and drive business growth. The process can be challenging, but with proper planning, preparation, and execution, it can be a significant success. By identifying the business needs, analyzing the data, selecting the right CRM solution, developing a comprehensive implementation plan, and regularly reviewing and assessing the effectiveness of the solution, SMBs can successfully implement a CRM solution that meets their business needs and drives growth.