How to Choose the Right CRM for Your Business.

We get it. You’ve tried a CRM before, and maybe it didn’t go so well. It’s frustrating, right? You invested time and money, but instead of streamlining your business, it just felt like one more thing to manage. Now, you’re thinking: “I’ve not had much success with CRMs, but I know I need one. What should I be looking for with a new system?”

Here’s the good news: You’re not alone, and there are answers. Let’s break it down step by step so you can confidently choose a CRM that actually works for you.

What Might Be Going Wrong?

Before we talk about what to look for, let’s address the elephant in the room: "Why didn't your last CRM work out, or why is your current CRM still not delivering?" The most common issues we hear are:

• It’s too complicated to use.
• It doesn’t fit your business needs.
• Your team isn’t using it consistently.
• It doesn’t integrate with other tools you rely on.

Sound familiar? If you’re nodding along, don’t worry—you’re not alone, and these issues are solvable. Let’s explore how to fix them by choosing the right system moving forward.

Step 1: Know What You Need

The first question to ask yourself is: "What do I actually need this CRM to do?" Forget about fancy features for a moment. Focus on your specific pain points. Here are a few examples:

• Do you struggle to track and follow up with leads?
• Is your sales process disorganised?
• Do you need better insights into your customer data?

Once you’re clear on your needs, you can focus on finding a CRM that solves those exact problems.

Step 2: Find Something Your Team Will Actually Use

A CRM is only as good as the team using it. If it’s too complex or time-consuming, it’ll sit there and be a liability. So, how do you avoid that?

Look for a CRM with:

• A user-friendly interface.
• Minimal setup time.
• Onboarding and training resources.

Some great examples of user-friendly CRMs include HubSpot, Pipedrive, and Zoho CRM. These systems are designed to be intuitive while still offering powerful features.

Remember, adoption is everything. If your team doesn’t buy in, your CRM won’t deliver.

Step 3: Make Sure It Can Grow With You

Your business today isn’t the same as it will be next year or five years from now. That’s why scalability matters. Ask these questions:

• Can the CRM handle more users as we grow?
• Will it integrate with future tools we might need?
• Are there features we can add on later?

CRMs like Salesforce, HubSpot and Microsoft Dynamics 365 are known for their scalability and advanced customisation options, making them ideal for businesses with big growth plans.

Step 4: Look for Integration Capabilities

Here’s a mistake we see all the time: People choose a CRM that doesn’t play well with their other systems. Don’t let this be you. Your CRM should connect seamlessly with your existing tools, whether that’s your email marketing platform, sales tools, or an ERP system like OrderWise. Integration means less manual work and fewer headaches.

If integrations are a priority, consider systems like HubSpot (with its vast integration library) or Zoho CRM, which connects with a variety of platforms.

The other mistake is assuming because the platform shows it has an integration with another platform, that it will do all you need to integrate in the way you want it. Don't be fooled. Always check how the integration proposes to work, and what level of detail can be synced/integrated/transferred.

Step 5: Don’t Skip Reporting and Analytics

You can’t improve what you don’t measure. That’s why reporting is a must-have feature. A good CRM will help you:

• Track your sales pipeline.
• Identify trends in customer behaviour.
• Measure the ROI of your marketing efforts.

Choose a system that makes it easy to pull the reports you need when you need them. For instance, HubSpot and Salesforce provide advanced analytics for deeper insights, and offer different subscription packages to suit your needs.

Step 6: Test Before You Commit

Almost every CRM offers a free trial or demo—take advantage of it. Get hands-on experience and see how it fits into your daily operations. During the trial, ask yourself:

• Is this solving my problems?
• Is it easy for my team to use?
• Does it integrate smoothly with my other tools?

The trial phase is where you’ll see if a CRM is truly the right fit.

Wrapping It Up

Here’s the bottom line: If you’ve struggled with CRMs before, or if your current one is falling short, it doesn’t mean they can’t work for you. It just means you need the right one at the right subscription level. By focusing on your specific needs, choosing a user-friendly system, and ensuring scalability and integration, you’ll find a CRM that not only works but becomes an essential part of your business success.

Still needing help? Reserve a meeting to discuss your requirements.