CRM introduction - the 5-step guide from planning to implementation in the company

Are you about to introduce a CRM system? Then watch out! There are a number of stumbling blocks here that can unnecessarily prolong the introduction and drive up the costs. However, if you know what to look out for, the CRM introduction should not cause you any major difficulties.

Do you also want to be able to rely on and benefit from your new CRM system soon? In this article, you will learn what small and medium-sized companies should pay attention to when introducing CRM. We'll cover the most important steps, from drawing up the specifications to training your employees and the subsequent support phase.

If you prefer to leave the CRM implementation to experts, you can of course contact us directly. You will receive a free initial consultation to determine your needs!

1. specification sheet creation before CRM implementation - evaluate your needs!

The first step is to create a CRM requirements specification. The CRM specification sheet is a list that defines your functional requirements for a CRM system. It is important that all processes and workflows within the departments that will later work with the CRM system are included here. In addition, all software systems that are currently used in your company should also be listed.

A CRM specification sheet is drawn up either by the client himself or by the service provider in consultation with the client. The information contained in the specifications can be used to make a preliminary selection of the CRM systems you are considering.

If you want to take on the task of drawing up the specifications yourself, proceed as follows:

Introducing your company - Introduce your company including the products and/or services you offer. Also provide details of the challenges your company faces.

Your company's current IT infrastructure - What software systems are already in use? This information is important to ensure connectivity opportunities.

Personal goal definition - Ask your employees what they hope and desire from the CRM implementation in order to be able to present your goals as concretely as possible.

CRM implementation phase planning - Establish your requirements for the timing and stakeholders of the CRM implementation.

Software vendor questionnaire - If you have any outstanding questions for the software vendor, list those as well.

Functional requirements for the CRM system - Create an Excel spreadsheet for the various departments and their respective CRM functions that they need. Create selection guides for them. What are the priorities for each function?

2. CRM requirement specification creation - IT service providers like SMC work out the best solution with you.

The next step is the creation of the requirements specification. This is the counterpart to the requirements specification, in which your IT service provider develops solution approaches as concretely as possible and describes how the needs of your company will be met.

For both sides, the requirements specification maps out the framework conditions for the further course of the project and, in the end, also serves above all as an acceptance criterion for the implemented CRM solution.

3. implementation of the new CRM system including modular adjustments

If you are satisfied with the CRM specification and the solutions it contains, then the implementation of the system can begin. After setting up the basic installation of your new CRM system, the fine-tuning then takes place.

Further modular adjustments are made as required.

An experienced service provider takes over this task for you and ensures that everything runs smoothly during this phase.

4. process optimization and employee training

A system can only really unfold its full benefits if it is used correctly by the employees. Nothing else applies to a CRM system! For this reason, the next step is process optimization, including training of your employees.

Your employees have to learn how to use the new system and understand in which work steps it can support them and how.

At SMC, you will receive a detailed briefing as part of the implementation of your CRM system, in which all processes and workflows will again be individually adapted to your company and your needs.

As an experienced IT service provider, SMC has in-depth know-how in consulting on business, sales and organizational processes. Therefore, you will not only receive the system here, but also an optimization of your administration at the same time - all from one source!

5. regular CRM maintenance - as a partner at your side we will not let you down

In order for you to be able to work successfully with your CRM system in the long term, it is important that it remains up to date.

Even after the process optimization and training phase has been completed, we will not leave you in the lurch, but will provide you with advice and support during the permanent maintenance phase. We can cover the following services:

Regular Maintenance - We will be happy to carry out regular maintenance and optimization work for you. Regular maintenance ensures that your CRM system always runs smoothly.

Ongoing adjustments - Ongoing adjustments, such as adjustments to new tax regulations, are also included. This way you can be sure that your program is optimally adapted to your needs at all times and remains up to date.

Conclusion: We are at your side from the beginning of the CRM implementation and accompany you on your way.

Now you know which points are important for a successful CRM implementation. It is up to you to decide whether you feel up to the task or whether you prefer to leave the CRM implementation to an experienced service provider like SMC.

We are happy to support you in determining your needs. We understand your company and know exactly the challenges that a CRM implementation brings with it. Through our many years of work in the industry, we have already supported countless implementations, migrations and integrations. Our wealth of experience therefore enables us to identify complications early on and act in such a way that, at best, they do not arise in the first place.