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How to choose the right CRM software: 10 factors to consider!

CRM Software

Discover 10 tips to choose the right CRM software for your business

How to choose the right CRM software for your business? When looking for the solution that fits your specific needs, it’s easy to get lost in a sea of countless options. However, in these cases there is no need to panic! With the help of experts and the article below you can discover which CRM solution is ideal according to your requirements. 


Choosing the right CRM software: the checklist 


1. Identify your needs 

How to choose the right CRM software if you don’t know your exact needs? First things first, it is important to examine and evaluate your business and the processes within it. And no one is more qualified than you to accurately identify your business needs! Even two companies in the same industry can differ significantly in their operation, so a one-size-fits-all approach to CRM software is not the most appropriate solution. 

With the continuous development of technology in CRM software, the capabilities of customer management systems are expanding by automating more and more processes. With the right tools you can increase your team’s efficiency, improve access to customer records and improve your sales cycle. It is necessary, however, to be preceded by a clear recognition of your needs. 

Which of the following does your business need most? 

See how to choose the right CRM software for your business

2. Define the essential features that the ideal CRM software should have 

Have you just set the goals you want to achieve with your CRM software? The second step is to clarify what features are necessary for you and with what tools you can secure them.

At this point, you might also need to take your competitors into consideration. Which CRM program can give you an advantage over competition and apply directly on your custom needs? Check the level of customization that each vendor has to offer before choosing a solution.

Depending on your needs, you may need a perfect contact management, sales cycle visualization, marketing functions or email automation. However, any CRM solution possesses some basic functions including:


3. Don’t overlook the UX that CRM software offers 

If you’re going to invest in CRM software, it’s important to consider the team or teams that will be using it. Although the management of a company is responsible for the integration of new systems, it is important to include the employees in the process of selecting the appropriate software. 

How to cooperate with your team in order to choose the right CRM system? Ask your employees what problems they would like to see solved, test their response to different solutions, and choose the solution that the majority finds most user-friendly and practical. After all, the end-users are the ones that will make the CRM succeed!


4. Plan your budget 

Especially if you own a small business, it’s important to stay within your budget when choosing CRM software. Don’t forget that the goal of CRM is to save time and money in the long-term, so it is important to manage the most appropriate tools at the lowest price. 

In order to ensure a satisfactory financial plan, you can check the following: 

Usually, you will be charged for a CRM system according to the number of users. Some providers charge a monthly fee for a specific amount of users, while offering opportunities for upgrade if you wish to include more users. Also, you could check which vendor offers free trials so you can test their CRM software without any charge.


Bonus tip: When choosing a CRM system, you should also consider the costs that might come up in the future or hidden charges. This includes:


5. Check the compliance of the new software with the GDPR  

Personal data protection is a non-negotiable feature that a CRM software must have. Personal data must be protected by law, and businesses that do not comply with privacy regulations face significant penalties. 

For this reason, but also to build trusting relationships with your customers, it is important to check the compatibility of the CRM system you intend to adopt with the GDPR. 


6. See if the CRM provider has expertise in your field 

Has the CRM provider worked with businesses in the same industry as you before? If so, that means they are familiar with the specifics and challenges your business faces and can offer specialized solutions. 

Before entering into a partnership, you can look for reviews from previous customers of the supplier you are considering and discover their own experience and development. Especially if your company requires industry-specific features, a CRM provider with experience in your field will be more likely to understand your needs and develop or already custom to your field solution.

For example, NUS Solutions has to offer CRM solutions for specific industries such as law firms, retail businesses and companies that require fleet management.


7. Check if your provider offers a mobile application 

In the past, the existence of a mobile application might have been a bonus for the completion of a CRM project, but now things are changing. Workplace flexibility and the ability to work remotely has increased the need for anytime access to data from our mobile device. 

A mobile-enabled CRM software gives you the ability to manage your customer relationships from anywhere, anytime, giving you a competitive advantage. 


8. How to choose between cloud and on-premise CRM software

Choosing the right CRM system ofter rises the dilemma between cloud and on-premise CRM. 

In a cloud solution you pay a subscription to a supplier who hosts your data, and you have access to it via Internet. On the contrary, in an on-premise solution the data is stored on a local server that is set in the company. 

Although cloud solutions tend to grow rapidly in recent years due to the flexibility of access they offer, they hide the risk of data leakage. In contrast, on-premise solutions offer greater security against external threats but require a high initial cost and a team of IT experts to maintain the server. 

See below in detail the benefits and drawbacks of each option: 

Cloud and on-premise CRM solutions

9. Check your supplier’s customer support 

We all know that effective customer service makes all the difference! In this particular case, proper customer service on the part of your provider will improve the service you offer your own customers! 

It’s possible that while running a CRM system, problems might occur that will prevent you from completing your work. If your supplier offers prompt service, you will solve potential failures in time and ensure the smooth operation of your software. This way, you will in turn be able to ensure an ideal CX for your customers. 

Pro tip: Choose a supplier that offers multi-channel support and 24/7 service. 


10. Make sure the new system is compatible with your current software 

It is true that technology evolves rapidly, offering new, more integrated tools. However, too many tools can slow your procedures down, as you will be forced to repeat the same tasks across mutiple systems. Eventually, you will end up creating confusion for your employees and affect their performance.

No matter how good a CRM system is, it’s not practical if it’s not compatible with your existing software. Full functionality is ensured if there is also the right access – the opposite causes unnecessary costs and possibilities that are not used to their full potential. Before making any purchase, make sure that the CRM software you chose integrates with the tools that your company already uses.


Choose the right CRM software that will boost your business potential! 

At NUS Solutions we are experts in providing specialized CRM solutions for every business to successfully face every challenge. Through Microsoft Dynamics 365 , we offer systems to effectively monitor and automate your business processes so that you can take off your sales and offer the best possible service to your customers. 

At the same time, we have a collection of ready-to-use vertically integrated solutions that adapt exactly to the needs of specific types of business. Learn more about the solutions we offer or contact us to design a new solution for you! 

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