Considerations When Picking the Right CRM for Your Business

Foram Khant
Read Time: 6 Minutes
Considerations When Picking the Right CRM for Your Business

Customer relationship management (CRM) is among the largest software markets since 2017 and is still growing. The demand for customer relationship management systems in small businesses has generated high competition. As such, prices are friendlier, and most CRM systems are accessible to the smallest startups. Choosing a CRM software for your business is a critical decision that impacts its growth curve.

Few Considerations When Selecting a CRM That Fits Your Business Needs and Vision

1. Your Vital Processes and Challenges

Your internal processes, organizational challenges, and pain points are vital considerations when shopping for the ideal CRM for your business. Mapping out the processes and identifying areas that require streamlining based on your goals can give you a clear and definitive direction in your CRM decision. However, it’s best to be honest and realistic about your pain points and challenges to ensure you settle on a solution that will help you deal with these issues in your business.

Since there are numerous options in the market, researching potential CRMs can be overwhelming. However, some online resources can help you narrow down your search based on business goals, needs, and preferences.

2. Level of Service and Support

It’s important to evaluate potential CRM providers based on the level of expertise they offer and the number of valuable partners. If a prospective vendor works with reputable partners that are aligned with your goals and have reliable sector-specific expertise, they’re likely to offer outstanding value to your business.

To determine whether you’re making the right choice, it’s essential to research and understand the level of guidance available with a potential solution. In addition, you should consider the case studies and reviews to ensure competence.

However, implementing a CRM system that offers unique value to your business involves more than deploying a generic tool. It requires serious commercial, cultural, and technical initiatives to get exceptional results. Ideally, a great CRM provider works closely with your team to provide professional consultancy and ensure seamless deployment. 

3. The Potential Costs

Costs and budgeting are an important part of running any business. Implementing a CRM system requires huge upfront investments, so it’s critical to understand the commitment you’re making. Typically, balancing between functionality and budget implications can be tricky when looking for a perfect CRM.

While some CRM systems like Hubspot may offer free trial upfront and inexpensive upgrade options, it’s essential to consider the implementation and operational costs of the solution.  If you’re searching for more CRM systems like Hubspot that offer free trials, we suggest reading a guide by Attrock. Try exploring it and you may find a CRM that meets your functionality and budget needs. Aspects like hardware upgrades, additional staff, training, and time investments are crucial things you must consider when determining the potential costs. Business leaders should explore available customization options offered by different vendors. This facilitates seamless integration with other programs.

4. Premise and Cloud-Based Systems

Cloud-based CRM providers store data on servers provided by third-party cloud providers. Since these servers are distributed across the globe, CRM vendors can offer performance guarantees. In addition, cloud-based CRM vendors are responsible for regular maintenance and security checks for their clients.

On-premise CRM systems are installed on customer-owned servers. This means you have full control of the infrastructure and the responsibility to enforce security and privacy policies. On-premise deployments ensure direct database access and complex integrations. You can set your own reserves and update protocols. Nevertheless, the system requires robust technical capacity and security protocols.

While some providers offer one deployment option, others may provide on-premise and cloud-based deployments.

5. Functionality Scope

B2B and B2C CRM systems have different scopes and focus, so they may not be interchangeable. Based on your business goals, you should determine the perfect scope of features you want in a CRM.

A holistic view of customer data helps you see the interaction history of your customers. Also, built-in productivity tools allow you to manage different tasks and share files with your team.

Pipeline management tools streamline lead capturing, order processing, and approval automation. Analytics tools provide a clear view of marketing performance, while sales forecasting enables data-based predictions.

Most importantly, the CRM software should be user-friendly to enhance adoption in your business. Ideally, the features should be easily accessible to team members with minimal technical knowledge.

Interoperability gives a CRM the capability to integrate with other business tools. For instance, services like email clients, ERP systems, and other solutions can be integrated into your CRM to streamline workflows. However, integration is only possible when CRM is capable of such functions. Most advanced systems are flexible to accommodate several integrations with ease.

6. User Experience

One of the important considerations in selecting a CRM is what you experience and feel when using the system. Therefore, it’s essential to establish whether the solution is intuitive and helpful or if there’s something that disappoints you.

For instance, you can request a demo to determine the number of clicks required for specific tasks. As you test out the CRM, evaluate the user interface, ease of use, and flow of actions. Among other features, user-friendliness is a top priority when selecting a new CRM system.

7. Regulatory Compliance

Safeguarding customer data is critical in the modern business landscape with strict privacy regulations. When evaluating various CRM systems, focus on security measures and privacy policies.

Ideally, you should choose a CRM solution with secure access controls, data encryption, and reliable backups. Depending on the nature and location of your business, compliance with regulations like HIPAA and GDPR is vital.

Most importantly, find out about the vendor’s data processing practices. A good vendor will be pretty transparent about customer data storage and handling practices. Typically, data security and privacy are key priorities for most vendors to ensure total compliance with ethical and legal requirements.

8. Growth and Scalability

If you are looking for a CRM solution today, you likely wouldn’t want to repeat the process after one or two years. Therefore, you should select a solution that can adapt to a growing business. Regardless of the size and nature of your company, you must manage customers, track sales, coordinate your team, and deploy marketing strategies. As such, business leaders should go for CRM software that is intelligent, user-friendly, and versatile to evolve with the various growth stages of their businesses.

For instance, you will want to assign additional or different control permissions as your team expands. In this case, you need a CRM that allows you to control access permissions at different levels. Modern CRM solutions have role-based permission features, allowing you to establish hierarchy and security rules to regulate access levels for various employees. 

9. Mobility

Many sales teams, especially in industries like real estate, are engaged in fieldwork and often spend more time on tablets and other mobile devices. Therefore, it’s essential to select a CRM that is mobile-friendly. Most enterprise software has Android and iOS versions to enhance mobility. 

Nevertheless, it’s crucial to determine if the mobile app is as powerful as the computer version to maintain full functionality at any time. Specifically, you should ensure the mobile version supports easy access to customer data, pipelines, notes, appointments, notifications, and real-time synchronization.

10. Customization

Every business has unique processes and challenges. As such, it’s important to ensure the CRM fits your needs and effectively handles the sales processes. This often requires an option with customizable features to match your needs.

Simple things like information layout, customizing the pipeline, custom reports, and visibility are essential for any business. While getting a CRM that meets your unique preference, some advanced solutions have a high price tag and upgrade tiers for additional customization. Therefore, customization shouldn’t be a deal breaker, especially if your budget doesn’t allow it.

You can either go for an out-of-the-box or custom system. But custom CRMs come with higher costs and require more time to develop and deploy. On the other hand, out-of-the-box systems are easy to set up, but some of them may not be customizable. Ideally, an out-of-the-box system is easy to set up, but some of them may not be customizable. Ideally, an out-of-the-box system with inbuilt customization capabilities is more practical and budget-friendly.

11. Exporting and Importing Data

The core function of a CRM solution is to help you manage customer data in your database. If you’re deploying a CRM, you likely have some business data you would want to load into the system. Whether it’s contact information, spreadsheets, or business cards, a system that facilitates seamless data transfer is vital for full implementation.

At the same time, the ability to export files is equally important. Ideally, a good CRM should allow file export in various formats. This means you can extract data quickly and spend more time serving your customers.


Choosing the best CRM solution for your business is a vital but resource-intensive decision that impacts normal operations and customer relationships. However, the perfect and most valuable CRM system depends on your unique circumstances, business goals, and needs. It’s prudent to evaluate several options and seek professional recommendations from industry-relevant consultants.

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