Navigating Sofware Selection: Considerations for Avoiding Pitfalls
How Your Software Shapes Your Business
Selecting the right CRM, Lead Management, or Project Management system is a pivotal decision for business owners, as it profoundly impacts daily operations, customer relationships, and overall success. A wrong choice can lead to inefficiencies, data discrepancies, and frustrated teams. It may hinder the ability to effectively nurture leads, manage client interactions, and gather valuable insights, ultimately risking lost opportunities and decreased competitiveness.
Software Selection 101: 7 Considerations For Avoiding Pitfalls and Maximizing Success
With the plethora of options available today, it's crucial to make an informed choice. Here are some key factors to consider when selecting a business management system. In this list, we'll use CRM as the example, but the same principles apply no matter what software solution type (Lead Management, Project Management, etc.) you're looking for.
FULLY MAPPED CLIENT JOURNEYS
Before diving into CRM options, it's vital to have a clear understanding of your client's journey, encompassing all actions taken both internally and externally. Map out every touchpoint and interaction, from the initial lead generation stage, converting a lead into a client, and delivering your services to your clients.
Consider all client-facing activities, such as sales calls, consultations, and follow-ups, as well as the internal processes required for each stage and who needs to perform which steps. Having this comprehensive map will help you identify what specific features and capabilities you need in your CRM to support and enhance this end-to-end journey seamlessly and effectively.
INTEGRATION WITH EXISTING TOOLS
Efficiency is the name of the game in business, and integrating your CRM with the tools you're already using is a must. Look for a CRM that seamlessly integrates with your email, marketing automation, and other software you rely on. Direct integrations are often the best option, as they provide real-time data syncing and a smoother workflow.
However, if your preferred CRM doesn't offer direct integrations with all your tools, consider alternative methods like webhooks and services like Zapier. These can bridge the gap between your CRM and other applications, enabling you to automate processes and data transfer between systems. This ensures a smooth workflow and prevents the need for constant manual data entry and updates.
NUMBER OF USERS
CRM pricing often depends on the number of user seats you require. Consider how many team members (and what role they play in your organization) will be using the system and choose a pricing plan that fits your budget. It's also wise to pick a CRM that allows for scalability, so your system can grow as your business does.
In thinking about the number of users, research what user roles are also available as both default and customizable options. Often you will have a need for system administrators, and day-to-day users, meaning do they need edit control of the system as a whole, or just the work they're doing within the system. You may have an assistant who needs to be able to add contacts and track leads, but doesn't need access to the financials, or a bookkeeper who needs to see your hourly billing logs, but not add leads. The right system will allow you to chose the user role that allows your team to do their work, but protects the privacy/editability of other functions of the software.
AREAS FOR AUTOMATION
Automation refers to the use of technology and processes to streamline and execute routine tasks and workflows without manual (human) intervention, enhancing efficiency and reducing effort in managing CRM and lead tracking systems.
Automation can save your team valuable time and reduce errors. Identify the areas in your business where automation can be most beneficial. Whether it's lead nurturing, follow-ups, or data entry, ensure your chosen CRM can automate these processes effectively either through direct functionality (inside the platform) or via third-party integrations (like Zapier).
REQUIRED DATA POINTS
Different businesses require different data points for effective tracking and decision-making. Assess what data points are essential for your business operations. Look into whether the CRM you're considering offers built-in options and customization capabilities to collect and analyze the data you need.
Assess what fields are default options and which ones would need to be added (custom fields). When adding custom fields (which most software of this type offer), evaluate the field types available, e.g. text fields, numeric fields, date fields, drop-down lists, multi-select fields, true/false (think yes or no) fields. The field types are often an overlooked area that can cause users to have to find workarounds after the platform has been chosen if not evaluated up front when making your selection.
DESIRED FUNCTIONALITY
Outline the functionality you would like from your CRM. Do you need it to manage contacts, track sales, schedule appointments, or generate reports? Make a list of the specific functions that will make your daily operations more manageable, and choose a CRM that aligns with your requirements.
Once you've identified your wants and needs, rank them in priority for your business, e.g. critical, want to have, and nice to have. Identifying which functionalities are critical to operating your business and which ones are nice to have but wouldn't impact your ability to deliver will make your decision making easier. In my vast research and experience, I have yet to find the “perfect” stand-alone system. That means that no system will be a 10/10 for every function you can dream up. There will be compromises to be made and knowing where you're willing to compromise to get nearly everything on your list upfront will save you heartache and analysis paralysis when it comes time to make a choice.
RESEARCH INDUSTRY-SPECIFIC SOFTWARE
When considering a CRM or lead tracking system, it's essential to research and explore industry-specific software options before defaulting to more generic solutions like Salesforce, Asana, ClickUp, and similar platforms. Industry-specific software is tailored to the unique needs, processes, and nuances of your specific industry. These specialized solutions often offer pre-built functionalities and features that align closely with your industry's requirements, potentially saving you significant customization effort and costs.
Understanding your industry's unique demands and exploring specialized software can ensure a more precise fit for your business needs, resulting in enhanced efficiency and productivity. While generic systems may provide a wide range of features, they may require substantial customization to align seamlessly with industry-specific workflows, potentially making them less efficient and more time-consuming to implement. Researching and evaluating industry-specific software as a priority can help you find a solution that better aligns with your business goals and operations.
Selecting the right system is a critical decision that can impact your business's success. By considering these factors you'll be well-equipped to make an informed choice. Remember, the right CRM can streamline your processes, boost productivity, and ultimately lead to happier customers and increased profits.
Want some help choosing the right software for your business? That's one of our specialties! Schedule a meeting with us to see how we can help.
