CRM for Beginners – The Complete Guide to Customer Relation Management

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Are you one of those people that instantly forget people’s names when meeting them? Or worse, can you imagine remembering names, phones and emails of 10-100 prospects per day?

Personally, I don’t even remember the cell numbers of my family, let alone of all the prospects we are getting per day, that we need to vet and turn them into paying customers.

This is why we created the CRM for beginners guide, explaining the basics and benefits of having a CRM system set to help you manage contacts and prospects, to remind you to reach out and follow up when needed and help you to be responsible and run your business efficiently.

Online technology has gotten us so far right now to the point of having everything automated and pre-made that CRM managers need to do 10-20% of the job in order to convert that prospect into a paying customer.

Seriously, you need to ditch that old notebook, excel sheets and outdated systems.

CRM got so important for sales, that analyzed by Hubspot CRM, it will help salesmen and business owners to boost the chances of acquiring customers by 30%.

The problem is that:

  • 19% salesmen don’t even know what a CRM is.
  • 57% are still using Microsoft Office to manage prospects manually.
  • 25% relay on Outlook and Gmail to store their leads.

Why losing so much time and risking mistakes from the human factor, when you have advanced CRM systems to cut the risks and time lost, while paying a small percentage for the service?

If you are ready to move on to something more sophisticated that will make your and your company’s life much easier – than you are on the right page!

Define a CRM

As a term, it’s short for Customer Relationship Management. Its purpose is to collect and analyze data from new prospects and leads in order to optimize the process and interactions between the leads interested in the service and the company that offers the service.

The core focus of the CRM is to provide growth in sales and keep customers to stay your customers.

Since this guide is for CRM newbies, let’s put the confusing methods aside and all the fluff, in order to focus on the fact that CRM systems are now declared as software or SaaS.

Meaning, Software that you can install on your personal computer and, the more popular type, SaaS (software as a service) type of CRM’s that are cloud-based and where you can access your account from any device. Or maybe you want the whole sales team to access that account? Absolutely doable.

Cloud-based CRMs are optimized for all devices and remove all the obstacles in the communication with costumers, so you can use them to boost efficiency and be very responsive when customers or leads need your attention.

Some of the most popular SaaS CRMs are:

  • Hubspot
  • Salesforce
  • Zoho
  • Sugar
  • Agile

The main function of the CRM is to store all the data from contacts and, important, pull that data from various entry points. Entry points can be:

  • Company’s email address
  • Company’s Phone
  • Chatbox on the website
  • Contact Form on the website
  • Social media profiles … and much more.

Even for beginners or advanced users, there are three main types of CRM systems. These are Operational CRMs, Analytical CRMs & Collaborative CRMs. Let’s get into the details!

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Operational CRM Systems

This type of CRMs is focusing on automation and optimizing the business processes by creating tasks, milestones and management with little or no help from a human.

The most popular usage of this type of CRMs comes handy into automated sales, marketing activities, billing, HR and customer inquiries.

For example, marketing based CRM will track the website traffic and analyze the data by what people are doing on your website or platform in order to create audiences and how to sell to them by learning their ‘weak spots’

Analytic CRM Systems

Data is KING. That’s pretty much where all the eyes of the successful companies are pointed at. Data will provide you with the key points of interest and show you what works and what doesn’t so you can know where to shift your company in order to increase sales and boost revenues.

In a nutshell, analytical CRM will record data from your website traffic and, while they are still incognito to your salespeople, the CRM will recognize if a person is back to your website and push personalized messages to peak their interest into engaging with your sales team – automatically!

With this type of CRM you can also get in depth analysis (duh!) about your visitors and existing customers, fully segment and analyze their needs and interactions in order to build you marketing campaigns with the perfect target audience.

The Collaborative CRM System

There are just so many different types of structures in a company and how it’s ‘led’. Some companies have a team based structure and divide the company actions, goals and achievements on per team basis.

This is the perfect CRM system type for that kind of companies. Basically, it’s a place where all the teams can join and help each other’s into finishing actions and goals or collaborate on a certain project.

For example, you have the customer assistant currently talking with a customer that has an issue, he pings the developer to join on the issue and the sales man from the sales team to upsell the customer with a higher plan.

Finding the Best CRM for You

Today, we are not going to suggest the best CRM for beginners. We don’t know your company type! However, based on our guide that is made for you to understand the CRM basics, we`ll let you find out and test out different CRMs in order to find what is the best one that works for you.

Investing in a CRM is a big step and not an easy choice to be made, but we are more than happy to chat options in our comment section. Let us know what you think and if you find a CRM for you today!

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