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The ultimate guide on How to use CRM & Why do you need CRM Software Features

In today’s modern tech era, life would be not feasible without apps on one’s operating system. Remembering everyone’s contacts, and emails are hard enough.

It would be great to have more company connections as address book applications are not enough for your needs. That’s why you need a CRM or CRM app. Similarly, when your company expands, it is essential to keep track of your clients with spreadsheets and random notes.

The first thing kept in mind should be that your CRM features must ease the tasks for its end users. i.e. it must be efficient for its customers: sales representatives, leaders, and managers.

You certainly have heard of CRM – but do you know the method? If not? Don’t worry; you are not alone in this. Research suggests 22 % of salespeople say that they are unsure of a sales tool.

The Understanding of CRM Software and CRM Software features will help you boost your product and services.


What is CRM?

CRM stands for “Customer Relations Management,” it can deliver two meanings:

First, It is a program accessible to companies that keep track of their current and prospective clients, customers, and other contacts.

Second, CRM Software is used to evaluate client connections. Similarly, the CRM Software features help you optimize, centralize and streamline your relationship and communication with your customers. There are various benefits of CRM which are as following;


The Benefits of the CRM System

The optimal benefits of the CRM system are as following;

1. Better Customer Experience

Organizations are increasingly using CRM tools for the betterment of the customer experience. The CRM software helps the user in different ways;

It is much better to have a positive shopping experience because you provide a lot of knowledge about the buyer’s needs. Using this method of website review lets you work efficiently. It would help if you tailored your piece to fit your target audience.

2. Higher productivity

With the help of CRM, you can automate activities like call and action tracking, monitoring, deal creation, and more. The fewer time reps spend on compliance duties, the more they from face-to-face sales. Thus your salary will rise considerably.

3. Increased Collaboration

CRM is your best tool for increasing and facilitating collaboration with your sales team.

For instance, a sales manager will calculate how and where her salespeople are reaching out to clients. The accounts head will soon find out about the prospects his sales growth rep (SDR) has prospected and qualified for him.

Furthermore, when working as a team, you will learn from each other and develop their selling skills. It improves productivity and decreases mistakes.

4. Greater Insights

In terms of human psychics, people trust recommendations from their respective friends and family more than the material they see online.

A CRM will offer a real image of success. Dream on what you could do with the data backed knowledge of what works and what doesn’t work.


The most common CRM terms Explained

Let’s get into the CRM terminologies and the core benefits of CRM system;

  • Contact Management: In CRM contacts are typically the existing ones. Many CRMs can record the first and last name and email address. You will also keep track of information like the corporate name, working description, and annual business sales.

  • Lead Management: This term is well-defined as someone who is designated as an individual who might become your customer. The trick is marketing sure that your CRM tool flows and transforms in a way that makes sense for your company and your representatives.

  • Deal: It is an opportunity to sell your services and products.

  • Company: What does CRM do? This system helps to be connected to customers, and improve profitability. If you are marketing to companies, you can keep track of all contact information and deals.

  • Activity: Action in a CRM system typically refers to anything that’s happened in the app, new deals, contact records, emails, Opportunities, or perhaps just a message from your colleagues. Activity is usually listed in a Facebook-like news feed so you can look over them quickly.


What are the steps involved in the CRM process?

Step 1: Add your salespeople

The earlier you will access all of your sales representatives in the CRM system, the more well-rounded and full data you have.

The initial step in CRM is incorporating users. Ensure you have clarified the importance of a CRM, immensely how it would help your sales team up; in more business.

Step 2: Customize your settings

Your CRM represents your sales procedure. This method accurately reflects how a buyer passes through the phases of a purchasing period.

The right way is to take orders, make sure to calculate how customers purchase. Consider questions like, what is the amount of time it takes from first initial contact with the sale person to the deal's signing, and how are the steps in between?

For instance, you have a sales process. Which is divided into connecting, "Qualify", "Demo" and "Close". It would help if you built stages in your CRM, for each of this four-level. In this process, you have standardized the distribution process with your reps.

Step 3: Import your contact, companies, and deals

You are likely using a different CRM or spreadsheet for prospect and opportunity tracking.

You can input your customer's list by uploading a CSV file. Each cell in your CRM spreadsheet corresponds to contact properly in your old CRM.

Step 4: Integrate other tools

Consider an example of an inefficient process using several tools:

Imagine how HubSpot CRM and HubSpot Marketing and sales interact together. Leads would be added to CRM if they performed a specific action on your site.

You are not using Hub Spot Connect tools that already integrate with your CRM or connect with Zapier. For instance, you might use Zap to transfer form submissions to your CRM automatically.

Step 5: Set up your dashboard

You should see what is going on in the staff and set goals and make the right coach. A CRM dashboard is like a control panel; you can configure to suit your unique needs.

Your Dashboard will be build based on your goals. To see how the team will sell more X product this month, you need to summarise X product sold vs Y product. For example, you could set metrics for the reps to achieve during the day.

Step 6: Enable Reports

In sales, you spend a lot of time looking at the results. Yet the reps should be offering as soon as possible. That’s why you should produce regular, weekly, annual reports.

Examples include the HubSpot reviews each team member by email, each morning displaying their sales each month. This daily digest is structured to promote friendly completion that keeps the salesperson focused in the future.

I can count emails sent and received by you, emails sent and received by you calls taken by you, deals obtained by you, or mention rate by rep.



In a nutshell, the CRM is there to make your work easier and quicker by monitoring the progress. Are you looking for an ultimate guide on how to use CRM and streamline your business?

Undoubtedly, this guide on CRM, the benefits of the CRM system, and CRM software features will help you stay on top of your clients by keeping track of what they say to you. This guide only focuses on the critical aspects of CRM, CRM features list and CRM software. The faster you introduce a CRM, the more comfortable it would be to follow a CRM.


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