The Ultimate CRM Requirements Gathering Template

Other than having children and getting married, purchasing the right CRM system will be the single most important decision of your entire existence! Hyperbole aside, choosing a platform that suits your unique business needs and allows you to scale seamlessly is vital to the longevity of your operation. It can be tempting to roll with the super expensive package a well-dressed Salesforce sales rep swings your way, but I implore you to explore other options.

Often times bigger does not equate to better, and despite what anyone tells you, there is no one-size-fits-all CRM software out there. The best CRM is whichever one you enjoy using and helps you achieve your goals, whatever they may be. Whether you're considering my lovely platform, Super Easy CRM, or another lesser application, this CRM requirements gathering template will guide you. I've made them available in Word, Excel, and PDF for your convenience.

• Download Word Version
• Download PDF Version
• Download Excel Version

With your templates in tow, keep on reading for more helpful tips and guidance on the overall selection process for your new toy. While systems vary quite widely, the CRM selection criteria is relatively similar, independent of the vendor you choose.

CRM Selection Process

With so many options out there, it's best to prepare a shortlist after filtering through the initial pile of candidates. First, start with your 'must-haves.' These are things you absolutely need in order to conduct business. Whether it's regulatory requirements like GDPR compliance or connectivity with core systems like SMS and telephony, these essentials should be your primary focus.

After you've identified the essentials, it's time to think about the 'nice-to-haves.' These could be features that aren't strictly necessary but can improve workflow, reporting, or customer management. Think about built-in marketing automation, customizable dashboards, or integrations with social media platforms. If a CRM can offer those extras without adding unnecessary complexity, then it's worth considering.

Balancing Features with Budget

I know what you're thinking, “all these features sound great, but how much will it cost me?” This is where you need to make sure your CRM budget matches your business goals. A high-priced system might come with a laundry list of features, but if half of them don't serve your day-to-day operations, then it's not worth the investment. Always prioritize functionality over flashy tools you'll never use.

On the flip side, going for the cheapest option might save you money in the short run, but could end up being a headache if it doesn't scale with your business or meet your evolving needs. The key is to strike a balance between affordability and functionality, ensuring the platform can grow with you and not hold you back.

Ensuring User Adoption

Even if you've selected the perfect CRM, it won't mean much if your team refuses to use it. Ensure that the system you choose is user-friendly and that your employees receive adequate training. A CRM that sits idle because it's too complex or poorly understood is a wasted investment. Make sure to budget time for proper onboarding and training to get your team up to speed and excited about this new tool.

With these tips in hand and the templates to back you up, you're ready to start exploring the world of CRM and find the solution that will help your business thrive for years to come. And if you're stuck between hosting the CRM yourself or rolling with a cloud vendor, my article about On-Premise vs Hosted CRM systems is the resource you need to read.