How To Choose The Best CRM Tool Right For Your Business?

The multi-billion-dollar, CRM software market proves to be the reason why many small-medium businesses (SMBs) are now becoming successful more than ever.

This technology helps streamline your sales process, strengthen customer relationships, improve conversions, and increase revenues.

crm tool
How To Choose The Best CRM Tool Right For Your Business? 7

What Is CRM Software?

Generally speaking, CRM refers to the management system that’s specifically designed to deal with customers. CRM applications are commonly used by companies to help keep track of their customer database, manage contacts, process orders, and generate customer feedback.

How To Choose The Best CRM Tool Right For Your Business? 1
CRM. Customer relationship management concept. Customer service and relationship.

Employers can utilize CRM software to be open-minded. What is open-minded and how does it affect your business? Open-mindedness means the willingness to listen to what your customers and employees have to say.

With CRM software, employers can check what makes a consumer push through or withdraw from the sale, displaying open-mindedness.

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Check out the following benefits of CRM software:

  • Improve Customer Retention: CRM software not only saves money and time for businesses but also helps create great customer relations. For smarter decision-making to retain more clients, using CRM software can help you show and share relevant business data with your business partners. Also, it helps your business improve customer retention and loyalty.
  • Track Customer Interactions: CRM solutions are useful in providing companies with effective ways to track customer interactions, identify, respond to emerging trends, and help improve the business processes.
  • Improve Business Processes: CRM software works hand-in-hand with your existing systems to get them to communicate, integrate, and help your business to grow. If you don’t have the proper CRM software in place, you’ll find it very difficult to conduct business efficiently and effectively.

CRM solutions will help improve the way you do business by automating your processes, reducing costs, and maximizing profits.

How To Choose The Best CRM Tool

Now that you understand what CRM is and how it works, it’s time to learn how to choose the best contact management software for your business.

How To Choose The Best CRM Tool Right For Your Business? 3
How To Choose The Best CRM Tool Right For Your Business? 8

1. Determine Your Business Needs

One of the most important factors when selecting the right tool for your company is what your business is all about. Do you want to be focused on the customer or focus on the productivity of your employees?

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You need to know the answer to these so you can choose the appropriate CRM tools.Know how many sales you get every month and what type of sales you have with your sales team.


If you only do cold calls or offer surveys, you do not need a tool that can handle more than one type of sales. If you do need more than one type of sales, then it may be necessary to spend more money to obtain the right tools for your business.

2. Identify The Type Of Customers You Have

Once you’ve identified the type of customers you have, then you can select the CRM tools that’ll help them become better-satisfied clients.

3. Study The Different CRM Options Available

The two CRM platforms include on-premise CRM and cloud-based CRM. An On-Premise CRM system entrusts administration, control, maintenance, and security of the information and database of the CRM system on the company or business itself.

Licenses are purchased upfront instead of buying subscriptions.

Check the different types of CRM according to use:

  • Operational CRM: It centers on the use of software apps, incorporating different sets of data available on each prospect, lead, and customer. This CRM system collects relevant consumer data, such as purchase history, so your employees can provide fast and reliable services.
  • Analytical CRM: It involves looking into customers’ info from an analytical perspective to come up with effective marketing strategies.
  • Collaborative CRM: This CRM system focuses on contact integration with external agencies, such as vendors, suppliers, and distributors.

4. Consider The Number of Clients

If you only have a few clients, you may want to choose a web-based or cloud-based CRM. Startup and small businesses with limited resources can use it for the meantime until they expand.

For businesses with a very high number of customers, on-premise CRM is highly recommended.

5. Check the CRM Features

 Choose an intuitive, secure, and efficient CRM tool for your company, whether it’s for a small business or a larger organization.

Here are some of the best CRM features to help you make this decision.

  • Customer Service: Customer support is a critical feature for CRMs since most of your business will involve communicating with customers. Make sure your customer support options include the ability to talk through problems or questions.

In fact, a good customer support system should be able to provide help at any time and anywhere just by calling your customer service number or toll-free number.

  • Business Intelligence: Businesses need access to data that can help them make informed decisions. Also, the data you need should be up-to-date so that your customers can easily find updated information about what you’re doing and how you’re doing it.
  • Sales Process: Your CRM should be easily integrated with your sales process. Your sales force needs to search and use the data available to help them find new prospects and keep them interested in your products and services. It should also give your sales team an easy way to manage the sales process through various stages of the buying cycle–from prospect to customer.
  • Reports: Reports provide information on the performance of your customers and allow you to see what types of problems they’re having. You’ll get information on their demographics, buying habits, and sales records.
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All of this will allow you to know what type of products and services are most useful to your potential customers and what parts of your business need improvement.

  • Monitoring: Monitoring your CRM is one of the most important features of your product. It allows software performance monitoring to keep everything running smoothly, including the ability to analyze sales, contacts, statistics, and other important information to see where your strengths and weaknesses are.

It’s another way to see if there are any gaps in your system and to see if you’re running into problems that may prevent your customers from buying from you.

6. Choose The Best CRM Vendor

Choosing a CRM vendor is not as complicated as it sounds. Since CRM vendors often provide a wide range of services, they need to answer questions that you may have about the CRM products or services.

Check out the essential things to look for in a CRM vendor:

  • Tenure in the Business: How long has the company been offering CRM software programs? A CRM vendor that has been operating for many years in the business goes to show that the company has a lot of loyal clients.

Their tenure would reflect the stability of their CRM business and the trust rating and credibility they have.

  • Types of CRM Services Offered: A good CRM business may offer a wide array of CRM services for commercial, industrial, and other niches. As already mentioned, there are different platforms and types of CRM. It’s at your greatest advantage if the CRM vendor you’ll be choosing offers the CRM service that your business need, despite the changes in business structure, client volume, expansion, and marketing strategies.
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You can check the services of the CRM vendor by visiting their website, under ‘About Us’ or their landing page.

  • Types of Clients: Do they also offer CRM software programs related to your niche? For example, if you want to hire someone who works primarily in healthcare, you want to look at someone who works with health care businesses.
  • Support Availability: Does the CRM vendor offers a toll-free number to call when any CRM issues arise? Do they have live chat support? It’s crucial to choose a CRM vendor that offers customer and technical support to assist you when problems arise.

Be particular when asking their communication flow when problems arise, such as how to file a trouble ticket when the CRM system issue occurs.

7. Check the Pricing

How much does CRM software cost? You have to know the price of every single CRM software before you decide which one you need. Many CRM vendors offer their services in a package or plan.

It would be a wise move to choose a CRM provider that can offer flexible plans. For example, some of the software packages can be altered a bit, depending on the level of complexity you need. You can even add your own features if you want.

Of course, you must always compare the price of the software with the features of the CRM software package that you need. If you want all the features, it’s a good idea to buy the full package.


To choose the best CRM tool, consider the type of CRM system you need, its features, the benefits, and the CRM vendor. Also, you have to consider the CRM pricing, your number of clients, and the size of your business.

Take time to check all of your options and once you get CRM software in place, it’ll ensure smooth functioning and efficiency in your business. You’ll better attain your business goals using your new CRM software because of its promising business benefits.


Harinder Kaur has completed her in Computer Sci. & Engg. from Kurukshetra University. Working as Marketing Director at since 2015 and She is also working on her new startups and

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