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Last Updated on September 5, 2022 by Arif Chowdhury
First of all, what is a CRM System? Customer Relationship Management (CRM) is software that can help an organization handle sales & marketing in a complete automation process. This software’s primary task is to manage customer relationships and provide service with maximum efficiency.
As our world is getting more advanced daily, business communication with customers & processing is getting faster & more accurate. With the help of computers now, your organization can prepare official files & all accounting calculations accurately & without much effort. However, before the computer arrives, it would take significant time to do the same thing.
And now, with the CRM software, you can increase your employees’ efficiency & work output. From opening a deal to closing it, every process can be monitored & handled with this system. All internal communication can also be done with an encrypted channel. Furthermore, every employee’s work can be monitored by an administrator. And finally, almost all processes can be done in complete automation with AI-powered technology, which means 100% accurate & lighting fast.
As you can see, this system can significantly increase your organization’s performance. In this article, I will outline eight significant reasons you should incorporate a CRM system into your organization. So, Let’s get started.
Reason 1: One huge database to track all your clients.
No more writing information about your clients in a notepad or storing their personal & business knowledge in the MS Excel sheet. No need to keep client business cards as well.
All information, i.e., Name, phone, email, home/business address, social media account, etc., can be stored in one huge database. No chance of duplicate entry as the CRM system will monitor every client’s information automatically. So if you want to contact them no need to open an email app or call them by phone; you can call/email them with one click through the CRM system.
Whenever you call/email a client, everything will be recorded & monitored by the CRM system; therefore, no information will leak or go missing. You can track a client’s history from the beginning till today to get valuable information about each client.
CRM helps to lead your organization to acquire potential customers. Customer experience will also improve by combining these facilities.
Reason 2: Built-in schedule management.
Every CRM system has a built-in schedule management option. Therefore, you won’t have to invest in time management software to maintain your organization schedule. Within this CRM system, you can assign a task & timetable to each employee. You can set priorities for all jobs based on their importance. Your employees will be able to see upcoming tasks & assignments daily/weekly/monthly.
Quick Note: CRM software offers marketing automation for a small business without considerable expenditure. However, a large organization may also get tremendous benefits from it. Securing customer data, improvement of customer service, internal communication, automated sales process, employee collaborations, and excellent customer satisfaction are all benefits of CRM systems. Customer experience will also improve by combining these facilities.
No need to worry about following up as this system will do that for you. It will send reminders to you & all assigned employees. Additionally, you can synchronize the CRM system with popular third-party schedule software like Google calendar. Also, with social media like Facebook, Twitter & email apps like Gmail, Yahoo, etc. Thus you can manage your email & social media communication directly from the CRM system.
Recommended Reading: Which is the Best CRM for Startups? 12 Best CRM Tools (Reviewed)
Reason 3: Greater mobility & flexibility.
Perhaps the most fantastic feature of the CRM solution is that you will have a perfect mobility option. That is, even from your home, you can remotely control & monitor all processes through cloud-based technology. In addition, no need to worry about your organization’s data security, as all internal & external communication through the CRM solutions are highly encrypted.
As you can see, you & all your employees can perform the regular task from a remote location, either from your home or somewhere on vacation, but you can still connect with this management system. It’s a perfect way to maintain constant 24/7 communication with your organization & employees.
For example, even in this pandemic crisis, while people need to maintain social distance, many organizations can bypass this social mobility & work from their homes with the help of CRM system cloud-based technology. Therefore, uncertain events won’t hamper your customer service, and your customer retention rate won’t decrease either.
Reason 4: Real-time automatic analytics report.
No more lengthy process of making an analytic report by accounting & financial managers. Instead, the CRM software will make it thousands of times faster & 100% accurate based on given data. Perhaps you already know how painfully slow it is to get an organizational performance report from managers.
It takes a considerable amount of time to collect data from various sources & organize those correctly, then thoroughly check those data several times & prepare the report based on various metrics. Then finally, check that report several times to find out errors. In this way, you have to wait for at least one week or even more to get an analytic report.
However, even after all those troubles, there is no guarantee that the report is 100% free of error & authentic because humans are prone to make mistakes.
By using a CRM system, you can bypass all of these troubles. All of your data will be monitored & maintained by a single system. No employee can alter it unless they have the privilege. And even if someone changes those data, this system will record every action. Thus there is no leaking or altering without noticing you (Admin).
Finally, the CRM system will prepare a real-time report for you. Hence you can get a report whenever you want. It doesn’t matter whether it is a holiday or midnight. All reports are real-time & 100% error-free. Therefore, you can make an informed decision whenever you want—no more waiting for weeks to do that.
Reason 5: Fully automated forecasting based on analytic reports.
As you will get an analytic report that is 100% error-free & authentic, therefore, it is so apparent that based on this report, any decision you make will also be accurate. The good news is to create a reliable forecasting report, you won’t have to rely on your employees. The CRM system will prepare a 100% error-free, authentic & reliable real-time forecasting report.
The beauty of this forecasting report is that it is visually attractive, professionally designed & real-time. Thus it will be easy for you to make a quick & informed decision.
Reason 6: Reducing routine administrative workloads.
CRM systems can reduce overall administrative routine work, i.e., invoice making, sending emails, following ups clients, team member task follows ups, organizational schedule making, sales pipeline management, etc.
As you can see, this administrative task is highly time-consuming & the CRM system can reduce these workloads by making it fully automated. As every email will be sent & monitored by the system, thus you no longer need to follow up. You can also do invoice making & sending it to a client through the automation process. In addition, the visual sales pipeline management process can make the complex task easy with its drag & drop feature. Thus, it helps to improve the customer service of any organization.
AI-powered chatbot systems can reduce hundreds of hours of workloads to zero. In addition, the automation system will deal with general inquiries & filter out potential clients so your employees can focus on client relationship management more efficiently.
Reason 7: Increase the performance of the sales & marketing department.
The CRM tools are mainly designed to focus on the sales team & marketing department for customer relationship management. It is one of the best solutions for the whole team. With its automated chatbot system on both the company website as well as social media page, you can collect potential leads in full automation. No need to spend hours answering every inquiry. Instead, the automation system will filter them out based on behavior analysis.
With its built-in email system, CRM can send emails & follow-up emails to each client based on their interest. For example, if one client is interested in a dog, the system will only send the products related to a “pet dog.” Likewise, if someone is interested in cat products, the system will only send them a promotional offer for cats, not dogs. Therefore, thousands or millions of clients will receive customized email offers related to their interests.
This way, your employees won’t have to spend time categorizing them based on their interests. Additionally, the CRM system will keep sending follow-up emails based on their actions. For example, when someone abandons the shopping cart without purchasing, the system will send them a reminder email and a special discount offer to encourage them to return.
Reason 8: Reduce overall organizational expenditures.
When you can do almost everything automatically & lightning fast, then it will effectively reduce your overall cost. For example, a CRM system automatically produces analytic & forecasting reports. Thus, it helps you to make a timely & correct decision which reduces your unnecessary cost that would otherwise incur for wrong & late choices.
When you have thousands to millions of clients, categorizing, sending emails & following up based on their interests would require your organization to have many employees. For which, you had to spend a huge amount of administrative expenditure on salaries. Using a CRM system, you can reduce this unnecessary cost.
This article only pointed out the eight primary reasons your organization needs a CRM system. However, you will get many other benefits when you implement this great system into your organization. Not only accurate & lighting fast operation process but also very practical & secure for internal communication & collaboration.
I forgot to say one primary reason. That is, when you use a CRM system for internal communication & data transfer, you are not required to synchronize with other third-party applications like Gmail, Yahoo, Skype, WhatsApp, etc., as it is a complete system that can handle all of your communication, including video conference & file sharing, through a stand-alone secure channel. Thus no chance of information leaking to third parties.
So, by using a CRM system, you can establish your communication network & robust automation procedures to handle all of your organizational tasks effectively & efficiently on time to increase overall performance.