14 dec 2022

In 7 steps to a successful CRM implementation

️ Blog
14 min. reading time

A CRM implementation – also known as integration – is a process that requires solid preparation, implementation and (possibly) guidance. Only then can you get the most out of the software and your objectives. Moreover, a sound approach to the entire process – and ultimately in use – saves a lot of time. Are you stuck? Then you can always carry out an implementation or integration in collaboration with a specialist. However, to give you a basis to build on, in this blog we list 7 steps to make your CRM implementation a success. 

  1. Kick off session
  2. Process inventory 
  3. CRM selection 
  4. CRM implementation
  5. Data Cleaning & Migration 
  6. Training
  7. Management & Optimization

1. Kick-off session

The basis of an implementation plan is laid during a kick-off session. During this session you map out the concept and the objectives – both short and long term! The frame of this plan consists of defining the challenges, data structure, terms used, sales, marketing and service process and finally the customer journey. You then make a translation into various follow-up steps. These steps are ultimately the basis of the implementation of your CRM. 

Is the deadline tight? This is the perfect time to make a final planning. Based on the chosen CRM, desired options and features, customization and more, the implementation process can take several weeks to several months. So keep this in mind, but don't be put off by it. After implementation of the CRM, you can make many tasks so much more efficient that you will earn back this time in no time. Do you want a little more grip? In our experience, the average implementation takes about 4 to 8 weeks.

2. Process inventory

Is the plan in place? Then it is time to map out the current marketing activities and sales processes in detail. This means you build further on the processes defined in step 1. Gaining insight into these processes is important to choose a suitable CRM and to prioritize the various components to be implemented within these processes. In addition, you look at how the objectives from the kick-off fit with the current processes and adjust them where necessary. In addition, you provide insight into what information is available about the various leads and which properties are essential for companies, persons and deals within the business processes.

3. CRM selection and communication

You may have already made your choice in advance, but it is best to only choose your CRM system after you have mapped out the wishes and needs of your organization. Need some more direction? In this blog we explain the difference between HubSpot and Microsoft Dynamics from. However, there are different systems to think of, but below you will find a list of the most used:

Were you able to make a choice? Nice! Then you can almost start with the actual implementation or integration of the new CRM system. But first it is essential to inform and inform the people who will be using this system about what is going to happen. Despite the many advantages of a good CRM system, it is a radical change, also for your employees. So take stakeholders step by step through the objectives and benefits of the system. Essential, because if the system is not accepted, no objectives will be achieved. When you get your employees on board, the implementation will be welcomed with open arms. 

4. CRM implementation

The goals have been set, the CRM has been chosen; it's time to actually implement the CRM. In order to steer this – quite far-reaching process – in the right direction, it is advisable to appoint someone who oversees the project and monitors the goals and internal communication. This person has the position of distributing follow-up steps and tasks and of monitoring the quality of the responsibility of employees. In case of problems or questions, this person is also the point of contact. You do not have to solve this internally if there is no time or capacity for this, this person can also be fictitious in the form of a specialist agency.

Real implementation happens step by step based on the package of wishes, the prioritization and the functions that a CRM must have. This implementation includes implementing the various properties, content elements (templates and snippets), automations and other components. 

5. Data cleaning and migration

Is it CRM? Then it is important to implement various data sources in the system. That is important because the chosen CRM is the location where data about leads, prospects, customers and deals is stored. It is important to properly manage that data for the benefit of marketing and sales employees.

Are you switching from another CRM? Make sure you start clean and that there are no duplications in your data. You can also think of marking form fields as 'mandatory'. This way you can be sure that you always have the correct vital data at your disposal.

6. training

When the data has been migrated, your employees and colleagues still have to learn how to work with this new CRM. For example, what are the basic functionalities and how can they be expanded to really get the most out of the CRM? When the first functionalities are ready for use, testing can be done in sprints within the appropriate department. The staff who have to work with it must absolutely understand the added value of the CRM in order to create acceptance. 

It is crucial to pay a lot of attention to training so that you and your colleagues can work effectively with the new CMS.

7. Management and Optimization

Can you and your team get started with the new CRM? Then it's time for optimizations. To do this properly, the CRM maturity model can be used. This model is aimed at the structural further development of the CRM. This can be done through technical adjustments, training or workshops for employees. This takes into account the various developments in the linked channels, the marketing activities and other adjustments. Would you like to know more about this model or the possibilities of a CRM? Then take contact on!

CRM maturity model


It can be smart to call in an agency to steer your CRM implementation and optimization in the right direction. Social Brothers has a lot of experience with the implementation and integration of various CRM systems such as HubSpot, Microsoft Dynamics, Salesforce and more.

We know the pitfalls, but also the possibilities and can help you tailor your wishes and goals to a specific CRM. There is much more to a CRM implementation than can be covered in a single blog. A CRM can grow your business by positioning you more powerfully, allowing you to work smarter and more efficiently and making the most of customer data. Do you want advice about or help with your CRM implementation? Social Brothers will help you! Contact us

PatrickContent Marketer[email protected]

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