What is a CRM and do I need one?

There are many tools out there that help our businesses run smoothly. And as a Systems & Tools Expert, my job is to know about them all and tell you which ones are (and aren’t) relevant to your unique business.


Not every business requires the same tools to function correctly. That is why it’s important to not to follow the crowd, but instead focus on business’ specifically needs, and work from there.


Use the below blog post to evaluate if a CRM (or Client Relationship Manager) is a tool that might benefit your business.


What is a CRM?

CRM (Client Relationship Manager) is a tool that allows you to keep track of all your clients, documenting their profile, and at what stage of the sales funnel they are at to then reach out to them with another relevant offer or service at the right time.


“Well, I just use a Excel spreadsheet for that,” I hear some of you say. That’s fine, but if you have a large client base and need to keep track of many specific details, that are updated on an ongoing basis, using a spreadsheet might get a bit messy. Additionally, if you have several people on your team, keeping track of all the conversations that have been going on can be tricky. This is where a CRM tool can lend a hand.


Common functionalities for small business CRMs:

Some standard functionalities in many CRMs are:

  • Complex client profiles: from demographic data, to what they recently purchased, this can be beneficial to know who your customers are and keep track of all their needs.
  • Email Integration: since our primary communication with clients is via email, being able to plug this directly into our email providers (like Gmail and MailChimp) can be helpful.
  • Task Management: many CRMs allow you to organize and assign tasks right in the tool. If you are working in a team and want to have full visibility on next steps, this can be very helpful to ensure no follow ups fall through the cracks.
  • Opportunity Tracking: with a large customer base, it’s easy to lose track of when is the right time to reach out to a customer. And timing can be everything. Some CRMs are smart enough to tell you which customers are at a crucial moment in the sales funnel and how to take advantage of this.


These are just some of the many features of small business CRMs.

How do you know if you need a CRM?

If you are in doubt about whether you need a CRM or not, ask yourself these questions:

  • Have you lost touch with your current client base and aren’t sure how to classify your client profiles?
  • Does your company have a team of 3-15 people who interact with clients at different points in the sales process?
  • Does your client profile information live in several different places and sometimes create problems in workflow?


If you answered yes to most of these, then a CRM can be an asset to helping you take advantage of all the client connections you’ve worked so hard to build. It will also work towards maintaining and nurturing all these relationships.


If you think a CRM would benefit you and are tired of treading through a massive spreadsheet with all your client names, let me help you out! You can schedule a free 15 min consult call with me to discuss your needs and I will point you in the right direction.