Switching CRM or standing still: when is it worth switching?

Why switch CRM?

Moving from CRM to a more complete solution is a common thing that companies evaluate all the time. And there are always a number of reasons involved.

It could be due to the expansion of the sales team. To be able to centralize a greater amount of information. Reduce operating costs. Optimize routine and increase productivity. Among so many other reasons.

While many reasons are compelling for a switch, companies often don’t.

They are content with the CRM they currently use. Even if it doesn’t meet current needs, future ones and has a high cost.

At first glance, switching CRMs may seem risky. And also laborious.

But without the centralized data, without the team being able to produce the power, does it really make sense to stand still?

Today’s article lists some of the reasons companies choose to switch from CRM rather than becoming stagnant.

Are we going to understand each one of them?

Good reading!


4 reasons your business might consider switching from CRM

Switching from CRM doesn’t have to be a headache for any company. Of course, this is an important decision making.

Therefore, it is necessary to be clear about the benefits that this exchange will bring to the day-to-day of business.

And also how the sales team can benefit from it. After all, she is the one who will use the tool day by day, right?

So, to help with the mission, here are 4 reasons to change your CRM instead of standing still.

Check out:

1 – Activity reports for each user

The activity reports of each of the users provide transparency for the manager to understand how the team actually uses CRM.

For example, understand the amount of emails sent to be able to close a sale. Or made calls.

All of this is to have the clearest sales metrics. And also to understand the business’ sales cycle.

It is vital here that sellers actually use the system every day. That all activities carried out are registered within the CRM.

So the data will be really faithful.

It is important to note that each seller (and SDR) must be responsible for filling in their information.

Only then will it be possible to carry out a fair and focused performance evaluation on each person and team.

If your team finds it difficult to use CRM, it might make sense to consider a change.

After all, the software needs to be user-friendly and easy to use for everyone on your sales team. If not, what sense does it make?

2 – Triggers for step change

A determining factor in a sale is knowing when the lead should move to the next step in the pipeline.

Having a really complete and set up sales funnel is a game-changer. It is the factor that determines the success or failure of negotiations.

For this, be clear:

  • the phases of the funnel;
  • responsible for each of them;
  • activities;
  • automatic actions;
  • integrations.

And the main thing: what action the lead needs to take to trigger the step change. It could be the opening of an email. Downloading a material.

Determine. Evaluate. Measure. And review if necessary.

Is it a Good Time to Get a House?

3 – Problems with lack of information

One of the main reasons for using a CRM is to centralize the relationship with the customer. It couldn’t be different, of course.

With the repetition of days and sales predictability, it is common for companies to have increasingly faithful and accurate information about their customers.

  • Your pains;
  • Your challenges;
  • Time to decide on the purchase;
  • Average ticket ;
  • Objections, etc.

However, there are times when sales slowdown. There are a few reasons for this.

  • Lead generation efforts may not be working;
  • Your team is working with incomplete customer information.

If the last reason is the true one, it could be that your CRM is not receiving data from the integrated tools.

The solution might be to opt for a sales system that has native integrations.

Thus, the main platforms that your company uses receive, without depending on third parties, the information in an accurate and agile way. No gaps.

4 – Internal engagement

CRM should not be blamed for slow sales growth. But, of course, a basic software that has low adoption by your team, will undoubtedly affect the business.

If sales are down, maybe it’s time to talk to your team. To hear what they have to say.

A quick chat for bringing up some revealing data. Especially in relation to the time it takes your team to complete the CRM, for example.

A good tool automates this data entry. Streamlines the sales routine instead of complicating it.

If your team doesn’t feel the technology is helping, then maybe it’s time to move from CRM.

Ask the right questions to understand why change from CRM

Moving from CRM isn’t something overnight. Nor will it ever be. To make the right decision, it takes planning and research.

Still, there are other factors that will play a role in making the new system really improve the company’s sales process.

It’s a set of features + vendor support + training + internal engagement.

Therefore, supporting this change in data is vital.

To make an objective assessment, consider a few questions before switching from CRM.

Such as:

What are the current and long-term costs if I don’t switch from CRM?

Calculate subscription and support fees charged by your current CRM vendor.

Take this into consideration especially if the amount is paid in dollars. In times of high exchange rate, it is an even greater weight, right?

So, has this expense remained constant over time? If it increased, by what monthly and annual percentage?

Is a significant increase expected one year from now? Take all of this into account and add to the CAC, obviously.

How is the total cost of a change?



Now is the time to gather information from other CRM vendors. Consult not only the plans, but also take into account other costs.

Consider the opportunity to reduce costs with other tools your team uses that are within this new CRM.

One of the factors for not being able to close sales is having decentralized information.

So does the CRM you’re quoting allow you to reduce the use of external tools and centralize data itself?

What is the cost of implementation and training?

If your data structure isn’t as voluminous, switching from CRM can be a painless experience.

However, years of relationship and information to map can complicate things.

Someone needs to export, clean and import the data. So some questions arise from that.

Your team will need ongoing training and guidance. Measure the price of this as well before making decisions.

How will the change affect revenue and productivity?

To answer this question, you need to base yourself on what your team is able to produce today. That is, on some complete data.

For example, let’s assume that your current CRM doesn’t have integration with any marketing automation platform.

Talking to your team, you estimate that, with the integration, they will save up to 20 minutes a day. Why? Because they will no longer fill in data manually.

So, let’s say your team has 25 salespeople, calculate:

20 minutes per day x 25 salespeople x 260 business days in the year = 130,000 minutes. That is, more than 2,100 hours of work saved in the year and that your team can focus on… SELL!


This is a calculation that makes sense and shows that switching CRM is the right choice.

Do this with other activities your team currently does.

  • Write emails;
  • Write proposals;
  • Log calls, etc.

The account needs to close in your favor.

Make an informed, data-based decision

In the end, there is no ready-made formula for you to follow and switch from CRM in a completely secure way.

However, it is up to managers to make sure of everything they can. Check all possible data and do the most thorough research you can.

By doing this, the company will have a well-trodden path. A firm foundation for making this business-critical decision.

So, how can we help you.

Enjoy and read two articles that will help you make the best decision in terms of CRM.

The first talks about the benefits and why do process automation in sales.

The second covers the types of funnels that a good CRM allows you to create.

Good sales!

The Best Real Estate Payment Portals: How To Measure Their Performance.