Finding the Ideal Client Management Software

Quynh Pham | 18/07/2024

Finding the Ideal Client Management Software

Did you know that:

Can the use of client relationship management software (CRM) boost conversion rates by up to 300%?
78% of salespeople believe that their CRM improves the alignment between sales and marketing.
91% of businesses with ten or more staff make use of a CRM system, and 45% of businesses claim that using CRM software enhances sales income. (Zippia)

The use of CRM isn’t only ubiquitous, it has become an essential tool to connect with customers effectively. It can become challenging, however, to find the proper CRM software that solves all your pain points while boosting the organization’s bottom line. Looking for a solution in today’s saturated tech market seems like a hassle.

Worry not, as this article has got you covered. We will go back to the basics before moving to every nitty-gritty detail that you need to know before making the final call of choosing the ideal client management software.

Key Takeaways:

Client management software is the bridge that connects organizations to customers. More than simply storing and analyzing data, CRMs allow businesses to track and make use of any and every client interaction.
There are three types of CRMs to choose from: operational CRM, operational CRM, and analytical CRM.
Choosing a CRM starts with knowing your business’ needs, establishing criteria to narrow down the most suitable CRM vendors, and testing the system before making the final call.

What Is Client Management Software?

Client management systems, or client relationship management software (CRM for short), is a specialized application designed to monitor and analyze interactions and data throughout the whole customer lifecycle. This software type acts as a centralized hub for storing and organizing all client-related information, including contact details, communication histories, purchase records, project timelines, and progress updates.

Types of Client Management System

Depending on business goals, there are three types of CRM software to choose from.

Operational CRM

This type of CRM is designed to streamline and take care of every customer’s touchpoint. This involves sales, marketing, and customer service. With an enhancement to the customer’s journey, operational CRM is a strategic tool to enhance customer acquisition and retention.

Operational CRM Key Features

Marketing Automation. Taking care of customer interaction means not letting any lead slip from the marketing funnel. With the customer data in hand, the CRM targets a specific audience with emails, digital ads and texts. The act of purchasing or visiting a landing page might trigger the lead nurturing process.

Sales Automation. Depending on the customer’s action, the sales team is assigned strategic communications during specific points in the sales pipeline. This data is collected to improve lead management and produce sales forecasting reports.

Customer Service Automation. Handling customer requests should always be your top priority, but it can easily get overwhelming. Hence, including an AI-powered chatbot, automated email replies, or live chat, will make sure your client is always well taken care of.

Contact Management. The CRM will capture information about your customer and allow you to manage customer data on a central data hub. The process is hassle-free and allows the sales team to carry on the conversion from any point.

Collaborative CRM

Collaborative CMS, just as its name suggests, aims to enhance collaboration by uniting marketing, sales, and customer service departments. The CRM serves as a centralized customer data platform that facilitates communication across departments, vendors, and other relevant stakeholders.

Collaborative CRM Key Features

Interaction Management. This feature tracks all of the customer’s touchpoints. As a result, all customer-facing teams have access to a comprehensive view of client interactions and areas of improvement.

Channel Management. Staff can communicate with customers easily via the customer’s preferred channels – email, social media, or even phone calls using this feature. This ensures constant and consistent customer engagement.

Document Management. This feature aims to eliminate the need to shuffle through multiple folders looking for necessary documents, as it is a centralized repository that stores all crucial documents.

Analytical CRM

In addition to managing client relationships and fostering collaboration, CRMs are also used to analyze data for valuable business insights, resulting in more confident decisions from businesses.

Analytical CRM Key Features

Data Mining. With the use of machine learning and data analysis techniques, data mining is used to uncover patterns and trends in client behavior and market and solve problems and bottlenecks in sales processes,

Customer Segmentation. Client data isn’t left as is but they are grouped based on several criteria, like buying behaviors or preferences. As a result, teams can deliver a more personalized experience.

Sales Forecasting. Data analysis plays a role in predicting future sales so teams can prepare accordingly in terms of staffing or inventory.

Constructing Buyer Personas. Data is used to craft a detailed profile of the customers so teams can produce effective marketing campaigns.

Is It Possible to Use Multiple CRM Systems?

Yes, it is!

In fact, a lot of businesses use more than one type of client management tool to achieve their goals. It ultimately comes down to the company’s preferences and requirements.

Some organizations find using multiple systems a hassle, so there is always the choice to custom-build your choice of CRM software. There is no best client management software, only the one that fits the most snuggly with your business needs. No two organizations are the same, but here are a few tips to help you decide which client management system might be the best choice for you.

Operational CRM is the way to go if your business has a lot of routine tasks on a large scale. In other words, this is the best choice if your business has linear sales processes.
Collaborative CRM might stand out to you if your marketing and sales teams work in different locations, several departments are independently involved in the interaction with prospects or if you mostly meet your customers online.
Analytical CRM will sound the most appealing to you when your business puts a lot of emphasis on data-driven decisions.

Client Management Software Vs. Contact Management Software

At first glance, client management software and contact management software seem similar. However, as discussed earlier, client management systems don’t simply store data; they are centralized data hubs that relevant stakeholders access to gain insights into customer relationships and sales pipelines while tracking any and every customer interaction. Contact management software, on the other hand, solely stores and organizes information. It lacks features for a more in-depth, analytical look into the client management process or business operation.

Contact management systems are suitable for smaller organizations. Larger ones with complex project management and sales processes need professional client management tools to operate efficiently.

Choosing The Most Suitable Client Relationship Management Software

Assess Business Needs

Let’s start with your business and your needs. It only makes sense to get a client management system when you know why you need it, and what you need it for. Put serious thoughts into this first step, as it narrows down your options significantly.

What

What are your business’ demands and objectives when it comes to CRM?
What is your budget?
What are the must-have features of your desired CRM? (Marketing analytics, performance tracking, contact management, client communication management features, etc.)
What are the current bottlenecks?

How

How will the CRM elevate the sales process or help your business increase profits?
How many team members need this customer relationship management tool?

Why

Why do you need a CRM? Is it to boost productivity or make your business more organized?

When

When do you want the CRM to be ready to go? Remember, the tool wouldn’t be much use if it took a year to implement. If you are struggling with this step, read our step-by-step guide on how to implement your CRM system.

Keep peak seasons in mind, too, as it takes time to implement a new system and for the team members to get used to it.

Find A Vendor

The next step is to find a suitable CRM software provider. Similarly, prepare a list of answers to a list of questions for your potential vendors.

Experience

Do they have relevant industry experience?
What does their reputation look like?
Are there any customer testimonials?

Product

Does their product have a demo version or free trial?
Do they have product training available, e.g., training videos or e-learning courses?
Does the product meet all your feature needs at present and in the future?
Does the system adhere to standards and regulation laws, like the EU’s GDPR?
Can you integrate the system into your current systems?
Is it mobile-friendly?

Customer Services

Do their product support services meet your needs? (Chat, ticketed support, call center)
Do you need a low-touch, no-touch, or dedicated account representative?
Do they offer any counseling services in custom projects?

Research Solutions

Conduct in-depth research regarding organizations with track records in the industry. Here is our recommended list of top CRM software that you can start from:

Salesforce

Salesforce provides users with a variety of tools to connect with customers. Its key features include:

Contact management
Opportunity management
Quote management
Einstein AI

Salesforce’s extensive features and automation make it an attractive choice for many businesses. However, the comprehensive feature set can become complicated and even pose a steep learning curve for beginners.

Monday.com

Another useful tool that provides users with an extensive set of features and functions. The system offers rule-based automation to simplify tasks and hundreds of project templates. If you’re looking for free client management software and work alone or with a partner, Monday.com is a great choice. However, you can only time track in Pro plans; the mobile app isn’t as intuitive, and the filtering leaves more to be desired.

Zoho

The last name on the list is Zoho. Compared to other client management solutions, it is more affordable while still offering customization and integration options for businesses. It is also user-friendly. However, with more than 50 Zoho applications that integrate with CRM, users can find the app complex and overwhelming.

Test Solutions

Don’t rush through the process; spend time testing each management system. Arrange for trial periods and get feedback from the teams that will use it in the future.

Make the Final Call

After the trial period and thorough assessment, redefine your priorities once again. What are the absolute must-have features that your business’ CRM must have? Did you find the key insights and reports the CRM provided useful and actionable? What are the future features that your business might need? Can the CRM grow alongside you? Are you paying for features that you don’t use?

If you have evaluated every possible aspect and are still pondering, choose the best deal for your budget.

Find Your Business Success with The Right Client Management Software

CRMs have become an integral part of many companies’ success. However, you shouldn’t rush and choose one blindly without properly evaluating the tool.

If you can’t find the right CRM that meets all your criteria, build one tailored just for your business. Orient Software offers custom development services, talented teams of dedicated software developers, and more. No matter what services, our team puts 110% effort into making sure that we deliver you with the best possible product. Contact us today to find your ideal client management software!