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No spoilt for choice in the election

There are several hundred CRM software systems. We help you with tips & tricks to make the right CRM choice and answer the following questions:

  • What is the best way to prepare?
  • Who’s in on the decision?
  • What should you definitely not forget?
Title for e-Book CRM selection with system from GEDYS IntraWare
Title for e-Book CRM selection with system from GEDYS IntraWare

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Who makes the CRM selection?

So that you can find a consensus for the entire company

Yes, who actually? In fact, CRM software selection is a collaborative act. There are different roles in the overall decision-making process.

CRM Manager

While management naturally acts as the primary decision maker, it makes sense to integrate a CRM manager into the corporate structure. This person should bring various qualities: a certain communicative and integrative skill as well as the ability to think across different departments. The task of the CRM manager is to establish CRM sustainably in the company, to coordinate processes and to initiate necessary adjustments.

To do this, he also needs the full support not only of the management, but also of the individual departments.

GEDYS IntraWare als Partner: Achieving more together!
GEDYS IntraWare als Partner: Achieving more together!

CRM Team

This leads us to the next piece of the puzzle. Because a CRM manager also needs a CRM team. This is made up of key users from the areas of the company to be optimized, such as sales, service and marketing. The team and manager then work together to develop the CRM goals and the criteria by which a suitable system is selected.

Engaging the actual users of the CRM software is extremely important. On the one hand, because they know best what they expect from a CRM, and on the other hand, because acceptance of the new CRM system in the company is increased enormously as a result.

CRM Consultant

A CRM consultant is an external expert who provides advice and support throughout the CRM implementation, including CRM selection. This is not a must, but it can be a big help if this is your first CRM contact or if you are dealing with a particularly complex group of key users.

CRM selection criteria

Helpful guides from CRM practice

When selecting a CRM system, you, your CRM manager, and the CRM team follow certain criteria that you explicitly define for your company and your CRM goals. Unfortunately, we cannot take this task off your hands.

But we have some inspiration for you. Read the blog article “9 questions about the CRM comparison” . Use the “CRM requirements” checklist as a guide for your requirements and conveniently compare which providers meet your needs.


CRM in the cloud or on-premise

Which is a better fit for your business?

Both variants clearly have a raison d’être. Find out about the respective benefits of “CRM as cloud or on-prem?” and “Does it come as CRM SaaS?” with the following blog articles.

On the product page “Your fast start with cloud CRM solution” you can find more details using the example of the CRM software-as-service offer from GEDYS IntraWare.

This is how you proceed with the CRM selection

After the CRM manager and team have worked out the benefits and goals of the CRM project, the actual CRM selection process begins. The following steps can serve as a guide.

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Kickoff Workshop

At the kickoff, the manager and team define the specific requirements for your CRM system.

What are the technical requirements? Which functionalities do the users in the company need to optimize the processes? What is a must and what is nice-to-have?

Finally, you record all this in a specification sheet.

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As soon as the specifications have been drawn up, the search for possible CRM providers begins. Some you will already be able to exclude based on the parameters set. You should limit the resulting long list of potential vendors to a realistic number. Because the next step is to send them your specifications to get quotes. You then need to comprehensively sift through and compare the offers.

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Short List

With the help of the offers, you further narrow down your previous selection. Then make appointments for the software presentations. Do not underestimate this phase: we recommend only one per day, but all appointments should take place in a period of five to seven days so that you keep the important things in mind. For orientation: Limit yourself to a maximum of three to five providers.

Costs and benefits in CRM selection

How much should your CRM cost?

What price it should not exceed in any case? Of course, the budgeting of the project also proves to be helpful in the CRM selection. This information can already help you sift out during the vendor research. As a rough guide, €3,000 per user including training can be calculated.

Find key figures for measurable CRM success

Also, consider in advance how you will measure the ROI (return on investment) of your new CRM system. Since each CRM brings different optimizations from company to company, this calculation is not so easy to generalize. However, success can certainly be measured on the basis of certain key figures. Use our “ROI checklist” for this purpose

You should not forget this when selecting CRM!

Important points that you should clarify with CRM providers in advance.

CRM experience

Even though innovation and up-to-date functionalities are definitely important criteria for CRM system selection: Don’t forget the value of an experienced CRM provider. He or she may have already managed projects in your industry.

With the help of a comprehensive wealth of experience, any obstacles can be identified and circumvented in advance. Helpful tips and tricks pave the way to happy CRM project completion.

CRM licenses

For budgeting purposes, you should know how many users there will be in your company.

After all, the number of licenses required and their flexible scaling could be a significant criterion for your selection.

Service & Support

Even the best CRM system can be stubborn once in a while and not want what you want. That is why it is important to be able to rely on appropriate service and support in an emergency. And preferably without horrendous bills. Therefore, clarify ahead of time what scope can be offered to you for what price.

Data formats

You should also pay attention to what happens to your data in the event that your contract is terminated. In which exchange format can you access your data? Is this format also readable for software alternatives to which you might want to switch?

What happens after the CRM selection?

This is what you already need to know about the CRM implementation

After selecting your CRM system, a big piece of work is already done. From now on, the ball is in the court of the provider of your choice. Nevertheless, it is worthwhile to have an idea of the coming steps for planning the whole project.

See the CRM selection in context

It is important to see the CRM selection as part of the Introduction of a CRM system to see. Our blog article will help you with this “7 Phases of CRM Implementation.”. No matter which choice you make: Maintaining and regularly re-evaluating your CRM system is half the battle on your path to CRM success. The various stages from strategy to selection to go-live are summarized in this e-book: In 15 Stages to CRM.

Request the free e-book
CRM selection with a system
and find the right CRM!

Title for e-Book CRM selection with system from GEDYS IntraWare
Title for e-Book CRM selection with system from GEDYS IntraWare

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Guarantee logo: GEDYS IntraWare data protection according to GDPR, long version
Guarantee logo: GEDYS IntraWare data protection according to GDPR, long version