Sticking with an outdated CRM is like using a flip phone in the age of smartphones – it might technically work, and hey, we’re not knocking the Motorolla Razr (some of us even had the pink one) but it’s holding you back in ways you don’t even realise. CRM systems are like the backbone of strong customer connections, but even the best technology can need an upgrade. Don’t let nostalgia keep you stuck, your business deserves better!
With the CRM software market projected to hit $156.3 billion by 2032 and the rise of AI transforming how businesses interact with customers, things are evolving fast.
Why businesses get stuck with outdated CRM systems
So why are so many businesses stuck with outdated CRM systems? Blame it on the usual suspects – worried about the price tag, fear of complexity and potentially the dreaded disruption factor. But, here’s the truth, as your business grows, so should your CRM and an obsolete one can do more harm than good, dragging down productivity and not saving you money – just costing you valuable opportunities.
Most CRM systems were built to serve yesterday’s priorities. A system designed in 2013 to drive revenue might not cut it for a 2024 strategy focused on profitability and customer retention. As leadership evolves, KPIs shift, customer expectations grow increasingly demanding, and the need for smarter, more adaptive solutions becomes clear.
Signs Your CRM System is Outdated
It’s easy to get stuck in the comfort zone of an old CRM system, if yours is more of a hindrance than a help, it’s time to upgrade. Here’s how to spot the signs, it’s time to say goodbye to your outdated system and confidentially embrace a new one.
Slow Performance and Outdated Interface
If loading a customer profile takes longer than brewing a cup of coffee, or your user interface feels hard to navigate your CRM system may be outdated. Beyond just the performance, if your interface looks like it was designed in the early 2000s, complete with tiny bottoms and confusing menus, team members just won’t enjoy using it. With businesses increasingly reliant on speed, slow performance and clunky navigation are productivity killers. Time to ditch the digital dinosaur and upgrade to something that works before your coffee gets cold.
Low User Adoption Rates
Ask your employees what they think of their CRM. If your team prefers spreadsheets, sticky notes or worst-case scenario – sheer memory, it’s a massive red flag and it’s clear it’s more of a burden than a tool. A modern CRM should make lives easier, not harder.
And do you want to know the real cost of a CRM that no one uses? Missed follow-ups, Inconsistent customer experience and Inefficiencies that lead to more time spent searching for data rather than engaging with customers.
Lack of AI and Automation Capabilities
Ai-powered CRM systems are making a huge transformative shift for the sales industry, with predictive analytics, automated workflows and AI-driven insights. AI can identify leads and automate those tedious tasks, so if your CRM lacks AI and automation capabilities, you really are heading for the dark ages!
Does this scenario sound familiar? A marketing team manually sorts customer data to create segments and run campaigns. This manual process takes hours that could be spent on creative work or strategy development. Imagine a CRM that does it all for you. Bliss.
As a CRM agency, we are platform agnostic and can recommend CRM systems that integrate AI-driven features, and machine learning algorithms to help your sales team stay one step ahead. You can take a look yourself at our technology partners here.
Data management challenges
If your CRM is essentially a dumping ground for outdated, duplicate and incomplete data, it is more a “data cemetery” than a “data goldmine”. A modern CRM should offer data cleansing, deduplication and intelligent insights. If your system is merely just storing information without providing actionable data, it’s definitely time to upgrade!
A CRM with incomplete customer data leads to confusion, as sales representatives waste time trying to track down missing information. Incorrect or outdated contact details might result in missed sales opportunities.
Never fear, we can help here! We offer data-cleansing capabilities to ensure that only relevant and up-to-date information is stored, helping eliminate duplicates and maintaining accurate records. Its smart deduplication feature automatically identifies and removes redundant data, ensuring integrity and efficiency.
Poor Integration with Other Tools
Marketing teams work on one platform for email campaigns, and sales teams work on another for tracking leads. When both systems don’t sync, fragmentation and delays take over. It’s like trying to fit a square peg into a round hole. It doesn’t work.
If your CRM system does not seamlessly integrate with marketing, sales, and customer service tools, you are pretty much forced to manually transfer data between systems (I shudder as I write this) it opens so many doors for errors!
Here we WeDoCRM we support native integrations with a wide range of tools like social media platforms, e-commerce sites, and email automation systems, creating a unified ecosystem. It’s time for your CRM system to play nice with other tools.
Difficult or limited reporting and analytics
If generating reports requires a PhD in data science (or you’re stuck exporting everything to Excel), your CRM is outdated. When teams spend hours manually compiling data, formatting spreadsheets, and building charts, they’re wasting valuable time that should be spent on strategy, not number-crunching.
Without easy access to relevant insights, your team is forced to rely on gut instinct rather than data-driven decision-making. Missed opportunities and inefficiencies are used. This level of manual effort isn’t just frustrating – it‘s completely unnecessary.
A modern CRM should empower you with real-time, customisable dashboards and intelligent analytics, helping you make smarter, faster decisions with confidence while eliminating tedious data management.
Security and compliance risks
If your CRM isn’t compliant with modern security and compliance standards let’s say, (GDPR and CCPA) it just became very serious for your business. Data breaches aren’t a joking matter: for instance, customer data is kept in your CRM without encryption; thus, when a breach happens, it gets exposed. Your CRM also lacks a clear procedure for deleting data or managing consent.
The security of your CRM should be quite strong to avoid breaches and unauthorised access. Some of the key features to look out for include:
- End-to-end encryption – meaning data is secure both while in transit and at rest
- Multi-factor authentication (MFA) – providing extra security beyond passwords
- Role-based access control (RBAC) – limiting sensitive data access by user role
- Audit logs – Tracks every user action for accountability and security monitoring
Making the Transition to a Modern CRM
Changing over to a new CRM needn’t be difficult. Here‘s how to make the transition easier:
- Assess Your Needs: First, determine what you are not getting from your current CRM; then, consider exactly what you‘ll need in a new one.
- Select a Scalable Solution: Choose a CRM that will grow with your business while working with your current tools.
- Seamless Migration: Engage with a specialist who makes migrations seamless and non-disruptive to the everyday function of one’s business. (Cough WeDoCRM cough)
- Train Your Team: Invest in team training to help them get acquainted with the system.
- Constantly Update: Every once in a while, revisit your CRM by upgrading it as per your shifting business needs.
- Contact WeDoCRM: your team of CRM experts who day-in and day-out have to deal with everything CRM-related, for large international companies such as MoneySuperMarket, Volvo, and Warner Hotels.
How WeDoCRM Supports Your Entire Transition
By recognising the warning signs, you’ve taken the first step. But where to start you may ask? From CRM selection and migration to training and ongoing optimisation, WeDoCRM provides full-service support, making the entire process easier for your team. We’re here to ensure you not only choose the right CRM but also get the most value out of it every step of the way.
Ready to get started?
- Not sure which CRM to choose? Check out our blog on how to choose the right CRM system.
- Planning a CRM migration? Don’t miss our CRM migration checklist for success.
Contact us today, we are looking forward to hearing from you.
