Professional Documents
Culture Documents
CRM Playbook
CRM Playbook
Follow this playbook to implement a CRM program that engages your customers,
generates sales, and provides accurate reporting for your executives.
Table of Contents CRM PROGRAM
Framework 03
Maturity Model 04
Introduction 05
stage
4 Implement CRM System 19
stage
6 Optimize CRM Program 26
Conclusion 28
Sales & Marketing Maturity Map Vendor Evaluation Program Prioritization Qualified Lead
Alignment Report Tool Definition Tool
Evaluating Hosted
CRM Guide
Importance of Social
CRM Guide
Creating a Business
Blog Guide
STAGE 4 - World-Class
STAGE 3 - Mature
STAGE 2 - Progressive
STAGE 1 - Undefined CRM System Integrated with
Other Business Applications
CRM System in Place
Contact Database Used Opportunity Funnel is Accurate,
No CRM System Reps Manage Opportunity
Ability to Forecast
Funnel in CRM System
Reps Manage Opportunity
Reps Manage Opportunity Funnel in Contact Database but Lead Source Tied to Sales to
Funnel in Excel or Not at All Reporting is Inaccurate Lead Sources at Mostly Known
Determine Campaign ROI
Lead Sources Are Unknown Some Lead Sources Known Sales Process Is Mapped to
Sales Process is Repeatable
Buying Process and Opportunity
and Measurable
Funnel in CRM
Sales Process Is Not Defined Sales Process Defined but Not
Mapped to Buying Process Success Metrics Are Managed
Success Metrics Tracked
Success Metrics Are Unknown Closely to Get Reps Performing
and Not Tracked Success Metrics for Top
Performing Reps Are Known Opportunity Win Rate Is 15%+
Opportunity Win Rate is 20%+
Opportunity Win Rate Is Less
than 10% Opportunity Win Rate Is 10-15%
Introduction
Plan the results of your program and foster an 2. Highly Customizable and Configurable
environment of continuous improvement 3. Easy to Integrate with Third-Party Systems & Applications
CRM PROGRAM 5
1 2 3 4 5 6
Prepare For CRM Program Select a CRM Implement CRM Roll Out the Optimize CRM
CRM Planning System System System Program
Introduction
CRM PROGRAM
Overview
Analytics Dashboards & Reports Campaign ROI Data Quality/Integrity Performance Metrics
Integration Finance & ERP Marketing Automation Service & Support Partner Relationships (PRM)
CRM PROGRAM 6
1 2 3 4 5 6
Prepare For CRM Program Select a CRM Implement CRM Roll Out the Optimize CRM
CRM Planning System System System Program
Introduction
or more of the firms who report getting most or all the benefits
89% from their marketing systems achieved their revenue goals. Stage 5 - Roll-Out the System
CRM Admin Job Description, Training Plan, User Guide or
Playbook
CRM PROGRAM 7
CRM PROGRAM
STAGE 1
STEP 1 STEP 2
Learn CRM and Social CRM Best Practices Conduct a CRM Readiness Assessment
Read the Develop Customer-Centricity with CRM and Use the CRM Readiness Assessment to identify your
The Importance of Social CRM How-to Guides to get up organizations’ preparedness to create and implement a CRM
to speed on current thinking about how to implement a business strategy and system.
modern CRM program.
DEVELOP
CUSTOMER-
CENTRICITY VIEW RESOURCE VIEW RESOURCE
WITH CRM
How-to Guide
CRM PROGRAM 9
2 3 4 5 6
Introduction
1 CRM Program Select a CRM Implement CRM Roll Out the Optimize CRM
Planning System System System Program
Prepare For
CRM
STEP 3 STEP 4
Assess Sales & Marketing Alignment Build Customer Profiles
Use the Sales & Marketing Alignment Tool to identify Use the Customer Profile Tool to personify your key
existing alignment, issues, and opportunities to improve types of customers that you envision organizing your CRM
alignment between the Sales and Marketing departments. strategy and system around.
CRM PROGRAM 10
2 3 4 5 6
Introduction
1 CRM Program Select a CRM Implement CRM Roll Out the Optimize CRM
Planning System System System Program
Prepare For
CRM
STEP 5
Gauge Customer Satisfaction Level
Action Item
VIEW RESOURCE
CRM PROGRAM 11
CRM PROGRAM
STAGE 2
STEP 1 STEP 2
Create a CRM Program Strategy Scorecard Prioritize CRM Programs & Integrations
Use our CRM Program Strategy Scorecard to provide Use our CRM Program Prioritization Tool to evaluate CRM
senior management with a one-page document that programs and integrations and identify which programs
clearly outlines your plan of attack. and integrations your organization should focus on first.
CRM PROGRAM 13
1 3 4 5 6
Introduction Prepare For
2 Select a CRM Implement CRM Roll Out the Optimize CRM
CRM System System System Program
CRM Program
Planning
STEP 3 STEP 4
Develop a CRM Requirements Roadmap Write a CRM Project Charter
Use our CRM Requirements Roadmap to define your Use the CRM Project Charter to plan project deliverables,
current requirements and plan for CRM platform system scope of work, and duration; estimate timelines; and define
integrations and requirements that are deemed “nice-to resource roles required, plus establish contingencies.
have” over a 3 year period.
Why is building a CRM Roadmap a critical exercise? Sections of your project charter should include:
Scope – it can take years to integrate all customer systems Project Overview Project Stakeholders
Resources – integrations can be very costly Description Communications Plan
Focus – It’s easy to get distracted with multiple integrations Key Success Factors Decision Rights
Momentum – It’s better to build functionality incrementally Risk Identification Approval
Quick Wins – CRM projects often fail to add value quickly
CRM PROGRAM 14
1 3 4 5 6
Introduction Prepare For
2 Select a CRM Implement CRM Roll Out the Optimize CRM
CRM System System System Program
CRM Program
Planning
STEP 5 STEP 6
Define CRM Project Schedule Build a CRM Business Case
Use the CRM Project Schedule to plan project delivera- Use the CRM Business Case to convince senior manage-
bles, scope of work, duration, estimate timelines, define ment that pursuing a CRM program makes financial sense
resource roles required and contingencies. for the organization.
Sections to include in your project schedule: Sections of your business case should include:
Milestones End Date Executive Summary
Task Deliverables Predecessors Opportunity Overview & Key Success Factors
Duration Resource Roles Assumptions & Decision Making Criteria
Start Date Business Impact Analysis
Risks & Contingency Plans
Recommendations
CRM PROGRAM 15
CRM PROGRAM
STAGE 3
STEP 1 STEP 2
Learn About Benefits of Hosted CRM Research Potential Vendors to Shortlist
Read our How-to Guide: Evaluating Hosted CRM to learn Contact Demand Metric to get an unbiased opinion on which
more about why organizations are increasingly consid- vendors to consider for your shortlist, or conduct research
ering and implementing hosted or cloud-based CRM independently to build a shortlist of 4-6 vendors to evaluate.
systems.
EVALUATING
HOSTED CRM VIEW RESOURCE VIEW WEBSITE
How-to Guide
What is a ‘Hosted’ or ‘Cloud-based’ system?: Where can you find good technology research on CRM?
Software-as-a-Service (SaaS) Model Info-Tech Research Group is a technology research firm that is
Subscription-Based Pricing very well respected in the industry and is the firm where many
of Demand Metric’s senior leaders started their careers in the
Database Hosted by Vendor Analyst industry. Info-Tech has an excellent set of research and
Accessible Online from Any Internet Connection tools for CRM vendor selection for both Small Businesses and
Has an API to Integrate Third-Party Systems Large Enterprises.
Often Offer Month-to-Month Contracts
CRM PROGRAM 17
1 2 4 5 6
Introduction Prepare For CRM Program
3 Implement CRM Roll Out the Optimize CRM
CRM Planning System System Program
Select a CRM
System
STEP 3 STEP 4
Create a CRM System RFP & Invite Bids Evaluate CRM Vendors from Shortlist
Use the CRM System RFP Template to document your Use the CRM Vendor Evaluation Matrix to compare,
requirements for a CRM system and then send this to your evaluate, and select the CRM system vendor that is the
shortlist of potential partners to get some proposals. best fit to deliver on your unique requiremets.
What goes inside a request for proposal (RFP)? Sections of the vendor evaluation include:
Company Information General Requirements
Statement of Work Technical Requirements
Proposal Submission Procedure Contact Management
Score of Work & Requirements Customer Service & Support
Estimated Budgets Marketing
CRM PROGRAM 18
CRM PROGRAM
STAGE 4
STEP 1 STEP 2
Contract a CRM Consultant Prepare & Migrate Business Data
Contact Demand Metric for help or use the CRM Export data from existing systems, spreadsheets, and other
Consulting Services RFP Template to outline the services data sources into a file that you can de-duplicate, cleanse, and
you will require to implement the CRM system you have prepare for importing into your new CRM system.
selected.
Why is Data Quality so crucial?
CRM PROGRAM 20
1 2 3 5 6
Introduction Prepare For CRM Program Select a CRM
4 Roll Out the Optimize CRM
CRM Planning System System Program
Implement
CRM System
STEP 3 STEP 4
Map Business Processes Configure CRM System
Use the Lead Qualification Process Diagram to map out Configure your CRM system to include custom data fields
your business process and workflows for allocating leads for your leads, accounts, and opportunities; then build
to sales reps. custom views, workflows, and reports for senior manage-
ment to gain visibility.
CRM PROGRAM 21
1 2 3 5 6
Introduction Prepare For CRM Program Select a CRM
4 Roll Out the Optimize CRM
CRM Planning System System Program
Implement
CRM System
STEP 5
Integrate Third-Party Systems
Action Item
VIEW RESOURCE
CRM PROGRAM 22
CRM PROGRAM
STAGE 5
STEP 1 STEP 2
Define CRM Admin Responsibilities Train Sales & Support Staff
Use the CRM Administrator Job Description to define Use the Sales Playbook Template or build a user guide and
the specific role and responsibilities for CRM administra- training manual to document, with screenshots, how sales
tion and policing. Next, hire or formally move an internal and support users are to update the CRM system following
resource into the position. client interactions.
SALES
VIEW RESOURCE PLAYBOOK VIEW RESOURCE
Template
What are some of the CRM Admin’s key functions? CRM System Roll-Out Timeframes:
Train Business Users on Using the System Weeks 1-2 – Roll out to a Pilot Group of Users
Building Custom Reports Week 3 – Update CRM Based on User Feedback
Assisting with Third-Party System Integrations Week 4 – Roll out to All Users
Ensure Accuracy of Data in the System Week 6 – Update CRM Based on User Feedback
Measuring Adoption Rates of Users Week 7 – Identify User Adoption Rates
Configuring System as Required Week 8 – Ensure All Users Have Adopted System
CRM PROGRAM 24
1 2 3 4 6
Introduction Prepare For CRM Program Select a CRM Implement CRM
5 Optimize CRM
CRM Planning System System Program
Roll-Out the
System
STEP 3 STEP 4
Train Marketing Staff Train Senior Management
Show Marketing users how to execute campaigns with Train senior managers on how to view and build custom
the new CRM system, and ensure they understand how reports, dashboards, and forecasts to provide them with
to import new leads and accounts without creating dupli- visibility into the sales pipeline and customer account base.
cates in the system.
Important training points for Marketing users: Common reports & dashboards to build for senior management:
Lead Source – how to tag leads by first touch campaign to Opportunities – stuck opportunities, sales to date vs. last
track ROI on marketing campaign investments month/year, opportunity pipeline, opportunities by product
Campaigns – how to track opportunities generated and won Accounts – customer segments, size, industries, geographic
to determine cost per customer and ROI locations, new accounts, partner accounts
Email Templates – how to configure/build standardized email Leads – leads by source, lead status, lead history, leads with
templates for the sales reps to use no recent activity
Importing Leads – how to import new records into the system Sales – sales by partners, sales by reps, sales by lead source,
correctly to ensure no duplicates are created sales by account
Data Updating – how to update existing records in the system Support – total open cases by agent, total cases created, solu-
with additional data such as employee/revenue size tion history report, cases with solutions
Lead Qualification & Allocation – how to properly qualify and Campaigns – campaign ROI analysis, campaign revenue,
allocate leads systematically with a repeatable process campaign leads
CRM PROGRAM 25
CRM PROGRAM
STAGE 6
STEP 1 STEP 2
Build a CRM Program Metrics Dashboard Perform a CRM Maturity Assessment
Use the CRM Program Metrics Dashboard to track your Use the CRM Maturity Assessment to identify how well
metrics from your CRM program to generate a dashboard your CRM program is progressing and identify areas to
of charts for communication and reporting. improve your operations.
Following are some key metrics you want to analyze: This assessment evaluates the following success drivers:
Net New Customers Data Integration Business Intelligence
Customer Retention Rate Customer-Centricity CRM Analytics
Database Size Business Goal Alignment Touch-Point Integration
CRM Adoption Rate Customer Satisfaction Process Maturity
Customer Strategy User Training/Support
Knowledge Creation User Adoption
CRM PROGRAM 27
CRM PROGRAM
Conclusion
At the end of any project, it’s always a good idea to review it and identify
areas for improvement.
Demand Metric has the tools and expertise to help you build an effective
CRM program:
Create or audit your existing CRM strategy plan and systems
Assist with using any of the tools referenced in this playbook
Provide hands-on marketing assistance to accelerate achieving your
marketing department’s goals.
www.demandmetric.com
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