Choosing the right CRM software is a strategic decision that can shape how your business operates and grows. It’s not just about picking a tool, it’s about finding a solution that makes your business better. A great CRM doesn’t just store customer data; it transforms how your team works, communicates, and builds lasting relationships.
But with so many systems available, how do you decide which one is right for you? This guide explores nine key considerations to help you choose a CRM that supports your business goals and empowers your team to work smarter.
1. Understand What You Need It to Solve
A CRM is only as good as the problem it solves. Start by asking: What are your priorities? Are you looking to improve customer service, automate sales processes, or better manage your data? Understanding your specific needs ensures that you choose a system that adds value from day one.
Ask yourself: What frustrates my team today? What processes are slowing us down? A CRM should directly address these pain points.
2. How Well Will It Fit with Your Current Tools?
A CRM shouldn’t feel like an isolated tool—it should seamlessly connect with what you already use. If you’re working in a Microsoft environment, a CRM for Microsoft is a natural fit. Integration with tools like Outlook, Teams, and SharePoint lets your team work smarter by keeping everything connected.
Key point: The best CRM is the one that feels like part of your existing workflow, not a separate system you have to manage.
3. Make Usability a Priority
The most powerful CRM won’t help your team if it’s clunky or hard to use. Look for a system that feels intuitive and simplifies day-to-day work. Consider features like customizable dashboards and easy navigation that make the system practical, not overwhelming.
Think about: Will your team feel confident using this tool? If a CRM requires constant troubleshooting, it won’t deliver value.
4. Does It Grow with Your Business?
Your CRM needs to work for your business today—but also five years from now. Look for flexibility in user limits, features, and integrations to ensure the system can scale with your team. A system that evolves with your needs means you won’t outgrow it too quickly.
Pro tip: Ask vendors about their upgrade paths or modular features to understand how the system handles growth.
5. Can Your Team Access It Anywhere?
Work isn’t confined to the office anymore. A CRM with strong mobile functionality allows your team to access customer data, update deals, or respond to inquiries from anywhere. Whether it’s through mobile apps or web-based access, flexibility is a must.
Real-world impact: Mobile-friendly CRMs empower teams in the field to stay connected and productive without skipping a beat.
6. Does It Help with Managing Documents?
For businesses handling contracts, proposals, or customer communications, document management is a vital feature. CRMs with built-in document storage and sharing capabilities save time and reduce errors. For Microsoft users, integration with tools like Word, Excel, and SharePoint can speed up many document-centric tasks .
The time it takes to create, edit (or co-edit) and save Microsoft Office documents to the right place has a significant impact on productivity of your knowledge workers. Ask yourself: Are your organizational document templates easy to find and use? How convenient is it to save emails and their attachments to the correct records.
Practical example: A sales team can track all client documents, whether they are quotes, proposals, purchase orders and invoices in one place, ensuring nothing gets lost and everyone stays aligned.
7. How Does It Protect Your Data?
Your CRM will house sensitive customer information—so security should be top of mind. Look for systems with strong encryption, customizable access controls, and compliance with data protection regulations like GDPR. A secure CRM doesn’t just protect your data—it protects your reputation.
Key insight: Ask vendors about their data handling practices and disaster recovery plans before you commit.
8. What’s the Real Cost?
Beyond the subscription fee, think about the full cost of ownership. Consider expenses like setup, training, and potential add-ons. A CRM that appears affordable upfront can cost more in the long run if it doesn’t meet your needs or requires significant workarounds.
Ask this: Does the CRM deliver enough value—like saved time or increased efficiency—to justify the investment?
8. What Support Will You Get?
Even the best CRM will require some help along the way. Reliable vendor support ensures you’re not left scrambling when something goes wrong. Look for providers who offer onboarding, training, and ongoing support to help your team get the most from the system.
Why it matters: A CRM isn’t just software—it’s a partnership. The right support can make all the difference in your success.
How SharePortals Supports Your Business
At SharePortals, we offer more than just CRM software—we provide a solution built to simplify how your team works and collaborates. Designed to integrate seamlessly with Microsoft 365, our platform fits naturally into your existing tools like Outlook, Teams, and SharePoint, helping you streamline workflows without disruption.
Our advanced document management features allow you to centralize important files—contracts, proposals, and customer records—keeping everything organized and accessible. With robust security and compliance, you can trust that your data is protected, while customization options ensure the system adapts to your team’s unique needs.
Backed by dedicated support, we’re here to help you at every stage—from implementation to scaling. At SharePortals, our mission is to ensure your CRM is not just a tool, but a key driver of your business’s success.
Ready to explore how SharePortals can support your business? Get started today and discover the difference the right CRM can make. Book Your Call Now