Most businesses today rely on a CRM (Customer Relationship Management) system to manage customer interactions, sales pipelines, and workflows. But let’s be honest—most CRMs don’t fit how businesses actually work or how to find a CRM that works for their needs.
Instead of making life easier, many CRMs create more admin work, disconnected processes, and endless switching between platforms. You spend half your time copying data between your CRM, document management system, and task manager—and the other half fixing integration issues.
What if your CRM actually worked with your business instead of against it?
That’s exactly what SharePortals does. It transforms Microsoft 365 into a CRM—seamlessly integrating with Outlook, Teams, SharePoint, and your existing workflows. No more disconnected tools. No more wasted time.
What is a CRM
Common Challenges When Choosing a CRM
Many businesses struggle with the question of how to find a CRM that truly meets their needs. Here are some of the most common pitfalls:
1. Complex and Rigid Systems
Many CRMs have fixed structures and rigid workflows, requiring businesses to change the way they work rather than adapting to their existing processes. This often leads to low adoption rates, with employees finding workarounds instead of fully using the system.
2. Too Many Disconnected Platforms
A common frustration is having to juggle multiple tools for different tasks—a CRM for contacts, a separate document management system, and a third tool for task management.
This results in:
- Data silos where critical customer information is scattered across platforms.
- Time wasted switching between tools to find emails, contracts, or customer records.
- Higher risk of errors due to duplicate or missing information.
3. High Costs for Features You Don’t Need
Many CRMs come with complex pricing structures, charging businesses for advanced features they’ll never use. At the same time, companies often find they still need additional tools for storing files or task management, leading to even more software costs.
4. Poor Integration with Microsoft 365
For businesses that already use Outlook, Teams, and SharePoint, adding an external CRM creates extra work. Without deep integration, employees end up manually copying emails, attaching files, and updating records across different platforms—defeating the purpose of having a CRM in the first place.
5. Security and Compliance Risks
Using a third-party CRM often means storing customer data in external databases, increasing security risks and making compliance more challenging. For companies handling sensitive information, keeping data within Microsoft 365’s secure environment is a better option.
How to Pick the Right CRM for Your Business
Choosing the right CRM isn’t just about features—it’s about finding a system that aligns with how your business operates. Here’s what to consider before making a decision:
1. Integration: Does It Work with the Tools You Already Use?
Many CRMs claim to integrate with email, document storage, and collaboration tools, but in practice, these integrations can be clunky, unreliable or require third-party connectors.
A true seamless integration means:
- Customer emails automatically link to contact records.
- Documents, contracts, and sales notes are stored natively—not as attachments or manual uploads.
- Tasks and deals sync directly with your calendar and workflow tools.
What to avoid: CRMs that require manual data entry between platforms or force you to use a completely different interface.
Best choice: A CRM that lives inside your existing ecosystem—if you’re using Microsoft 365, a solution like SharePortals ensures everything stays in one place.
2. Efficiency: Does It Reduce Manual Work?
A CRM should eliminate inefficiencies, not create more admin tasks.
Key questions to ask:
- How much automation does it offer? Does it automate follow-ups, deal tracking, and lead assignments?
- Does it eliminate double data entry? Does it sync with emails, calendars, and document management, or will you need to copy and paste information across systems?
- Does it replace or duplicate existing tools? If you already use Outlook and Teams, does your CRM integrate with them—or does it require an entirely new workflow?
What to avoid: CRMs that require constant manual updates, duplicated records, or complex processes for simple tasks.
Best choice: A system that automates workflows and lets your team work inside the tools they already know, like SharePortals with Power Automate integration.
3. Flexibility: Can It Adapt to Your Business Needs?
Every business has unique processes. A CRM should be able to:
- Customise fields and workflows without needing expensive developers.
- Support different departments—sales, customer service, and operations should all be able to use it effectively.
- Scale with your business as your customer base grows.
What to avoid: Rigid CRMs that force one-size-fits-all workflows and require costly upgrades for customisation.
Best choice: A system that lets you tailor processes while keeping things simple—SharePortals, for example, adapts to your existing workflows instead of dictating how you should work.
4. Cost-Effectiveness: Are You Paying for What You Actually Need?
Many businesses overspend on a CRM, paying for features they don’t use.
Before committing, consider:
- Do you really need a separate platform? If you’re already using Microsoft 365, does your CRM duplicate functionality that Outlook, Teams, and SharePoint already offer?
- What’s included in the base cost? Many CRMs charge extra for automation, integrations, or reporting tools—features that may already exist in your current tech stack.
- Hidden costs: Will you need additional add-ons, custom development, or ongoing IT support to make it work?
What to avoid: CRMs with complicated pricing tiers, costly add-ons, or unnecessary features that increase costs without adding real value.
Best choice: A CRM that leverages the tools you’re already paying for—SharePortals, for example, maximises your Microsoft 365 investment without additional licensing fees.
5. Security & Compliance: Is Your Customer Data Protected?
If your CRM stores customer data externally, you risk compliance issues and data security threats. Consider:
- Where is customer data stored? Is it kept within your organization’s existing cloud environment or an external database?
- Who has access? Can you control user permissions and ensure sensitive data is only available to the right team members?
- Audit logs and compliance tools: Can you track changes and meet regulatory requirements like GDPR?
What to avoid: CRMs that store customer data on third-party servers, creating compliance risks and potential security breaches.
Best choice: A CRM that keeps all data within your existing environment, ensuring security, compliance, and full control over customer information – just like SharePortals does for anyone using Microsoft 365.
Final Thoughts
Most CRMs claim to improve efficiency but often create more complexity, disconnected workflows, and unnecessary costs.
So if you looking at how to find a CRM and your business already uses Microsoft 365, why add another tool that forces you to switch between platforms, duplicate data, and adapt to rigid processes?
With SharePortals, you get a fully integrated CRM inside Microsoft 365, designed to work seamlessly within Outlook, Teams, and SharePoint—without extra software, clunky integrations, or inflated costs.
Cut the complexity. Keep everything in one place.
Book a demo today to see how SharePortals can transform your customer management process.