How to Set Up the Best CRM for Your Online Business

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Many online entrepreneurs struggle with setting up the best CRM to use for their business. The good news is that it doesn't have to be complicated. 

All you need to do is follow these simple steps and you will be on your way to getting the most from your CRM!

How to set up the best CRM for your online business

Setting up a CRM service for your business can be tricky. It could easily go downhill if you don't take the time to do it correctly. To help make sure things go smoothly, here's how you can set up CRM software for your online business.

Step one: map your customer journey

The first thing you're going to want to do is figure out what your customer journey looks like. 

How to Set Up the Best CRM for Your Online Business

What does the customer experience look like from start to finish? 

If you know this, then you can set up a CRM software in a way that's focused on solving the most pressing problems.

I find it helpful to look at my client's websites and do a visual analysis of the information. This will help me think about how people might interact with the site. The more I look at it, the more I'll be able to understand how people find your business online.

As you're doing this, it's also important that you look for recurring problems in your customer's experience. If you do, then you can build your CRM around that. When people find your business online, they're in a specific place. If they aren't be able to find what they're looking for, they're not going to want to return.

Step two: find your customer's biggest problem

Once you've mapped out the journey, you'll want to find your customer's biggest problem. This could be something that is occurring throughout the entire customer journey or something that is happening at a specific point.

Once you've found this problem, it's important that you identify what stops your customers from solving it on their own. If this happens over and over again, it means that your business needs to take a look at how they're communicating with their customers.

If you're trying to figure out what your customer's biggest problem is and you can't find it, that might mean that you need to take a closer look at your current service. If you continually hear the same complaints about your service, then it's probably time for a change.

Step three: take your shiny new CRM for a whirl

Now that you're ready, it's time to take your shiny new CRM for a whirl. To make sure that this goes as smoothly as possible, you're going to want to make sure that you have a plan ready. Remember, your CRM is only going to be as good as the data that you put into it.

How to Set Up the Best CRM

At this stage, you need to keep three factors in mind:

Custom fields

In order for your CRM to be effective, you need to make sure that it's set up in a way that allows you to track the data that is most important. Custom fields will allow you to define your own data fields. You can then use these fields to track valuable information about clients and other important information related to your business. Custom forms are also important since they allow you to create a more streamlined customer experience.

The more information that you have about your customer, the better your chances of keeping them happy. The nice thing about custom fields is that they make it easy to track additional information.

You should remember that if you have multiple customers, there might be some overlap in the information that you have for each of them. This is why it's important to make sure that the data captured in these fields is something that makes sense for each group of people.


Having stages will allow you to track the progress of each client. By tracking this, you can then make educated guesses regarding what your customer might be looking for. 

You can use this information to tailor your products and services to help your customers achieve their goals. You should also keep in mind that including a stage will help you with marketing decisions, since it'll give you a better idea of what is important for each person.

In order for your CRM to work well, you're going to want to make sure everything is organized. Information should be easy for you to access and the system should be able to grow as you continue expanding your business.


Hopefully, the information you have in your CRM is doing a good job of helping you to build relationships with customers. If so, then a pipeline will allow you to keep track of your contact information and other important aspects.

While it's important that everything is in place, it's also important that it all works smoothly. There are going to be times when your system isn't working properly and things might break down. This is why it's important that you have contingency plans ready.

In addition to your CRM, you're also going to want to make sure that your communication methods are working well. If you're using phone calls, email, or other methods of communication, it's important that these are working well. You need to remember that the information in your CRM will only be as good as the information in the form of data.

Step four: Migrate customer information

Finally, you're going to have to migrate customer information into your new CRM. 

How to Set Up the Best

This will take some time, but it's not something that you should rush through. Depending on what your system is, you could be in for a bit of a shock. After all, if you move everything to the new system and it doesn't work correctly, it's going to be really tough to get everything back on track.

Once you've imported all the information into the new system, make sure that everything still works as expected. A good rule of thumb to remember is that the right CRM service will make it much easier for you to migrate customer data. It's important that you make sure that you have contingency plans in place for when things go wrong.

Sometimes, even the best CRM service can have issues. It could be something as simple as a bad software update or it could be something more complicated. If you have a good contingency plan, your business will still be able to move forward.

Step five: integrate, integrate, integrate

Once everything is set up, it's important that you integrate as much information as possible. Try out CRM and Google Analytics integration for more efficient analysis of your data. The thing is, your CRM should be just one more tool in your marketing arsenal. 

You need to remember that your data will only be as useful as the extra tools you have in place to analyze it.

You should also make sure that everything is easy for you to access when you need it. There's no reason for a good CRM service to bog down your computer with useless information.

Furthermore, you should also look for a platform that makes it easy for you to integrate other tools and services into your pipeline without much fuss.

Step six: test your CRM

All this time that you've spent on your new CRM is going to pay off if you don't make any mistakes along the way. Make sure that you have a plan ready in the event that something goes wrong. Once everything is working as expected, try to make some new changes.

How to Set Up

You should find out what works and what doesn't work so that you can tweak your system until it's working better than ever.

During this time, remember to test your new CRM regularly. You want to make sure it's working as intended and you want to make sure that you don't have any problems.

Step seven: keep track of progress, but don't forget to celebrate

The whole point of a CRM is to make your life easier, so you should expect to see some improvements. It's important that you keep track of these changes so that you know if your new tool is helping. There might be some days when everything is going great and there might be other days when nothing works right. The key is to make sure that your CRM fits in with the rest of your system and works as expected.

A CRM that doesn't work properly isn't going to help you. The truth is that you might want to check out a new CRM if you find yourself not using your system as much as you should be.

The takeaway

Keep in mind that choosing the right CRM software is the key to success. There are many things to consider, but once you've found the right one, it's all a matter of making the right decisions. 

All CRMs are built differently. If you haven't found one that works for you yet, it's time to take a new look at the market and see what's out there. You never know, you might luck out and find the perfect one with just a bit of research and planning.

By working to create the right CRM, you can be sure that your business will grow stronger each day.

About the author 

Peter Keszegh

Most people write this part in the third person but I won't. You're at the right place if you want to start or grow your online business. When I'm not busy scaling up my own or other people' businesses, you'll find me trying out new things and discovering new places. Connect with me on Facebook, just let me know how I can help.

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