Guide to How CRM Explained for Beginners

Saphyte Team

5 min read

Updated: September 13th, 2020

Nowadays, it’s hard to imagine life without the Contacts app on your phone or any of your database. It’s also hard to memorize all those phone numbers, as the mind can only do so much. That is why we heavily rely on technology to do store contacts and messages for us.  `

Without technology, organizations won’t be as progressive and proactive when it comes to customer experience and customer service. Technology can help you organize important contact information, redefine your sales process, open ways for better communication and collaboration, and give you valuable insights.   

With the value technology brings to organizations, businesses have used technology to their own advantage. However, most business use too many applications and using too many software programs can do more harm than good.

Overloading your employees and your business with too many apps can bring confusion. Research says that the average workers flips in between apps as frequently as 10 times per hour. As a result, more time is wasted and can be counterproductive.

Whilst having different platforms can help you and your team streamline your sales processes and help you with your marketing efforts, still it could lead to more confusion in the future. In order to avoid that from happening, you will need a tool like a CRM to help you in your business effort.

If you’re wondering what a CRM is, here’s a CRM explained guide for beginners.

What is a CRM System?

A customer relationship management (CRM) system is a technology used by businesses to help them manage their interactions with their existing customers and potential customers. CRM tools are designed and built to help organizations build customer relationships and streamline their processes to increase revenue, improve customer interaction, and increase brand value.

CRM features tools that can help your business with contact management, sales management, marketing automation, workflow processes, other productivity tools, and more.  

How businesses benefit from CRM tools?

CRM solutions can greatly contribute to the centralization, optimization, and streamlining for your business. Perhaps, make things better for your business in these areas:

Better knowledge of your customers

Having all the customer information stored on each contact in one place makes the top reason why a CRM is a super powerful communication tool. A CRM gives you and your teams easy access to key information, and at the same time giving your sales team a competitive advantage.

Not only do they have access to a contact’s full name, telephone number, postal address, email address, website and social media accounts, but also critical business information such as their contact’s position in the company, their relations to other contacts in your customer database, and a whole lot more. Having access to this type of information at your fingertips allows you to personalize your communication with your contact and can definitely make interactions smoother and better.

Secondly, with the help of CRM you can save all your projects, sales and marketing activities, sales, important client messages or notes, email exchanges, or customer service requests that a contact has ever been involved in.

Better segmentation

Doing business with a faceless crowd is dangerous, risky, and expensive. As an organization you ought to have at least an idea who your audience is. You can do this by segmenting your contacts (customers and prospects) into organized target audiences. With the help of a CRM, you can segment your contacts easily.

A CRM is designed and built to break down customer data into categories and criteria. Hence, making it easier for you to create focused lists. The segmented lists in return allow you to run target-focused marketing campaigns and account-based marketing campaigns.

With proper segmentation, you can analyze and realign your sales process and lead pool, and use it to your advantage.

When you know the audience that you’re addressing, you can personally tailor your offer that suits your client’s needs. In short, a good CRM system helps your sales and marketing team know better who among your clients are interested in what your products and services, and who are cold as ice.

Better customer retention

Apart from being a great tool for finding and nurturing your potential and new customers, a CRM can also be a great tool for retaining your existing customers.

A CRM system is built with handful of “customer retention” tools and benefits. One of them, is to help you keep your brand value by appointment reminders, easy access to notes and meetings, or when to send follow-up emails.

The other real deal is that a CRM can also prompt you to reach out to those customers whom you have not contacted in a while, and perhaps those you might’ve had neglected. After all, keeping an existing customer is way cheaper than getting a new one.

Better anticipation of your customer’s needs

We feel more confident when we are prepared, and we know what to expect.

The same principle applies best to business and entrepreneurship. In order to easily cross-sell or upsell a customer, you also have to track their buying habits. Before you make that phone call, you need to know who and what you’re up against.

One of the key benefits of having a CRM system in your business is helping your salespeople sell more and sell faster. By having access to your customer interaction history throughout the entire customer journey allows your sales reps to anticipate what your customer needs.

By knowing the purchase history of your contacts, (e.g. what they bought and when, the contracts that were offered to them, what are their buying habits, and how they became your customers), you can proactively come up with new or better and personalized offers at the right time.

Better and speedier communication

Customers are impatient most of the time. They don’t like long wait times and in hindsight, they have the right to be so.  With a CRM you can be able to build great rapport with your customers by quickly replying to their requests. This is a sign of professionalism and dedication for your customers.

A CRM system can save you and your customers’ time. CRM features usually comes with a set of customizable, ready-to-use email templates, letters, documents, proposals, quotes, invitations, newsletters, etc.

Plus, you can integrate your email addresses to the system, so your sales reps won’t have to switch from one window to another. Not only that they can reply to your customer’s immediately, but they can also save more time for other meaningful tasks.

Why Saphyte is the best option for you?

Finding the suitable cloud-based CRM for your business can be a bit of journey. As there are plenty of software available in the market. However, the main factor of a great CRM is its ability to adapt to your business and processes. With that, you might want to consider choosing Saphyte.

Saphyte is built with modules that can help you streamline all your corporate activities from sales, marketing, and even administrative tasks. You can also customize the system according to your processes to adapt to your unique business needs and challenges.  

Saphyte CRM application is also built with the following modules that are fit to help you with all your sales and marketing campaigns. Here are some modules you ought to try with Saphyte.

Client Management Module

Within this module, you can effectively and efficiently manage your contacts database. This module is built with tools to categorize and group your leads, prospects and clients into segments. Along with that are abilities to categorize each contact into status and sub-status.

The module also consists of task management tools and documentation functions that allows your teams to organize their tasks and their notes before onboarding your clients.

On top with that, Saphyte’s Client Management module is built with auto data importation and exportation, and a duplicate sensitivity function. This allows users to seamlessly import and export their data into the system without worrying about duplicate information.

Sales Management Module

Saphyte is built with all the tools you need to manage your sales activities. Tools like sales pipelines, deals management, lead scoring, sales forecasting, sales intelligence, and so much more.

You won’t have to worry about manually calculating everything just to get an insight about your customers, Saphyte can do that for you. All you need to do is feed the system with the information it needs and it’ll do the rest for you. Convenient, streamlined, and easy.

Marketing Modules

Your marketing team plays an essential role for your business. With Saphyte’s Marketing module you can accelerate your marketing strategies with tools like campaign management, social media marketing, email marketing, product catalogs, email template maker, form builders and more.  

Within the marketing, module are tools like email senders and trackers, bulk emails, and social media integration tools. With these tools, you can expect that your email marketing and social media campaigns are seamless, efficient, and effective.

Customizable Multiple Dashboards

Saphyte CRM system has customizable dashboards that are all easy to set up. All you need is to drag and drop the widgets that you need and label them accordingly. The purpose of the dashboard is to give you a one-page overview of the information you need in regard to your client, sales, marketing, and support management.

When you have access to crucial insights, you can be able to respond proactively and accordingly. This also gives way for more efficiency and effectivity for your sales team, and eventually, your business.

Conclusive Thoughts

Having said that, a CRM software is a great investment. However, investments shouldn’t be that expensive most especially for a small business.

With Saphyte, you can enjoy all the perks a CRM can offer minus the financial burden. Saphyte’s monthly subscription fees have a pay-as-you-go setup, with no hidden or extra charges, no set-up fees, inclusive of a free demo and product training, and 24/7 customer service availability.

Invest in a CRM that adapts to you and your business. Invest with Saphyte now. Book a free demo with us today.