How to Use a CRM Effectively |

Keeping employees and customers engaged isn’t just a perk—it’s a competitive edge in today’s market.

So, how do you ensure your motivated team keeps your customers satisfied, too?

At the core of this happiness chain is an often-overlooked tool: Customer Relationship Management (CRM), a way to streamline operations and enhance customer interactions.

More than a data repository, a CRM is a bridge connecting teams and customers. By equipping employees with tools that help them work better, you help them focus on providing exceptional service, creating satisfied customers, and driving business growth.

In this article, we’ll explore how to use CRM systems to empower your team, delight customers, and create a ripple effect that benefits your organization.

Understanding CRM

If used correctly, CRM can become the backbone of your business processes. But before we understand how a CRM can be used, let’s get a deeper understanding of what it does.

What is CRM (Customer Relationship Management), and its core purpose

Customer Relationship Management is a system for managing all interactions with potential and current customers across the entire customer lifecycle. It’s a strategic approach that combines technology, processes, and good old-fashioned customer service.

A CRM helps you organize customer data, track sales opportunities, and analyze behavior to provide insights into customer preferences. It also automates key workflows for customer-centric functions such as marketing, sales, and post-sales to improve business operations.

Key CRM terms to know

Before you look for the best CRM systems, here are some terms associated with CRM that you should know to maximize the effectiveness of various customer interactions.

• Contact: An individual or organization your business interacts with, including current customers, past clients, or potential leads
• Lead: A potential customer who has shown interest in your offerings but has yet to purchase. Leads are qualified to determine their likelihood of conversion
• Deal: A sales opportunity actively pursued by your team, representing a potential transaction with a qualified lead or contact
• Sales pipelines: A visual representation of the stages in your sales process, from initial contact to closing the deal, helping teams track opportunities and forecast revenue 
• Customer cases: Specific instances where customers raise issues or requests for support, allowing teams to manage service requests and enhance customer satisfaction
• BANT and CHAMP: Frameworks for qualifying leads—BANT assesses budget, authority, need, and timeline, while CHAMP focuses on challenges, authority, money, and prioritization
• Company: An organization you’re doing business with or targeting as a potential customer
• Source: Indicates where a lead or contact originated from (e.g., marketing campaigns or referrals), helping evaluate marketing effectiveness
• Activity: Any interaction associated with an account or lead (e.g., calls, emails), ensuring all communications are documented for future reference
• Deal stage: The sales process phase that a deal is currently in (e.g., prospecting or negotiation)

These key terms help you navigate the intricate CRM system more effectively. It will also help you build your best customer management strategies for business growth.

Benefits of Using a CRM

We’ve been saying that CRM is an asset to your business. But why exactly? Let’s tell you how it helps:

Enhanced and personalized customer experience

A CRM centralizes customer data, providing a 360-degree view of each customer’s journey, purchase history, and interactions. This gives you insights into exactly when, where, and why a lead interacted with your brand and every step they will take after that.

This enables your team to offer customized support, improving the customer experience and strengthening customer relationships.

Increase productivity and efficiency

Automating routine tasks and using an AI CRM for data entry helps free up time so your employees can focus on high-value activities. These AI-powered CRM tools also reduce time spent searching for customer information, increasing productivity.

Improved team collaboration

Sales teams work more efficiently when members can access the same up-to-date information. CRM software is a centralized database where all customer information is accessible to various departments, from sales to marketing and customer service. 

With everyone on the same page, teams can collaborate and simplify customer relationship management.

Greater insights and data-driven decisions

CRM software analyzes customer interactions and provides actionable insights, reporting, and analytics on sales trends, customer behavior, and key performance indicators (KPIs). 

These insights support better decision-making, enabling businesses to improve customer service and target marketing efforts effectively.

Getting Started with a CRM

Now, let’s roll up our sleeves and learn how to choose the right CRM and marketing automation tool for business growth.

First things first, be absolutely clear about your needs. A CRM solution may be packed with the best tools and most elaborate features, but you might only need specific ones.

Beyond immediate needs, think about your growth trajectory. The CRM solution should scale with your business, supporting both your current operations and future expansion. 

Consider how your sales process might evolve and any additional customer information you need to track. Also, consider how your team collaboration might change and what business tools you may need to integrate in the future.

Choosing the right CRM

A hallmark of a good CRM is its ease of setup, its simplicity in importing existing customer data, and its ability to scale with your business without burning a hole in your pocket. It also allows you to manage leads and accounts and customize fields to match your business’s unique workflow.

So, if you want to track every single step of your sales process to identify areas for improvement, choose a CRM that efficiently structures data, simplifies your sales process, and has reliable reporting capabilities to track sales performance and customer engagement.

One example of such a platform is . This everything app for work provides a comprehensive solution combining CRM functionalities with project management. The platform allows businesses to manage customer relationships, tasks, projects, and communication within one interface.

CRM with

CRM is a great starter CRM because it’s flexible, easy to use, and cost-effective.

Many CRMs require extensive onboarding, custom configurations, and even third-party consultants to get started. , on the other hand, lets you set up a sales pipeline, contact database, and deal tracking using pre-built templates—all in minutes.

This makes it perfect for businesses that want to spend less time managing multiple, siloed tools and more time building, personalizing, and strengthening customer relationships.

Instead of juggling multiple tools for tracking leads, managing follow-ups, and collaborating with your team, lets you handle everything in one place:

• Pipeline management (Kanban boards for tracking deals)
• Task automation (auto-assign follow-ups, reminders, and deal progress updates)
• Custom dashboards (see sales performance at a glance)
• Email + docs + chat (communicate and store key deal notes without switching apps)
• AI for creating personalized communication, outreach, and promotional collateral

We’ll explore each of these in more detail.

With these capabilities, CRM becomes your business’ digital command center. 

Want to manage your entire sales funnel from one place? The Sales Project Management Software by helps you optimize it by combining lead tracking, customer onboarding, communication, and account management on a single platform.

Unlike rigid CRMs that force you into their structure, ’s Sales Project Management Software is fully customizable—whether you need a simple deal tracker or a full-fledged CRM with automated workflows. 

Use it to set up:

• Custom Fields in that track deal size, lead source, priority, and next steps
• No-code Automations that move deals between stages based on status updates, auto-assign tasks to the right team members based on progress, trigger follow-ups for priority conversations, and so much more
• Forms that capture leads as actionable tasks directly into your CRM

Finalizing the right option

Once you’ve considered your business’s specific needs, it’s time to select your ideal CRM. 

Popular options like Salesforce and HubSpot offer comprehensive sales, marketing, and customer service solutions. At the same time, Zoho CRM and Pipedrive provide customizable features for smaller teams or businesses with simpler needs. 

, on the other hand, offers a CRM option that also blends in project management and AI, integrating task tracking with customer data. 

Most traditional CRMs come with high costs and per-user pricing, making them a tough investment for small teams or solo sellers. offers a free plan with robust CRM features and affordable upgrades as your business grows.

Still unsure? Find out what you’re missing out on from a user who has already seen the benefits of using the platform’s CRM features:

Setting up your CRM

Getting started with a CRM system may have a learning curve, but following the right steps can significantly enhance your business. Let’s break it down for you:

Gather existing customer data

Your existing customer data is gold—let’s treat it that way. Start by gathering all the customer information from spreadsheets, old CRMs, or other sources. 

Compile it into one centralized document—a table, a spreadsheet, or a CSV file etc.—so it’s ready to be imported into your target tool.

Organize data for efficiency

Instead of dumping everything into your new CRM solution, clean and standardize all the contacts, leads, and accounts. Remove duplicate entries, update outdated information, and standardize formatting (phone numbers, addresses, etc.) 

This will make it easier to start with clarity and prioritize customers and leads as necessary.

Filter out redundant details so you have relevant and actionable data at hand. 

Import the data

Once you’ve cleaned your data up, it’s ready to be imported into your CRM system.

Most cloud-based CRM systems, including , provide a one-click CSV or spreadsheet import feature, making this process easier and faster. 

Customize fields and workflows

Every business has unique sales processes, so a one-size-fits-all approach will not help. Customize your CRM software to fit not just your sales and customer success objectives but also your data, including the industry, deal size, or lead source. Set up workflows that align with your team’s processes, from lead nurturing to closing deals.

Depending on your chosen CRM, you can create a CRM database using custom fields to capture all the necessary information about your customers. 

Most CRM software tools, including , offer multiple ways to visualize and organize this data in a way that suits you. Choose from 15+ Views, such as:

1. Board View 

Perfect for sales pipelines, this drag-and-drop Kanban-style view lets you move deals between stages (e.g., Lead → Qualified → Proposal Sent → Closed-Won). It gives a clear snapshot of deal progress and helps reps prioritize next steps.

2. List View

Need a structured way to track contacts and deals? List View makes it easy to filter, sort, and categorize deals by status, priority, or value—ideal for quick data entry and bulk updates.

3. Calendar View 

Sales success depends on timing. Calendar View helps you schedule follow-ups, meetings, and proposal deadlines to keep your pipeline moving smoothly.

4. Table View

The Table View lets you store contact details, sales history, and notes in one centralized location in spreadsheet style. With inline editing, you can manage leads, deals, and customer interactions in a structured, data-rich way. 

Onboard your team members

A CRM is most effective when the whole team uses it together. So,  focus on team integration by onboarding your team members to the CRM platform. 

Start by assigning roles and permissions to ensure data security and clarity of responsibilities. 

’s collaborative CRM makes this easy—simply invite relevant members or guests to your workspace so everyone understands how to use it effectively.

The Task View and Assigned Comments help you assign and track tasks with the entire team in real time. 

Threaded task discussions and file attachments within tasks compile all necessary information and conversation in one place.

Integrate CRM with other tools and platforms

Now, let’s talk about getting all your tools to play nicely together. Connect your CRM platform with other platforms you use daily, especially your email and other CRM-specific software.

Integration ensures that all your data freely flows across all platforms, eliminating the need for manual data entry and reducing errors. 

For example, you can automate lead nurturing and campaign tracking by integrating platforms like Gmail, HubSpot, or MailChimp with . Trigger automated email sequences when a lead enters a specific stage (e.g., when a lead moves to “Interested,” send a case study). Store email interactions within tasks for easy reference.

You can set up recurring follow-ups based on lead engagement via ’s Recurring Tasks. And get notified when a lead opens an email or clicks a link (via integrations).

Brain can draft cold emails and follow-ups, personalize outreach, and summarize key conversations in seconds—so reps can focus on closing deals instead of typing emails.

Set up dashboards to visualize CRM data

Finally, set up your CRM mission control center, AKA your dashboards. Real-time dashboards provide a clear view of sales performance, deal progress, and customer engagement. Use reporting widgets to track key metrics and identify bottlenecks before they impact business outcomes.

Dashboards make it super easy to track things like how much value each customer brings in and what your average deal sizes look like. Having all these insights at your fingertips means you can make smarter decisions faster.

Use templates to set up your first CRM quickly

If you’re ready to create your own CRM, but investing in external CRM software seems too big of a change, don’t worry—just create your own CRM with . 

For a quick—and beginner-friendly—start, choose the Simple CRM Template. It helps small businesses efficiently manage leads, track sales pipelines using Custom Statuses, automate follow-ups, and customize fields and workflows as your business grows

For small to medium-sized businesses, the CRM Template gives you the perfect headstart. The template is meticulously designed to account for your entire pipeline and relationships, so you never have to hunt for another data point.

With the CRM Template, you can:

• Customize deal statuses: Track deals through the sales pipeline with Custom Statuses like Proposal, Demo, and more
• Use the sales playbook document: Stay accountable and simplify outreach with a built-in sales playbook
• Track payments: Organize financial details in the same place with a payment tracking section
• Switch views: Customize your pipeline view with the List View, Calendar View, and more for flexible client information management

This beginner-friendly template is the ultimate CRM starter pack to improve your sales and customer relationship management.

Once you’ve set up your CRM, you’ll wonder how you ever managed without it!

Using CRM for Sales Management

Imagine never missing out on a potential customer due to a lack of an automated sales funnel. A CRM makes this happen by boosting your sales team with easy-to-use and highly convenient features. Here’s how you can make the most of it.

Managing leads and opportunities

Encourage your sales team to efficiently manage leads and sales opportunities with a structured sales pipeline. Find all the potential customer journeys and interactions in one place and monitor stages within the sales pipeline. This helps you see where each lead is in the process and tailor your approach accordingly while saving time in sorting information.

Automating tasks

Task management becomes more efficient through automated workflows that assign responsibilities, set deadlines, and track completion.

Many CRMs, like , let you build no-code automations using flowcharts or if-then conditions to automate routine tasks like data entry, email follow-ups, and reminders. This lets your team focus on building relationships with current and potential customers.

Using CRM for Customer Support

A CRM platform serves as the central hub for customer support operations. By tracking support tickets, monitoring resolution times, and analyzing common issues, teams can systematically improve customer service processes and, in turn, improve customer relationships. 

This process ensures each customer receives a quick, personalized response, building stronger customer relationships.

Creating a CRM Strategy

You are now almost at the end of your CRM optimization process. You have your requirements in place, a tool that works for you, and an understanding of how to set up your workspace. But how do you rope it all together with a strategy?

The secret to true customer success is getting to know your customer. Your CRM is only as good as the customer insights it gives you access to. 

Ask yourself these questions to define your ideal customer:

• Who are your most profitable customers?
• What common patterns emerge in their purchase history?
• Which customer behaviors signal they’re ready to buy?

Next, map your customer journey from initial contact to post-sale support. Focus on key touchpoints, critical stages in your sales funnel, and moments where deals are won or lost. Simplify your customer journey as much as possible and make it a no-brainer for your customers to buy from you.

While exploring the exciting features of your new CRM system might be tempting, take time to develop a solid strategy.

In the midst of all of this, don’t forget your unique business processes—map workflows for customer management and lead tracking, using custom fields to tailor the experience.

Your Complete CRM Solution Awaits with

Choosing a CRM isn’t just about picking the right software solution—it’s about streamlining sales, optimizing workflows, and driving real business growth. But why juggle multiple tools when does it all?

From lead management and pipeline tracking to automated follow-ups and real-time analytics, converges everything into one powerful, intuitive platform. Start simple with a CRM template or build a fully customized system that scales with your business.

Every automation, insight, and saved minute fuels what matters most—closing deals and strengthening customer relationships. Take control of your sales process. Sign up to for free today! 🚀

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