The Pocket Guide to Successful CRM Implementations
Many sales managers and sales operations staff are looking
at CRM as a way to manage and to report on sales activity. More frequently,
marketing is also jumping into the fray with marketing automation tools
integrated with CRM. In both cases, Mobile access is a huge value driver and
productivity tool.
Sometimes this project starts with a Business Analyst and
other times the tasks are done by the IT department (using similar process
documents) and it really is a function of resources or the size of the project.
It really is the team that makes it happen!
Regardless of the
size of you company a successful Salesforce CRM project requires planning,
commitment, and strong sponsorship from your company’s executive team. It’s
also critical that you understand the needs of your managers and users before
getting started. Without a detailed understanding of these needs, it’s easy to get
derailed in customizing the application.
Here are the 5
areas to a successful implementation:
- Plan and
prepare
- Set up and develop
- Deploy
Salesforce CRM
- Drive adoption
- Continuously improve.
I am
providing some guidelines based on past experience with various CRMs across
different organizations that can help you achieve better success in your
deployment journey.
START
The start of
any project requires the following elements to be identified up front:
- · Who is the executive sponsor?
The
project’s executive sponsor should participate and support the initiative from
the beginning, through the cutover and beyond.
- · Who are my stakeholders?
- · Do we have a scope defined and has it been documented?
- · How will measure success?
- · What are the resources available for this project?
- · What is the communications plan for the project?
- · Who is on the team?
The size and scope
of your project will determine how many resources you need. However, all
projects should include the following even if some participants wear multiple
hats
System
administrator - This person should be involved throughout the implementation and
afterward. It’s important that the administrator understand the business
processes and requirements from managers and users.
Project Manager
- This person leads the implementation and makes sure the project
tasks and overall timeline are on track.
Business Analyst – this key individual usually will develop the business case and requirements
documents and work in conjunction with the PM to ensure project success.
One or more power
users - These users help
make sure your project will meet the needs of the end users, including
management. Consider training these users first and then providing more
in-depth training.
One or more
trainers - Trainers need to
identify relevant materials from salesforce.com or develop specific training
materials (such as quick-reference guides). You’ll need to provide training
guides for the initial implementation and to on-board new users and once the
application is live.
PLAN AND
PREPARE
Understanding your
data is Critical
Whether you’re moving from another CRM application or simply tracking customer information in spreadsheets, you’ll already have existing data. Data always becomes a bottleneck if it’s not reviewed and cleaned early in a project. It is a critical element to success because I have seen so much bad data causing problems within CRM.
Most customers
underestimate the effort it takes to clean up, map, and load data. Data
shouldn’t be loaded until your system is set up, including setting up your role
hierarchy, sharing model, and sharing rules. By taking the time to understand
your data during at the start of planning stage you can avoid a lot of issues
later on. Maybe have a sandbox CRM just to manage the and test the data loads.
Determine whether you can meet the requirement with out-of-the-box
functionality or business processes (low effort) or whether custom development
or integration is required (high effort).
CORPORATE VISION
The most
important element of a project is the vision. This sets the foundation for
success going forward.
- · Set the vision and goals
- · Define strategies for achieving the vision
- · Prioritize the goals for achieving the vision
- · Ensure the value drivers (goals) are aligned to the project
This
could simply be to implement a CRM solution for managing sales leads and
providing reporting. It could start with using the existing customer database
then adding in new prospects. Provide reporting to management and train the
users. You can then add
increased functionality in a second phase. Do NOT START by making it too
complicated with a lot of customization.
MEASURING
SUCCESS
Success is
measured by having 3 metrics that tie into the value the drivers. After setting
a baseline measurement and realistic targets we can implement a performance measurement.
The solution implementation will have to ensure we meet the measurements
required.
Metrics are
what needs to get done by when as an example.
This could be
simply to ensure all customer data records are entered cleanly, the required
reports are functional and training is delivered to each user.
ROADMAP
The roadmap
helps chart the course for the journey ahead of you. Once you have identified the
core capabilities that align with the vision and value drivers you can then
prioritize them. The priority is for the elements that offer the most value in
order to achieve the desired state.
Good roadmaps
include the ability to start and stop along the way or even take a detour.
Usually this is where new requests are desired and can be added to the
solution.
For our
example the elements could be to also develop the account screens, sales entry
screens, reporting and dashboards required.
IMPLEMENTATION APPROACHES
The two most widely used approaches in the world of software are the “waterfall” and “scrum” implementation approaches. Waterfall is the traditional, phased, sequential approach that may lead to a drawn-out implementation timeline. The scrum approach is to constantly build and deliver small units of functionality and revisit and refine them with each cycle.
Salesforce.com is best served with the
more iterative scrum approach for its implementation once installed. Start with
basic functionality and then add new features and enhancements in an on-going
fashion.
I think it is best to start with
the waterfall approach for the initial implementation and then start using a
more agile approach to add additional functionality. Delivering too much too
soon leads to complexity and that is not a good approach
PROJECT TIMELINE
A project
timeline will be required to manage all the tasks and show the stakeholders
what the roll out plan looks like.
Once you’ve chosen an implementation approach and prioritized all requirements, you can build the project timeline. Every timeline needs to include the time required to design, build, and deploy. Prioritization of requirements is also key to ensure any “must-haves” are included in the first phase or rollout.
If you use a scrum approach, your
timeline will consist of short iterations of the design, build, and deployment
phases for a smaller set of requirements.
With the waterfall approach, the
design and build phase includes all requirements prioritized for the initial
deployment.
For both approaches, consider what
tasks can be done in parallel, such as cleaning data and loading data.
The timeline you
defined in the planning stage should define the deployment phases and
associated schedule. At the first stage, your task is to get your instance of
Salesforce CRM “production ready” by creating and adding users, loading your
data, and training users.
It's important to
communicate early and often, so users know about coming changes. Communication
should come from the executive sponsor and focus on both the benefits to the
company and what’s in it for the users. Build excitement and set expectations.
As the deployment draws nearer, outline the deployment plan, including when
users will be trained and how they’ll be supported.
Before loading your production data, first load all users. You can load users manually, one at a time, or with the data loader functionality. We recommend you first load all users and data in a sandbox environment before loading the final set of data into your production environment.
IMPORT DATA
Because data is loaded at a specific time, the transition will be easier if the data load is as close to deployment as possible. Be sure you schedule enough time to map and test the data. Here’s a summary of the steps involved in importing data:
- · Plan your data import
- · Prepare your data
- · Test the import
- · Execute the import
- · Validate your data
GOVERNANCE
This is
becoming more crucial because it ensures that decisions are made based on
information and communication across the project teams. This really allows the
stakeholders to make informed decisions.
- · Develop guidelines for the project and who is the approver
- · Develop a process for reviewing the scope and direction of the project
- · Include any Subject Matter Experts (SME) or the prime stakeholder
- · Establish how the information and project is to be communicated
- · Ensure all key users are properly trained in the CRM product being implemented
ARCHTECTURE/TECHNOLOGY
Most if not
all successful CRM installations are successful only because they had a solid
foundation and shared design vision.
Since
Salesforce.com is in the cloud then the technology risks are removed from the
equation. So with a resource defined as the architecture expert you can also
identify and constraints and all the service that integrations will be
required. Once done we can include the architect design in the project
workbook.
Our example
is straightforward as the customer data is coming from a CSV file and the
solution is in the cloud. However, there is still accessibility to the
information via the internet that needs to be addressed and any back up plans.
Ensure that
proper certification and training is carried out ahead of time not afterwards.
Data and
clean data is the king and one of the most important elements of the project.
PROCESS
AUTOMATION
Improvements
in any organization comes from this section. There are 3 basic steps:
- What is the current process?
- Where can we make improvements?
- Have gaps been identified?
- List and prioritize and include in the roadmap
For our
example the improvements is where the customer account information is visible
to all users, the sale process and documentation is attached within the opportunity
and reporting is available.
When starting
with a new solution the PA tasks are usually up front in the project and the PA
is more beneficial once a system is in place for some time that improvements
can be made.
I love to use
whiteboards and diagrams to show how the process and the day in the life
actually is seen. It also beneficial to map this against the salesforce.com
functionality available.
Reports and
dashboards are also key deliverables.
USER ADOPTION
The key to
any program is the users actually using the technology. If you provide
simplicity and proper training and the value is delivered easily, then user
adoption increases dramatically. However, just because you built it does not
mean they will come. A perfect example is a company that is so focussed on
exploiting an internal social media platform that the time and effort involved
actually takes away from face time with customers. The user sees the task as
being encouraged to chat internally, sees no value in selling more so doesn’t
bother with the tool. Management then tries to have users start to comply with
“must send chat messages every day on internal forums”. The users start to see
value when they can reach other experts to answer questions in an open chat
forum that helps them answer customer questions faster than email. The way to
start this properly is to:
- · Use the SME and super users
- · Have employee focus groups provide feedback
- · Ensure that you have exactly what the user needs
- · Communicate, communicate and communicate success stories
I think the
Sales Engineer/Technical support forum
is an excellent example for a chatter group. Sales can ask or posts questions
like “customer is looking to be able to import his current Act! Data into
saleforce.com…can we do that?” and get a fast response among the community.
Over time these forums become searchable.
If the users
do not like the solution and use it every day then the project is a failure.
Do not forget
to ensure senior management has the right reports and dashboards prepared for
them.
They need to
be properly trained to access them.
Although Salesforce CRM is easy to
get up and running, proper planning and preparation is essential for a
successful implementation. Start by securing executive sponsorship so you have
support when building your project team and communicating with the end users.
Set up and customize the application so it works for your company’s unique
needs. And continually revisit and optimize the application, build and refine
your metrics, and always keep your end users and overall vision in mind.
Good Luck!
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