Getting Started With CRM: A Practical Guide
Implementing a new CRM system doesn't have to be painful. With the right approach, you can be up and running in days, not months. Here's the step-by-step process we recommend after helping hundreds of glazing companies make the switch.
Week 1: Configuration
Day 1-2: Basic Setup
- Create your account and set up your branch structure
- Add your product categories (windows, doors, conservatories, roofline, etc.)
- Configure your lead statuses to match your sales process
- Set up your lead sources (promoters, web, phone, showroom, referral, etc.)
Day 3-4: Users and Permissions
- Add your branch managers, sales reps, and office staff
- Set up permission levels (who can see what)
- Configure diary settings and working hours
- Set up email notification preferences
Day 5: Customisation
- Add any custom fields specific to your business
- Configure your commission rules (if applicable)
- Set up automated reminders and alerts
- Review and adjust default report templates
Week 2: Data Migration
Prepare Your Data
- Export existing leads from spreadsheets or old systems
- Clean up duplicates and outdated records
- Standardise formats (names, addresses, phone numbers)
Import Active Data First
- Import current/active leads and appointments
- Verify the import is correct
- Add any missing information
Import Historical Data
- Bring in historical leads and sales data
- This enables reporting and trend analysis from day one
Week 3: Training and Parallel Running
Team Training
- Branch managers: 2-hour session covering reports and lead management
- Sales reps: 1-hour session on mobile access and updating leads
- Office staff: 2-hour session on lead entry and diary management
Parallel Running
- Run old and new systems side by side for 3-5 days
- Verify all workflows work as expected
- Fix any issues before going fully live
Week 4: Go Live
Switch Over
- Make the new system your single source of truth
- Archive old spreadsheets (don't delete them yet)
- Start weekly reporting from the new system
First Month Check-In
- Review adoption rates — is everyone using it?
- Identify any workflow gaps
- Adjust configuration based on real-world feedback
- Celebrate quick wins to build momentum