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6 Simple Ways to Tell It’s Time to Change Your CRM: Reasons That Should Alarm You


People are rather conformist in behavior. Even if there is a valid reason to change something or an appealing alternative, they will rarely do it. There could be many reasons behind this, running from the lack of will to adjust to various biases.

However, we can say that this is not a very appealing practice for anyone operating in the business field. If we keep using outdated and unsuitable tools and methods, it will drastically turn our business downhill.

In this #article learn how you can know that it is time to #replace your #CRM.

A good business person will notice that something is off. After detecting, the next they will start looking for alternative solutions long before needed. It is always better to be safe than sorry.

Further, this brings us to the topic at hand, the CRMs. With a plethora of them available, it can be pretty challenging to pick the right one.

Even if there are good reasons, with the increase in CRM solutions, we should replace plenty of those better solutions. However, once people find the one that suits them, they are relatively unlikely to change it. Some CRMs make promises they can not keep, roll out updates at a slow pace, and just do not fit your use case.

Also, all of this is a clear sign that you should start looking for a replacement.

Further in this article, we will list several valid reasons why you might want to replace your CRM now. If you find any of these relatable, it would be a good idea to start looking for the alternative.

1. Lack of Communication Integration

Customer communication

One of the most common complaints that people have about their CRMs is the lack of communication integration. What do we mean by this? For example, if you need to log emails and calls in the CRM manually or the communication is buggy, it might be time to reconsider the CRM you are using.

Further, a vital fact to mention is that many CRMs nowadays do propper communication integration. You can have automatic logging, tracking, reminders, notifications, and other communication features. However, even then, you will need to prioritize. What are your favorite and most used comm channels? Choose the new CRM accordingly.

2. Data Inaccuracy

Another big issue that can come from using outdated or inadequate CRMs is data inaccuracy. If you have an inaccurate CRM, your salespeople will be reluctant to use it. However, if they choose to do so, it might not be suitable for your business. Some things that might cause inaccuracy are low automation levels, duplicates, redundant data forms, etc.

3. Keeping Your Employees Up to Date

Email notification

Modern CRMs pride themself on their ability to be a central hub for your business deals. They are the centerpiece of your sales pipelines and other activities. CRMs can monitor and track these activities.

Also, they are easily able to notify relevant personnel when changes occur. There could be a human element as to why some salespeople aren’t familiar with all current deals. But some blame has to be passed on to the CRMs as well.

If they lack notification customization, limit how you can get notified, or can’t individually toggle them on and off, you might need a better CRM.

4. Constant Employee Frustration

Let’s face it, at some point or another, every one of us felt frustrated with the tools of our trade. That is entirely normal, but what isn’t is having that feeling constantly.

If you are using an overcomplicated CRM, your salespeople need to pass extensive training, which might be frustrating. If it has a buggy interface or features that work only half of the time, with a considerable time delay between operations, you are in desperate need of a replacement. Instead, find a simple CRM solution that has the features you need.

5. They Are Too Broad

There are plenty of CRMs that try to achieve too much. Also, this can come at a significant cost, not only to their usability but also to their depth. We all know the expression, jack of all trades – master of none.

Well, what if you need a specific functionality from your CRM that it just simply can’t offer due to its broadness. Why should you feel the need to use third-party apps for something that other CRMs do? You should pay attention to solutions that understand a core issue and do it well.

6. Inconclusive ROI Reporting

People in office

The final point for judging any tool we use in our jobs is the economical one. How much do you get in return for your investment? With CRMs, you need to pay special attention to stats and sales performance to monitor their impact.

A wrong CRM will present issues when it comes to reporting returns on investment. Your sales forecasts could be way off, using inadequate solutions.

Also, you won’t be able to see real progress made towards achieving your goals. Think about using a CRM that offers fully customizable reports and advanced reports. These can be invaluable when making hard decisions.


We are aware that when presented with a choice of hundreds and thousands of options, many can’t wait to get the pick “the one” CRM and stick with it. Although this mindset can work sometimes, it will cause you problems down the line.

As your business grows and matures, you need to pay special attention to your toolset. Update and replace the outdated and remove the unnecessary tools from your job.

CRMs can come in all shapes and forms, from ultra-specialized to general and broad ones.

It is your responsibility to find the best solution for your use case. Not only that, you need to frequently pose the question: “Am I using the best solution available to me?”. If the answer is a negative one, start looking for alternatives.

About the author

Maja Cizmic

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By Maja Cizmic
The WordPress Specialists