10 Common Zoho CRM Mistakes and How to Avoid Them?
The customer relationship management systems have been helping many businesses grow by streamlining the entire sales process. However, the most important requisite for the CRM structure to perform well is a successful deployment of the system. There are many factors that contribute to the effectiveness of the online CRM system. They include ensuring that all the features are included, process-oriented implementation, and correct third-party integrations.
No matter how much prior focus is laid on not making mistakes while CRM implementation, something or another goes wrong easily. When the CRM systems were introduced in the beginning, they offered businesses a long-term strategy to promptly engage and manage customer relationships, close more deals, and automate any kind of recurring tasks.
A common misconception that comes with a Zoho CRM implementation is that it is seen as a one-time event. People make the mistake of thinking that after the implementation of Zoho, all lost leads, broken sales methods, and lack of follow-ups will be repaired. Even though it is true that the Zoho CRM system is designed to support the sales process through and through, it must also be remembered that the system will not by itself cause the business to grow.
Hence, it is necessary to consider CRM implementation as an important long-term and company-wide process as opposed to a one-time event. Oftentimes, the managers have the best intentions but their strategies end up hitting the hard ground during the implementation phase. In this blog, we will see why that is by looking at the 10 common Zoho CRM mistakes and how to avoid them.
1. Inability to Underline a Problem
Somehow, this tends to be one of the most common mistakes during the process of Zoho CRM implementation. Understanding that you have a problem is the primary step. You may also have heard this before but let us look at this point in reference to the sales cycle.
You must understand the CRM strategy starts to unfold right when you are deliberating about choosing a CRM system. It is very much possible to think that you do not even have a problem. You must know how to manage all the touchpoints a potential customer can possibly have with your business.
Factors such as knowing how to sift through emails, the important points in your notepad, managing your call records, the customers who are there in your sales pipeline, and the revenue that can be expected next month are all important. If you feel that any of these factors are not understandable or known by you then there is a good chance that there is a problem in your sales cycle.
When you know all the problems, you will be able to use the features offered by the CRM system in a much better way. After all, the CRM systems are there to support you and make your work-life easy to manage. So you must see the problem for what it is and own it because the good news is that there is always a solution.
2. Failure to Purchase the Value of CRM
You must remember that communication is key in this situation. As a manager, you should understand the value that a CRM system is capable of bringing to your business. Once you understand this value properly, you will be able to make a better sense of the big picture and the value that CRM can bring to your organization.
All employees are like puzzle pieces that fit into a bigger picture of your business growth. Getting a better context of how the CRM can support these roles can help employees to buy into the CRM strategy. You can help your team make the most out of the value of CRM by considering factors like the business growth strategy of CRM, the value provided by CRM to each time and organization, and the context of an existing CRM process.
All through this, the important part is to keep in mind that the sales team needs extra attention during the change. You would not want the sales team to think that you are adding a mundane task to their already existing busy day. You can gain buy-in from the experienced sales professional by offering a context of how the CRM system is designed to work on tedious tasks and problems out of the way so that the focus can be on closing deals.
3. Failure to Communicate Goals
Any changes can open a door for misunderstanding, loss of motivation, and frustration. Being a manager you can set expectations from the beginning. It doesn’t matter if your goals are not clear at the moment, you can give your team an idea of where you want to go and how the online CRM system is going to help in achieving that.
It must be clear that a CRM is like a consistently functional strategy that helps a team close more deals so that the business can grow. You can keep your team motivated by answering questions like what is the need of implementing a CRM system, how will the CRM system support the individual roles, and how can a CRM system offer a better context about these processes?
4. No Ongoing Executive Support
Avoid being the professional who has one meeting with the staff only to disappear later. It is necessary to be present and involved in the integration process. This way, you will not just give your employees a new process but you will also integrate a system into an already existing process.
Your employees should be able to trust you and when you are proactive while keeping your team accountable for integrating the process, the online CRM implementation and function become easy. The focus should be to keep the team in the knowledge by facilitating regular communication on how the employees are integrating CRM into the process.
Other than this, you must also be able to schedule individual meetings with employees and ask for their special input on the improvement of processes within the CRM system. In addition, you should also be able to hold the team leads accountable for supporting a long-term strategy with the integration of the CRM system.
5. No Strategy In Effect
It is easy to know that we need a CRM system but it is much harder to implement and use the CRM system in a suitable way. It is possible that you have deployed your CRM system to check off all important items. You could have also created roles and profiles, migrated the correct data, set up the workflow automation, put webforms on your website, scheduled the sales pipelines reports, and set up lead assignments.
However, the main challenges come when you are getting your teams to use it all. You have to give this part due consideration so that the job can be successful. Setting up the online CRM system and deploying it is a small part of the entire CRM strategy. The CRM system implementation actually continues after deployment as well. This is a long-term strategy.
You can consider factors such as how your team will be using the CRM, how the team will support the sales, marketing, and customer support, how the team will be held accountable for updating data constantly, how the employees will be trained, and which online CRM training will make you available to your team.
An effective Zoho CRM implementation strategy will include the development of a company culture where the customers are at the center of a business. You must be dedicated and consistent with your goals and strategy so that the CRM system can support your business growth in the right manner.
6. Taking More Features Than Needed
A common mistake while choosing and implementing the CRM system is getting attracted to multiple features without really understanding if your business requires them or not. There are many users who do not end up using the features of CRM properly.
You do not have to choose the most advanced and feature-rich uses. Rather, it makes sense to determine the most suitable features for you based on the business needs that you have. Make sure that everything is aligned with your budget and priorities.
Before the implementation, make a list of all the features that you want to use. It will also be beneficial if you end up getting the inputs of your end-users while asking them about the workflow pain points that they wish to solve.
7. Not Training the Team
Choosing and implementing a CRM structure is only the beginning of a long battle. A robust online CRM system will not mean anything if no one understands how to use it. Therefore, correct implementation and training the end-users on how to use the CRM system is important.
When you do this, you will help your team understand the need and benefits of using the system and also encourage them to integrate the CRM into their daily tasks. This will help you in having a low adoption rate. Businesses have a long way to go when it comes to CRM adoption.
Businesses must realize the importance that the CRM system is capable of bringing while increasing sales performance. The best way to avoid this mistake is by having a proper training program in the right place so that the end-users can have a chance to explore the system before officially adopting it in everyday activities.
Taking the support of a Zoho consultant can help you train the team for using CRM. You can discover the training tips such as planning, using resources, determining best practices, and creating training modules for making the most out of a CRM investment.
8. Not Using Mobile CRM
The most important benefit of accessing a CRM with a mobile device is that you can do it anytime and anywhere. This is one of the common CRM mistakes made by many companies. You must realize that mobile CRM keeps you on top of your tasks without any need to be in front of the computer at all times.
Not using the mobile CRM app properly can slow down the response time to customers and increase the chance of missing out on important customer updates. Most salespeople who use their mobile phones are able to meet their sales quotas as compared to the ones who do not.
Most of the teams that use the mobile CRMs also end up improving their overall productivity. You can choose a CRM system with an excellent mobile CRM app and ensure that the sales team downloads and uses it.
9. Failure to Maintain Clean and Accurate Data
The customer data is more like the lifeblood of a CRM system. It is necessary to ensure that you migrate and maintain correct and updated customer data into the online CRM system.
Despite understanding the importance of this, many businesses fall into the trap of maintaining bad data that result in inaccurate sales forecasts and outdated customer information. All the missing, outdated, and incomplete data ends up costing a lot to the companies.
To make sure that this does not happen, organizations can create a standard practice on data entry for the team to follow. For instance, the process of identifying mandatory fields that should be filled out when creating a new customer profile so that duplications are removed.
This can include full name, company name, contact details, landline, and mobile details, address, and social media profiles. Other than this, you can also schedule periodical setups to clean the maintenance system. Doing this can help in seeing duplicate or missing information after which steps to rectify things can be taken immediately when the process is done regularly.
10. Lack of Integration
One of the prime benefits of using a business tool and multiple software applications is the ability to integrate tools with each other. Any failure to do the same will end up decreasing the productivity level as it forces the users to use various systems and toggle between different business tools.
As a result, the chances of data duplication and scattered business knowledge will increase. Most people understand that lack of business integrations with other tools is one of the biggest challenges of using the CRM structure.
Before the CRM implementation, make a detailed list of all the business tools and see if they are compatible with each other or not. The CRM providers must have a list of native and third-party integrations available to use the system. If you have a CRM system and are planning to subscribe to other tools then you can do the same by checking if the CRM integrates with these tools or not.
In case you discover that the CRM does not integrate with a business tool then you can also consult a Zoho consultant. The consultant will introduce an automation tool that can connect apps and services. Two or more applications will be easily connected to automate all repetitive tasks without any need to code or depend on developers for integration.
Conclusion
Making CRM mistakes can be costly. They do not just include financial impacts but they also lead to a loss of valuable time and key customer data management. The good thing is that careful research on important aspects such as knowing the right features, integrating them suitably, and following the implementation process can avoid common CRM mistakes.
You can consider all the mistakes mentioned above so that they can be avoided or you can do a better job and take the support of a Zoho consultant. This way, your business will be prevented from making potential hiccups down the road.
I hope that you learned something new .
Cheers!
Abhi
(Seasoned Zoho Authorized and Certified Partner)
Feel free to contact me if you have any queries
Email: abhishek(@)encaptechno(dot)com
Call: +1-416-405-8185
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Abhishek - Zoho Partner
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Zia summarizes your IM bot chats in real time
Hello everyone! Let's say you’re an agent taking over a chat where a customer was booking a flight through a bot on WhatsApp. They've already shared key details, like their destination, travel date, and number of passengers. You need to understand theMegamenu
Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applicationsCancel and refund
Hi, Yesterday I paid for the Zoho email subscription. Within a few minutes, I realized that the subscription counts one email ID as one user. To make another email ID for the same domain name, I'd have to pay for another user. I emailed right away toKaizen# 209 - Answering Your Questions | All About Client Script
Hello everyone! Welcome back to another exciting Kaizen post! Thanks for all your feedback and questions. In this post, let's see the answers to your questions related to Client Script. We took the time to discuss with our development team, carefullyTo Do: shareable task links without login
Hi! I’m using Zoho Mail and ToDo in my daily work, and I’ve run into one limitation that’s a real blocker for me. Right now, to share tasks with managers or directors, they need to have a Zoho account and be added to a group. In practice, many of themAbility to turn off "Would you like this amount to be reflected in the Payment field?" message
Team, Is there any way to turn off the message" Would you like this amount to be reflected in the Payment field?" when I make a payment? This is so annoying. This happens EVERY TIME I put an amount in the Payment Made field.Unlock agreement intelligence with Zoho Sign's latest AI updates
Hello! If you've been struggling with long, complex agreements and spending way too much time on them, here's exactly what you'll want to hear: Zoho Sign now integrates with OpenAI's ChatGPT to make agreement management smarter and simpler. Acting likeCurrency abbreviations
Hello, Im stuck, and need help. I need the currency fields for example, opportunity value, or total revenue, to be abbreviated, lets say for 1,000 - 1K, 1,000,000 - 1M, and so on, how should I do this?Embed Sign Document
Has anyone tried embedding a document in a webpage? I'm building a webpage (using PowerPage) and I'm trying to embed it using an iframe then I got this error: Refused to display 'https://sign.zoho.com/' in a frame because it set 'X-Frame-Options' toWe’re transitioning from Zoho ShowTime to TrainerCentral
Hello everyone, Zoho ShowTime was originally built as a training platform to serve training agencies, HR teams, and individual trainers. As the platform grew, we realized that more creators and businesses could benefit from its capabilities. That’s whyEmails Are Not Being Delivered to My Inbox
Hello Zoho Support Team, I am experiencing an issue with my Zoho Mail account. The most important problem is that emails are not being delivered to my inbox. Details: My Zoho Mail address: info@coreforcelife.com What happens: I am not receiving any incomingRadar In Focus: Track customer support metrics using Radar's static reports
Hello everyone, Welcome back to the Radar In Focus series, where we explore how Radar features can add value to your business. In this episode, we're looking at Radar static reports. The help desk is filled with vast amounts of data that can be analyzedMail ToDo & Tasks Webhooks
Our company uses Zoho ToDo inside Mail to manage our tasks. When I create a task and assign it to a team member it does not notify them unless I add a reminder via mail. I'm trying to create a webhook for when a task is created to send a cliq messageImproved UI for a Seamless User Experience - Calls, Tasks, and Meetings
Hello all, We are making UI unification across CRM so that the UI experience is seamless across the product. As part of that effort, we have made changes to the details page of activity-based module records—Meetings, Calls, and Tasks. Let's look at theseWhere can I find rejected inbound mails and their reason for rejection
Hi, I was recently made aware by a mailing list which I am subscribed to (ffmpeg-devel@ffmpeg.org) that my Zoho mail Mail account is rejecting some emails. If I look under Admin Panel > Security & Compliance > Quarantine > Incoming, the list there isRefund
Hi There, Please refund me asap possible, because of no support given. Thank youتغيير عمله الدفع"Change payment currency"
ما هى طريقه تغيير عمله الدفع "ما هي طريقة تغيير عملة الدفع؟"Attention API Users: Upcoming Support for Renaming System Fields
Hello all! We are excited to announce an upcoming enhancement in Zoho CRM: support for renaming system-defined fields! Current Behavior Currently, system-defined fields returned by the GET - Fields Metadata API have display_label and field_label propertiesZia's ability to generate and improve content extended to Desk mobile app (iOS and Android)
In support, agents will have to understand customers' pain points completely to provide empathetic personalized solutions and a positive experience. However, at times, agents might find it challenging to comprehend the customer issues and connect withBANK FEED - MAYBANK , provider from YODLEE IS NOT WORKING
As per topic, the provider YODLEE is not working for the BANK FEED. It have been reported since 2023 Q3, and second report on 2023 Q4. now almost end of 2024 Q1, and coming to 2024 Q2. Malaysia Bank Maybank is NOT working. can anyone check on this issue?Zoho Sign product updates - Q3 2025
Hello everyone! Q3 was all about AI. Here's the list of features and enhancements that have gone live, along with a list of what we have in pipeline for the last quarter: AI-powered agreement management Sending documents and authenticating recipientsZoho sites header
Good day, Im stuck with this situation. I choose a template for my website creation. I have tweaked every instance of the visual editor, regarding the header, I have created created customize fonts presets... I have followed every single step. and myKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedDNS set up
I want to create an email with my company domain. When I tried to add new record with cloudflare it didn't work. The DNS record can't be manually added. I followed the instruction but still can't add it. Could you help?Pocket from Mozilla is closing shop. Don’t lose your favorites . Move them to Zoho Mail Bookmarks now! 📥🔖
The end of Pocket shouldn't mean the end of your important links and content. Easily import them into Zoho Mail's Bookmarks and continue right where you left off. You can bring over your entire Saves, Collections, and tags just the way they are. BookmarksGeneral suggestions
Hello, I've picked this forum as it is at the top of the list! :) First suggestion: A general forum for issues and comments that are not specific to a particular Zoho application. Second suggestion: Put a link on the home page to "Zoho Identity Access Manager" The first suggestion came about because I didn't know where to post the second! ;) Regards MarkCan't upload attachments.
I can't upload attachment in Zoho Mail.Need Guidance on SPF Flattening for Zoho Mail Configuration
Hi everyone, I'm hoping to get some advice on optimizing my SPF record for a Zoho Mail setup. I use Zoho Mail along with several other Zoho services, and as a result, my current SPF record has grown to include multiple include mechanisms. My CloudflareHow use
Good morning sir I tried Zoho MailZoho Mail Desktop App Not Loading + Can’t Manage Multiple Accounts
Hi everyone, I’ve been having ongoing issues with the Zoho Mail desktop app for the past few weeks. The app starts to load but gives up midway and never actually opens — there’s no error message, it just stops loading. The main reason I use the desktopError when sending emails from Zoho
Hello, When trying to send an email from Zoho CRM I keep getting the below error: javax.mail.AuthenticationFailedException: 535 5.7.139 Authentication unsuccessful, the user credentials were incorrect. Any support on this will be much appreciated. Thanks,Not all emails from outlook365 migrated to my new zoho account
I recently setup a new email address hosted by zoho. I migrated all my folders and email from my Outlook365 account to my new zoho account, but not all my emails migrated. Looks like only the past 12 months, or so, made the move. How do I get the restMax numbr of IMAP Accounts in Zoho Mail?
In Zoho mail, you can manage the inboxes of other accounts using IMAP (and POP, actually) https://www.zoho.com/mail/help/external-imap-accounts.html Is there a max to the number of inboxes we can add?Formula Fields Trouble
Hi, I can't get even a simple formula field to work and must be doing something dumb. This formula: If(Len(Trim(${Quotes.Subject}))=0,1,2) Gives the error: You used the wrong type of data in an argument. Check what you entered between the parentheses of your functions to make sure you put the right kind of data in the right place. This formula: Len(Trim(${Quotes.Subject}))=0 Gives the error: Syntax Error. Check the examples for any functions you're using to see if you formatted them correctly. MakeOPTED FOR STORAGE BY DESCRIPTIVE MISGUIDANCE
We've opened a domain with three mail ids and payment has also been processed now the bill raised is for single use ID with additional storage capacity. Kindly request you to modify the purchase.How can I add a new organization on Zoho Campaign
I want to create a new organization with my Zoho Campaignwww.abc.com is working but abc.com is not
I have my domain in godaddy. I have created a website using zoho sites and now I want to publish it and I tried doing it. Mapped the domain www.abc.com, abc.com. In godaddy changed the CNAME values. A, @ was parked and updated with zoho's IP address.Split my account
Hello, I recently bought an email service for a friend. But, looks like I used my personal account to buy the plan. Please split the account so that the email service stays in a different account than my personal account.Have Mail Lite, wish to add/purchase 2nd domain and use email
Hello, I have recently created two new businesses. I have successfully used Zoho to create a domain for one business and have set up two email addresses / users on that domain. I am trying to figure out how to create a second domain, just like I did theNeed support in setting up the company email and few other setups
Need support in setting up the company email and few other setupsNext Page