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CRM Design Best Practices

Adam Fard
Adam Fard, Co-founder & Head of Design
CRM Design Best Practices

Customer Relationship Management (CRM) is a tool used by businesses to manage interactions with current and potential customers. A well-designed CRM system helps businesses streamline processes, build customer relationships, increase retention, improve customer service, and increase profitability.

When designing a CRM system, it is important to consider the needs of the business, the needs of the customers, and the technology available. This article will discuss best practices for CRM design, challenges that may arise, and other relevant considerations.

Best Practices

1. Understand Your Audience: Before designing a CRM system, it is important to understand the needs and preferences of your customers. Conduct surveys, interviews, and other forms of research to gather valuable insights about your target audience.

Before designing a tool as large as a CRM, it's paramount you do as much validation as possible. The cost of a mismatch between the market and product is months of wasted work.

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2. Choose the Right Technology: Select the technology that best suits your business needs and budget. There are various CRM software available in the market, both open-source and proprietary. Choose the one that aligns with your business objectives and has the features and functionalities you need.

Again, the cost of error is high. You need to get a software development architect on board as soon as possible. That way, you can foresee potential issues and make an optimal technology stack choice.

3. User-Friendly Design: Design the CRM system to be user-friendly. The interface should be intuitive and easy to navigate. Use clear labels, consistent color schemes, and logical layouts to make the system easy to use.

An example of a CRM system we designed

The multiple components and modules that go into a CRM should work together seamlessly. There might be a temptation to create a silo per module. If you do that, you have to ensure there's enough communication to ensure consistency throughout the whole system.

If you are uncertain of how to proceed, take inspiration from existing platforms that excel in this area of design, such as a user-friendly brewery tool like Ollie. This example is particularly noteworthy because it juggles the integration of multiple functionalities with great success, creating unity rather than confusion for end users.

4. Mobile Compatibility: Ensure that the CRM system is compatible with mobile devices. Many people use their smartphones and tablets to access the internet, so it is important to have a mobile-friendly CRM system.

With the advent of remote work, many professionals work on the go. Though the task of turning a complex web app into a mobile one may seem daunting, you need only ensure the core functionality is accessible.

5. Data Security: Implement strong data security measures to protect customer information. Utilize advanced cyber security tools to bolster these defenses further. Use encryption, secure passwords, and other security features to ensure that customer data is safe.

6. Integration with Other Systems:  Integration with Other Systems: Design the CRM system to integrate seamlessly with other systems used by the business, such as accounting software, marketing automation tools, and social media platforms. For these third-party integrations, make sure the aforementioned attention to detail regarding security is retained. You can create a safeguard with API vulnerability scanner tools for instance, allowing for robust interoperability.

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  1. Data Quality: Ensuring the quality of data entered into the CRM system is a common challenge. Inaccurate or incomplete data can lead to incorrect analysis and decision-making.

  2. User Adoption: Getting employees to adopt the new CRM system can be challenging. Employees may resist change and may be reluctant to learn a new system.

  3. Cost: The cost of implementing a CRM system can be high. This includes the cost of the software, hardware, training, and ongoing maintenance.

  4. Customization: Every business is unique, and therefore, a one-size-fits-all CRM system may not be suitable. Customizing the CRM system to meet the specific needs of the business can be challenging and time-consuming.


Designing a CRM system is a complex task that requires careful consideration of various factors. Understanding the needs of your audience, setting clear objectives, choosing the right technology, and implementing best practices can help create a successful CRM system. However, businesses should also be aware of the challenges that may arise during the design and implementation process and take proactive measures to address them.

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