In case you are struggling to keep track of all your customer interactions and data, a customer relationship management (CRM) solution might be just what you need.
In this article, you will learn about the different types of CRM systems, their benefits, and five tips to use your CRM effectively and improve your customer experience.
Key takeaways:
- Optimal use of a CRM requires regular training and follow-up with your sales teams.
- Prevent security breaches by clearly defining user permissions.
- Ensure error-free reports by double-checking that your input data is accurate and up-to-date.
- Choose a CRM that easily integrates with your favorite tech stack.
What is a CRM system and how to use it?
Customer relationship management software is a tool used by most companies to manage their customer information, sales pipelines, client interactions, customer journeys, and more.
In simple terms, this kind of system receives, stores and analyzes all the data of your customers and potential customers, all in one place.
As CRM applications get more and more advanced, customer data is not only used by the sales team but by all departments of the company, such as marketing, service, commerce, and IT.
To use a CRM system, you input your customer data, track communications, and automate tasks like follow-ups, so you can build stronger relationships and boost sales efficiency.
Of course, this is only the beginning because you can also integrate your CRM with the other tools in your tech stack to streamline sales processes. We’ll go into greater detail on how to use a CRM system effectively below.
Are CRM systems easy to learn?
Generally speaking, yes, CRM software is easy for teams to use. Of course, the learning curve depends on the type of software and your team’s familiarity and training. Some CRM systems may be more user-friendly and intuitive than others.
The best strategy is to evaluate different software platforms to determine the best CRM for your team’s needs and business priorities. You also want to find one that is easy to use, and offers training and customer support.
How to use CRM step by step
Define your goals
What do you want to achieve by implementing new software? Maybe you want to build better customer relationships, improve your sales pipeline, or streamline communication.
Align your objectives for your CRM with your business goals and specific needs.
Choose the right CRM software
CRM tools aren’t one-size-fits all. Reach out to vendors and do software demos. Evaluate the pricing, features, ease of use, integration capabilities, and more to find the best solution for your business needs.
Select a CRM solution that fits your team’s size, industry, and workflow. Consider whether you want to use a cloud-based CRM or an on-premise option.
Map the customer journey
How do your leads move through your sales funnel? The first step is to document this. Don’t skip this, as this helps to define the data you will need at each touchpoint and which CRM features will support that flow.
Define pipeline and processes
Your CRM pipelines should reflect your actual sales workflows.
For example, you could set them up like this:
- Create stages like qualified lead — > demo scheduled — > proposal sent — > closed won/lost
- Set task automations and reminders based on each stage in the process
Import and clean your data
Now it’s time to move all your existing information, like contact lists, sales records, and customer profiles over to your CRM system. But you want to ensure you have the most accurate, up-to-date data, so this process also includes:
- Cleaning your data. This includes removing duplicates and filling in missing fields
- Standardizing. Ensure the formatting of dates, phone numbers, etc. is consistent
- Mapping fields between your spreadsheets and CRM
Onboard your team and define roles
Make sure your team members know how to use the CRM from day one.
Assign specific user roles and permissions to control data access and protect customer privacy.
- Offer role-specific training sessions
- Create easy-to-follow onboarding checklists
- Encourage feedback to continuously improve usage
Automate routine tasks
Set up automated workflows for repetitive tasks, such as data entry, follow-ups, reminders, email marketing, and deal tracking.
Track performance and engagement
Monitor KPIs like lead conversion rates, sales velocity, and customer satisfaction. Use built-in analaytics and setup dashboards to track performance and glean valuable insights on your customers and sales strategy.
How to use a CRM system effectively
Here are five distinct ways that you can maximize the efficiency of your CRM.
1. Consistency
No matter how good your CRM is, if you don’t use it consistently (involving all your teams and providing the right data regularly), then your company’s CRM implementation is likely to remain subpar.
This is, in fact, one of the major problems of CRM projects.
Some studies show that 30-60% of CRM projects fail due to poor user adoption from sales teams.
To solve this issue, you need to involve your teams in the project; for example, by setting up training with long-term follow-up.
Not all CRMs have the same learning curve, and some require more time to learn.
HubSpot, for example, provides many tutorials available online and has excellent customer service to help users.
2. Users permissions
As part of your business, you must maintain the integrity and confidentiality of customer data and prevent data breaches.
Your customer’s safety and your reputation are at stake.
To best mitigate against any security issues, assign proper user permissions and ensure your employees access only relevant customer data and do so without compromising sensitive information.
HubSpot CRM makes it easy for you to manage permissions simply and efficiently.
Administrators can customize access for each user with an easy-to-use dashboard.
PandaDoc also gives advanced user permission options to manage your legal documents and business proposals and integrates perfectly with HubSpot’s CRM system.
3. Data accuracy
Using your CRM most effectively requires making sure that the data that you input is both clean and accurate.
Salesforce reported that 91% of all data that goes into any CRM is incomplete, and 70% of that data goes bad within 12 months.
Your best option is to find a CRM that comes along with a data enrichment plan, meaning that it can take existing data and actually make sure that it’s both current and accurate.
For example, Matching and Duplication rules in Salesforce allow you to establish criteria for identifying potential duplicates between records and manage them directly from the source.
With these features, you can ensure that your data is accurate and consistent, reducing the risk of errors and improving overall information quality.
4. Reports
To improve the use of your CRM, the fourth tip on our list is to streamline the creation of reports.
These days, companies have access to more and more data that is updated in real-time (cash flow, pipeline, customer retention, churn rate, etc.), which can complicate the creation of reports.
As a result, the challenge is extracting the most useful metrics in a sea of data.
HubSpot CRM is a relevant choice in this situation, thanks to its custom report generator.
The software allows you to display data from marketing and sales activities in addition to objects.
5. Integrations
The fifth tip for maximizing your CRM’s effectiveness is to ensure that all of your third-party apps and CRM work harmoniously.
The average salesperson likely has several (or a couple dozen) browser tabs open.
If you’re using PandaDoc for your business documents, the good news is that it integrates directly with leading CRMs like HubSpot, Pipedrive, and Salesforce. These integrations let your team create, send, and track quotes, contracts, proposals, and other sales docs without leaving the CRM—keeping everything in one place. You can sync CRM data between platforms to keep everything in one convenient location.
PandaDoc also offers CPQ (Configure, Price, Quote) functionality, which is an excellent complement to any CRM. It helps sales teams build accurate, customized quotes faster by pulling product data and pricing directly into their documents. That means fewer errors, quicker approvals, and a smoother experience for both reps and prospects.
So your sales team can stay focused in the CRM while handling everything from quote creation to contract signing—all powered by PandaDoc.
Enhance your CRM with PandaDoc integration
Now, let’s quickly recap. With the right CRM platform, you can optimize workflows across your entire organization, from sales to marketing to customer service.
But to really automate and optimize your sales cycle, you need the right tools working together. That’s where PandaDoc comes in. It integrates seamlessly with top CRMs like HubSpot, Pipedrive, Salesforce, and more—so you can create, send, track, and eSign documents without ever leaving your CRM.
Whether you’re building quotes, proposals, or contracts, PandaDoc helps you close deals faster and collaborate more easily—all while keeping everything connected in your existing workflow.
Contact our sales rep to start your PandaDoc demo today!
Disclaimer
PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.
Originally published May 25, 2023, updated August 16, 2025
