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Create a CRM RFP TemplateFeatures that deliver business value are what ultimately matter. Look for which capabilities canenhance customer relationships, generate more revenue, drive down costs, save time and facilitategreater collaboration. Those are the central pillars you want to build on.When compiling your requirements, give some thought to the sort of vendor you want to partnerwith. Achieving a correct software fit is critical, but having a solid relationship with the vendor isequally important. Consider whether your team will need training, help with implementation ormigration, and ongoing support as part of your requirements building. Going further, incorporatefactors such as price, system uptime (if you go with a cloud-based solution) and contractcommitments.With a list of priorities in hand, you can gather feedback from the project’s stakeholders to ensure theRFP adequately meets all considerations. This is the point where you’ll narrow the list of featuresaccording to your weighted criteria, ensuring you get everything you need without extra bells andwhistles that only make the software more cumbersome. You also want to have executive buy-in sothe process doesn’t stall.This process will take time, but the effort will be rewarded. Getting your key CRM requirements rightwill help you make the right choice the first time, saving you substantial time and money.Step 4: Create the Request for ProposalIt’s better to err on the side of more when compiling your RFP. Only include pertinent info, but makesure you’re not leaving any important details out. This will help the vendors understand the exactways they can (or can’t) serve your company well, which ultimately helps you end up with the bestCRM system for your organization.Make sure the RFP for your CRM selection project is well organized and professional. Ideally, you’llsubmit your RFP project through a technology selection management platform so you canauto-compute vendor responses and more easily analyze them.The SelectHub platform was built for this purpose. It takes you through the whole process, somanaging each step is less complicated, and the overall RFP process is up to 50% faster.CRM RFP Template and Step-by-Step GuideOnce you’ve defined and ranked your specific CRM requirements, you’ll want to integrate these intothe creation of your CRM RFP. The goal is to ensure that vendors respond to the CRM criteria you’vecreated.11

Create a CRM RFP TemplateStep 5: Shortlist CRM VendorsOnce you’ve defined key requirements and imported them into a CRM RFP template, you’ll select ashortlist of vendors. Here, you’re aiming for quality over quantity. Keep your shortlist under 10vendors — five to eight vendors is a good target to shoot for. This ensures your evaluation team willhave enough time to give each proposal proper attention. Plus, the shorter your list is, the morequickly you can choose a winner and move on to implementation.With your shortlist in hand, you can now begin submitting your RFP. While email is one common wayto send RFPs and receive proposals, consider whether an online platform will be helpful for managingthis process. Such tools simplify and streamline the communications surrounding an RFP process.Soliciting CRM vendors to respond to an RFP can be a time-consuming process. Make sure you’vearticulated your requirements well and made it as easy as possible for vendors to reply in kind.Step 6: Evaluate CRM Software RFP ResponsesIn the past, technology buyers have generally waited for every response to come in before evaluation.This was primarily due to the manual processes required to compile all of the data and responses.Now with the new tools available to buyers (and vendors), you can evaluate and compute yourresponses to your RFP as they come in.CRM RFP Template and Step-by-Step GuideView potential vendors and invite the feedbackof your team with SelectHub’s collaborative platform.12

Create a CRM RFP TemplateThe benefits to this are manifold: Alleviate decision-maker bandwidth issues Uncover and respond to vendor questions as they occur Eliminate vendors that don’t match up with key requirementsThis step is where you start to see the fruits of your labor. It’s unlikely every vendor will matchyour specific requirements. And even if that’s the case, certain vendors will stand out more thanothers.Use their responses to either push them through to the next phase, follow up with additionalquestions or determine their product won’t be a good match for your business. When the latterhappens, be sure to contact the vendor and let them know you’ve considered their proposal buthave removed them from the running. Vendors will expect an update on their status, and it’s aprofessional courtesy.Step 7: Post-EvaluationBy this point, a clear winner may have emerged. If so, congrats! You’re on your way to a best-fitCRM and, in turn, a better experience for your customers. Engaging in a pilot or proof of concept with vendor finalists, which will let you see how theCRM performs specific tasks. Requesting vendor customer references. Less glowing references are often a goodbarometer for how your relationship with a vendor will go, so don’t look only for the shinyfive-star references. Viewing a live demo. Similar to the proof of concept, this is your chance to see the CRM inaction using real-world scenarios. Negotiating contract and pricing terms. Your decision may come down to which solution isbetter suited for your budget.CRM RFP Template and Step-by-Step GuideIf not, there are some additional steps you can take to determine which solution you’ll pick. Hereare the most common:13

Create a CRM RFP TemplateFinally, once you’ve reached the stage of finalizing the contract, verify how the vendor will supportthe implementation. Most vendors offer such information on their website, and you can include it aspart of your RFP or RFQ, but it’s still good to know you and the vendor are on the same page.Review your RFP with vendors, request demos and discuss pricing.The vendor may offer professional services to help implement your CRM. If you’re moving from anon-premise solution to a cloud-based solution, this can be a valuable asset. Having the vendor’s aid isalso helpful if you’re replacing a CRM and need to migrate the data from the old system to the new one.Whether the vendor handles implementation or that falls to you, here are a few key points toconsider: Have a CRM “champion.” This is the person in charge of being the go-to expert at your company,acting as the vendor POC, answering user questions and generally owning the process.Map data and processes. A key part of data integration is data mapping, a process that matchesexisting data fields to their related targets. For example, if your current contact profiles includename, phone number and email address, data mapping ensures the target database fieldscorrelate so information isn’t lost or corrupted. Similarly, you need to map your existingmarketing and sales processes to the new system’s workflows.CRM RFP Template and Step-by-Step GuideNo one knows a product better than its vendor, so their expertise will promote a smoothimplementation. And if you can avoid committing resources to the implementation, your IT team willthank you.14

Create a CRM RFP Template Test before rolling out. A test team should put the software through its paces before the go-livedate. They can look for problems, determine how well it functions (and how close its functionalityaligns with what the vendor promised), and provide feedback so you can implement changesbefore the whole team needs access.Train users. Everyone should have the opportunity to learn the new solution’s tools, navigation,workflows and other elements, whether the training is vendor-led or conducted internally.To Recap: Use a CRM RFP to Choose the BestSolution PossiblePicking software is challenging. Every solution you implement plays an essential role in yourcompany’s operations and strategy, but a CRM solution is the means for managing your mostimportant ingredient for success: your customers. You need to get it right.Sending a CRM request for proposal is an excellent way to make sure your CRM solution can handlewhatever you throw at it.CRM RFP Template and Step-by-Step GuideIf you’re not sure where to start or want to quickly and easily view the top CRM vendors, we haveyou covered. We’ve also built a requirements template that speeds up the process while ensuringyou hit all your key requirements.15

CRM Requirements ChecklistPicking CRM software is one of the most important choices you’llmake for your business. Understanding your organization’s needsand requirements is the first step.Many companies have a difficult time finding the right solution. Itcosts too much or doesn’t have the capabilities they need or can’tbe customized to fit their processes. You can avoid all of this bystarting your search the right way: identifying your CRMrequirements.

CRM Requirements ChecklistImportance of Requirements GatheringRequirements gathering is a fundamental part of any business decision. It helps generate a list ofsystem, functional and technical requirements from the different stakeholders involved in theprocess. Being confident about what requirements to look for ensures your expectations with thedeliverables are clear, and that eventually enables you to make the right choice when it comes toselect a CRM solution for your business.No one knows your business better than you. So it’s important to figure out your expectations fromthe platform before you start looking for one. Once you know what you want the software to do foryour organization, it becomes way easier to pick solutions that line up with your needs.Needs AnalysisBefore you begin, it’s important to lay the proper foundation. Knowing which requirements are mostimportant for your company will make your search more effective and less time-consuming. Armedwith the knowledge of the most common features and what they can do, you’ll be able to quicklycreate a list of software worth pursuing.1.2.3.4.What goals are you trying to accomplish?How much technical assistance do you have access to?What size is your business?Does the vendor offer industry-specific solutions?CRM RFP Template and Step-by-Step GuideView of CRM Requirements Checklist.17

CRM Requirements Checklist1. What goals are you trying to accomplish?Your CRM search needs to start with a plan and expectations. If you aren’t clear on why you need aCRM, it’s too easy to get burdened with a system that no one likes and that doesn’t actually help yourbusiness grow. Here are some considerations: Are you looking for a full-fledged system, or just enough to replace your spreadsheet orpen-and-paper approach?Are you trying to serve a B2C customer base, or is your focus on the B2B space? B2C and B2BCRMs differ, so it’s good to be aware of the nuances required for each.Do you need to migrate from a legacy system to a cloud-based solution to reduce the need forIT resources or provide better visibility?What are the outcomes you want from the software? This can include things like streamlinedsales and marketing processes, integrated analytics and performance tracking, access toadvanced tools like VoIP and collaboration, and integrated customer service and salesprocesses.Doing this will point you toward which products to look into further, using RFPs and other methods,and it will highlight the specific features you need to include on your CRM requirements checklist. Itwill also help you determine what level of customization you may need, as it’s unlikely any CRM willhave every capability out of the box.Answering this will help you determine how much flexibility you have with the CRMs you look at.Some systems are user-friendly and don’t require a lot of technical know-how to set up and manage.Others, however, require IT expertise.In addition, the more complex the system is, the more involved it’ll be to implement. You’ll likely endup working with the vendor or an implementation partner, which is much easier if you have anin-house IT team. This is especially true for on-premise solutions, where the customization optionsare more extensive and require deeper technical knowledge.CRM RFP Template and Step-by-Step Guide2. How much technical assistance do you have access to?18

CRM Requirements Checklist3. What size is your business?Not all CRM systems are built equal. Some cater to small businesses while others are much moresuitable for large enterprises. Vendors offer a wide range of functionality, and with that comesvarying levels of complexity.Be sure you have the resources to handle the system’s demands or else you’ll end up withsoftware that’s so complicated it makes tasks harder instead of easier.Cost is another major factor at play. Solutions designed for global organizations will come withway more features — and a higher price tag. Often, these products require more technicalassistance and implementation support, which further drives up the cost. If you use a SaaSsolution (Software-as-a-Service) that charges per user, the number of employees who need toaccess the platform will also impact how much you’ll pay.4. Does the vendor offer industry-specific solutions?Although CRMs are robust, you should know whether they have features that support theindustry your company is in. This varies widely, so be sure to perform due diligence.Key RequirementsThrough extensive experience and research, we’ve compiled a comprehensive CRM evaluationchecklist of the most critical CRM requirements to look for when researching and comparingvendors for your business.These requirements are the most common for the average company, but some may not beapplicable to everyone. Different CRM systems focus on different capabilities, so it’s vital toknow what functionality your organization requires via a CRM needs assessment beforeshortlisting vendors.CRM RFP Template and Step-by-Step GuideLooking for an industry-specific solution is most important for those in niche industries thathave particular requirements. For example, a non-profit might need unique capabilities to assistwith event planning and fundraising. Be sure to incorporate these special considerations asnecessary when filling out your CRM template.19

CRM Requirements Checklist1. Contact ManagementContact management is a core component of CRM solutions, allowing companies to collect,store and act on data from prospects, leads and customers. The best systems can maintainbetter contact management, easy proposal creations and more. CRMs enable users to manageappointments with prospects, leads, colleagues, vendors and other contacts.A contact management module often includes the ability to import data in bulk, such as from aprevious CRM or a spreadsheet. Once each contact has a profile within the system, users canuse that to track past interactions, attach relevant files, and view information about the contactsuch as potential value or likelihood to convert.Case management is another element found in contact management modules. It helps userskeep track of customer requests via a ticketing system that’s associated with the customer’spersonal information within the CRM. This prevents shuffling customers from department todepartment and reduces wait time, improving customer satisfaction.You don’t want to waste your team’s time with inefficient contact management practices. Sowhen you request a demo, try to gain a strong sense of how contact management works whendealing with automated workflows and real-time sharing. Case Management Activity Management Shared Contacts Appointment Management Internal Collaboration Document and File Management Data Import and ExportExample of a case management dashboard.CRM RFP Template and Step-by-Step Guide Contact Management20

CRM Requirements Checklist2. Client Interaction TrackingOnce leads become customers, it’s important that you’re able to manage all the touchpointsbetween them and your business. CRMs provide tools for handling and keeping track of yourinteractions with clients, such as invoices, purchase history and order status. Dashboards act as acentral hub of information, so it’s easy to see a record of a customer’s interactions with your brand.Often, these tools support marketing efforts. For example, they allow you to segment or filtercustomers based on criteria like purchase behavior, location or interests so you can send targeted,relevant campaigns. Account Management Interaction Management Payment Management Customer Segmentation Filtered Views3. Database ManagementIn addition to storing records in a central location, the database can allow you to link data acrossdifferent departments (such as sales and marketing) and view the relationships between differentrecords. It also helps you maintain clear, up-to-date records and avoid duplicates. Comprehensive Records Link Between Databases Master DataCRM RFP Template and Step-by-Step GuideMastering data management of your customer database should be a high priority of your CRMplatform, so you can ensure data integrity.21

CRM Requirements Checklist4. Marketing and Campaign ManagementOne of the most essential features of a CRM is marketing automation. They go hand-in-hand, somost CRMs offer marketing automation modules or have the ability to connect seamlessly withthe top standalone marketing automation solutions.Marketing automation allows you to be more efficient with your marketing, especially at scale. Itoffers capabilities like batch email marketing and event-based marketing, where you create asequence of messages that each automatically trigger when a contact takes a specific action.When you’re dealing with hundreds or thousands of contacts at different stages, this will saveyou loads of time.You can also create, deliver and track multi-channel marketing campaigns. Marketing automationcomes into play by having all website and campaign activities available within your CRM interfaceand dashboards.Marketing tools also include customer targeting features that offer a 360-degree view ofprospects and leads, allowing users to segment them into a range of customizable categories.CRMs can track customer data like spending habits, likes, dislikes and other attributes to betterqualify them. This data can be used to drive targeted ma

Your CRM RFI gets the ball rolling and lays the groundwork for sending an RFP. The RFI acts as a tool for gathering information from various vendors. Your level of familiarity with the CRM market may determine whether you use a CRM RFI or not. If you're not thoroughly versed in the different vendors and options, sending an RFI will save you a