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CRM Business Process Flows for Beginners: How to Put All Your Potential in Action

Willing to employ the maximum of your software options? This post discloses the notion of CRM business process flow and gives tips for practical implementation of this tool.

Ivan Karp
Written by
Ivan Karp
Ivan Karp
Ivan Karp

Managing Director at SyncMatters, Europe

More from Ivan Karp

Published: Apr 05, 2024

| 10 mins read

Currently, CRM software is thought as a remedy for all obstacles and challenges of business running. This situation manifests itself in the chasing for the most advanced system. However, the level of CRM elaboration doesn’t mean the increasing of profit rates and process improvement.


CRM is a mere tool that visualizes the stages of your company performance and may reorganize the way your staff works. If your departments have sales, marketing, and service potential, the CRM platform enables you with the tools that reveal the ultimate power of your business abilities.

The following CRMs will help realize all your business potential:

After CRM implementation, your workers are lost and have no idea where to begin their work or how actually use offered features. Workflow is the practical solution that helps you to handle this urgent task. So, let’s disclose what the business process flow is and how to take advantages of this feature.

[Related Article:  CRM Audit Checklist]

Value of CRM for Different Departments

First of all, your company should define what each department can gain from CRM system. Roughly saying, there are three main teams – sales, marketing and support service. In order to make sure that your workers are ready for building and managing customer relationships, you need to evolve all available features for the objectives accomplishment.

For instance, the best CRM for nonprofits depends on the specific needs of the organization, but some popular options include Salesforce Nonprofit Cloud, Bloomerang, DonorPerfect, NeonCRM, and Kindful, which offer features like donor management, fundraising automation, event management, and reporting and analytics to improve engagement, retention, and donation tracking.

Accessible Document Storage

One of the primary CRM tasks is to manage company’s database, update it and guarantee that every worker has access to the necessary records. These relationship histories may have information gathered even during decades.

The focal point is to facilitate data administration and collect the most relevant records. The clue input information is emails, address book, contact list, event planning, notes and other documents. The output is the reports concerning customer activity and current status.

Besides, mobile access to the data becomes more and more required. That’s why cloud CRM platforms steadily curve the niche in the CRM industry.

Means of the Successful Inside and Outside Interaction

The organizations that work with multi-level contracts, upselling and cross-selling businesses, and other extensive accounting, use the CRM for improving cooperation between various departments. All business cycles in this company are clearly distinguished and bounded, but they also interconnected. Due to CRM, the sales department aware what was already done by a marketing team and can coordinate and update their further actions.

Talking about collaboration with prospects, the organization requires additional add-ons and plugins for keeping a pulse on the changes in customer’s interests and behavior. Client support service also depends on upon communities, live-chats, and forums for living up to prospect’s expectations. After integration with other systems, this department will benefit from a few workflows that can handle tickets, alerts, and prompts.

Wise and Effective Process Driving

CRM software can easily fulfill the demands of B2B and B2C strategies with the capabilities of sales, marketing and customer service synchronization. Marketing performance may differ, yet the support and selling processes are standardized. Concerning the analytics, this feature is fully customizable and works under the particular conditions and specified rules.

Data storage and cooperation abilities are linked into workflows that exclude expenses of time and human resources on the tasks that can be automated.

[Related Article:  How to Choose a CRM System]

CRM Business Process Flow: General Characteristics

The business process flow is a step-by-step guidance that consists of several stages and may be displayed at the top of your system interface. This tool aims to prevent the need for staff training and results in a well-executed piece of work.

This tool does not automate by CRM so that you can create a specific process flow for a certain entity or link up to 5 entities into one workflow. The ability to design numerous flows and associate them to particular teams or access permissions.

Workflows have some limits. You may activate up to 10 processes that can have up to 30 stages. Yet, you may create business process flows only for entities that are constantly updating. For instance, lead, campaign, case, order, opportunity, task, etc.

Perks of Process Flow for Sales Departmental

Here is an example of the workflow for the sales team. It consists of the following stages:

  • Qualify. Within these steps, you use webforms, email inquiries, marketing campaigns and outbound call for winning more leads.
  • Develop. After the gathering, your sales people qualify and assign prospects to certain workers.
  • Propose. Deal creation and demonstration to a potential consumer.
  • Close. The final phase of the deal – won or dropped. In case it is lost, reassign lead for further nurturing.

Bridging Customer Relationships using Process Flow

Deal closing sets the start for building vendor-customer relationships. This type of process flow begins with a project designing for a particular prospect. Then you assign it to the workers and create specific stages that include deadlines, tasks, and responsible workers. The product or service delivery is the last step in the project management.

Keep a Pulse on Bills with Business Process Flow

Along with the project accomplishment, the accounting team runs its own workflow and bills customers for subscriptions, expenses, and commissions. These workers also track the overdue invoices and estimate discounts and taxes. The closing phase of this process flow is the payment collecting and managing unpaid accounts.

[Related Article:  Sales Environment]

Customer Support and Workflow: Improve the Speed and Quality

The business process flow for support team comprises few stages. Everything starts with ticket receiving though call, email, or mobile app. Having assigned the case according to the priority, support managers browse the buying, activity and issue request histories of a particular client. When the trouble is defined, the support managers continue the communication with the client and offer a solution. The final point of this process is adding the case to the knowledge base.

In conclusion, we have figure out that CRM is a software for visualizing and improving the company performance. Due to its tools, you may organize and facilitate complex processes. Besides, if your staff lacks broad knowledge about CRM using, you may design unique, and practical workflows that aid your workers in efficient achievements and mistakes avoiding.

P.S. You feel like your company becomes limited by the abilities of your CRM and consider about CRM data switch? 

Choose the CRM for your needs


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Ivan Karp

Managing Director at SyncMatters, Europe

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