How We Implement CRM
For Small Businesses
Most CRM implementations fail because they start with the tool instead of the work. We do it the other way around.
Why most CRM implementations
don't work.
They skip planning
Someone watches a demo, gets excited about features, and starts setting things up. Two weeks later the workspace is chaos because nobody thought through how work actually flows.
Teams don't adopt
The CRM gets set up but people keep using spreadsheets. Why? Because the system was built around the tool's defaults, not how the team actually works.
Wrong tool, wrong fit
They picked the CRM based on G2 reviews or what competitors use. Six months later they realize it doesn't fit their workflow and switching costs are too high.
Five steps. Done right.
Every implementation follows this process. It takes longer upfront but saves months of frustration later.
Map the Workflow
We start by understanding how work actually moves through your business. Not how you wish it worked. How it works today.
What we ask: Walk me through what happens when a new lead comes in. Who touches it first? What triggers the handoff?
Vet the Vendors
Before you sign anything, we check the vendor. Uptime history, security posture, SOC 2 status, support response times.
What you get: A one-page vendor risk summary for each tool we implement.
Build the System
Now we build. The CRM structure matches your mapped workflow. Statuses reflect actual stages. Automations handle real handoffs.
The difference: Your statuses mean what they mean to your team, not some default definition.
Train the Team
Not a video dump. Live sessions where people learn by doing. We focus on daily workflows, not feature tours.
Key insight: Training isn't about showing features. It's about building habits.
Support After Launch
Questions always come up after go-live. We're available to answer them. Small adjustments happen. That's when adoption sticks.
What's included: 30 to 60 days of support depending on package.
We're not just another consultant.
Workflow-first, not feature-first
Most consultants show you all the cool things a tool can do. We start by understanding how your work moves. The tool serves the workflow, not the other way around.
Security+ certified vetting
We check vendors the way enterprises do. Uptime, security posture, SOC 2 status, support benchmarks. You get a real risk assessment, not someone Googling reviews.
Platform neutral
We're not loyal to any vendor. If ClickUp isn't right for you, we'll say so. If Zoho is overkill, we'll suggest something simpler. Our job is finding the right fit.
Experience with messy setups
We clean up chaos every week. 47-folder ClickUp workspaces. CRMs nobody uses. Spreadsheets running alongside paid tools. We've seen it all and we don't judge.
Sound familiar? We can help.
"My team won't use our CRM"
Usually means the CRM doesn't match how they work. We rebuild it around actual workflows.
"Our ClickUp is a mess"
Started organized, spiraled into chaos. We audit what you have and rebuild it properly.
"We don't know which CRM to pick"
Too many options, no clear guidance. We map your needs, vet vendors, and give you a recommendation.
"Tools don't talk to each other"
CRM says one thing, project tool says another. We connect systems so data flows automatically.
"We're growing too fast"
Systems that worked at 5 people break at 15. We build for scale from the start.
"Reporting is unreliable"
Can't trust the numbers because data entry is inconsistent. We fix the structure at the source.
How long does it actually take?
Simple CRM Setup
Small team, one tool, straightforward workflows
Standard Implementation
CRM with automations, dashboards, and training
Full Ecosystem
Multiple apps, integrations, data migration
Questions about our process.
How long does CRM implementation take for a small business?
Most CRM implementations take 2 to 6 weeks depending on complexity. Simple setups for small teams can be done in 2 weeks. Full ecosystem implementations with multiple apps and migrations typically take 4 to 6 weeks.
Why do CRM implementations fail?
Three main reasons: poor planning (jumping into setup without understanding workflows), lack of adoption (teams don't use it because it doesn't match how they work), and bad tool selection (choosing based on features rather than fit). Starting with workflow mapping addresses all three.
What should I look for when choosing a CRM?
Look beyond features. Check the vendor's uptime history, security posture, support response times, and pricing as you scale. The best CRM is one your team will actually use, which means it needs to fit your workflow.
Do you work with businesses outside North Carolina?
Yes. We're based in Wilmington, NC but work with clients nationwide. Everything is done remotely via video calls and screen sharing. Most of our clients are not local.
What if I just need help choosing a CRM?
That's our Selection + Setup package. We gather your requirements, research 3 to 5 vendors, vet them properly, make a recommendation, and then implement the winner. You get the full vendor risk report for each option.
Can you fix a CRM someone else set up?
Yes. Cleanup projects are common for us. We audit what exists, identify what's broken, and rebuild it properly. Your data stays intact. We've fixed workspaces from other consultants, DIY setups, and inherited messes from past employees.
Ready to do it right?
30-minute call. We'll talk through what's not working and what it would take to fix it.