Convince Your Boss To Switch CRMs With This 5 Step Plan

While your go-to response shouldn’t be “let’s just change CRM systems,” it’s also important to recognize when your current CRM is no longer cutting it. We recently wrote about 10 warning signs that you need to switch CRM systems, and today we’re taking it a step further.

Now that you know that in fact you should change your CRM software, how can you go about convincing your boss or department to make the switch? Change is difficult, but change with a price tag (in man hours and licensing fees) is even more difficult.

This 5 step plan will help you successfully get your management team behind switching CRM systems:

1. Do your research.

Look into a handful of CRM tools that you think will be better for your team than what you’re currently using. Compile information on each, such as feature lists, pricing, whatever you can get your hands on. Coming in prepared is the very first step to showing your boss that you’re knowledgeable on the subject. We created an awesome guide to get you started. Download “How To Evaluate CRM Software.”

2. Build your case.

Talk to members of your team and other teams who use your current CRM. Ask about their pain points and what they would improve in the tool; some of them might even have suggestions for other tools that they’ve used in the past. Make sure you also ask people outside of your team to validate the need throughout the organization. This is the first step in building your case. Document what functionality is not offered in your current CRM that is slowing you down. Do other CRM software vendors offer the functionality you’re looking for? When building your business case, focus on the ROI of CRM software and how a better tool can make your company more productive.

3. Analyze opportunity cost.

If you’re using an older CRM tool, chances are it’s clunky and it doesn’t travel well. If it isn’t mobile, doesn’t sync across all of your devices and requires a lot of data entry, that is all time wasted. If you’re doing anything manually, such as dialing each number by hand because your CRM doesn’t offer phone integration or it takes forever to run reports, compile the time you’d save by switching.

Picture this scenario: Dialing a phone number takes 10 seconds and your 10-person sales team makes 400 calls a day, one-click calling from within your CRM would save your team about 275 hours per year. If a rep makes a $50,000 base, those hours alone cost your business nearly $7,000, which goes a long way in paying for a new CRM.

4. Rally a network of advocates.

Once you’ve done the research and chosen a solution to propose, speak to others about switching CRMs and get them onboard, too. Start with your team and branch out to others in the company – tell them why they should want to switch, too. If management hears the suggestion that it’s time to switch to a new platform from multiple sources, it will be an easier message to digest.

5. Get management buy-in.

You made it to the final step. Congratulations! You’ve done your research, analyzed costs and gathered support from around your business. Now, write it all down and present your findings to management. Tell your boss why switching CRMs matters to you, your team, other teams, and last but not least – them. If there are any important selling points that affect management specifically, like easy data migration or simple-to-produce reports for managers, make sure you include those.


If you come to the conversation well-researched with facts and figures, your boss won’t be able to deny the benefits of changing to a better CRM tool.  If nothing else, your boss will at least appreciate your initiative even if they don’t bite on the new CRM just yet. I’d love to know, have you ever successfully convinced your boss to switch to a new tool? Let me know what worked for you below.

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