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The Worlds Largest SharePoint Product and Resource Directory

SHAREPOINT CRM
Incredibly User Friendly
CRM Solution by
Lookout Software
Product Reviewed by Ron Charity
December 2013

PRODUCT VALIDATION REPORT

SHAREPOINT

CRM PRODUCT VALIDATION REPORT

INTRODUCTION
This review is written for anyone in the process of assessing potential Customer Relationship
Management (CRM) vendors for their organization who are considering their existing
SharePoint investment as the platform for deploying their chosen CRM product. The intended
audience for this review is technical and management readers that have CRM and SharePoint
acumen. This review will provide the reader with an overview of CRM and its benefits; an indepth review of the SharePoint CRM product; and evaluation, best practices, and
recommended next steps.

THE VALUE OF CRM


CRM is all about having a model (methodology) for managing your companys Interactions
with current and future customers. It involves using processes, policies, and technology to
organize, automate, synchronize, and ensure the data quality of an organizations sales,
marketing, customer service, technical support, and the real customer relationships that drive
all of these.
In an interview with Kerri Groves from Lookout Software, she said that a well-run CRM
program considers culture, processes, policies, and tools, and can benefit your organization in
many ways. Some of these ways include:

Structure and Automation: The standardization of business processes and procedures


facilitates consistency across the organization and gets all staff on the same page.

Information Management: the centralization of data, structure, documents, and client


communication simplifies reporting and decision making by ensuring that you have
factual information at hand all the time.

Centralized Communication and Knowledge: A single hub for all aspects of the
business that relate to the entire team becomes the one place to go for customer and
business relationship management knowledge.

Groves also stated that a CRM system must be operational (integrated into the business
process with its use measured and enforced) in order to be effective. Even though the business
type (financial, energy, manufacturing, health care, etc.) will influence how a system is
adopted, CRM systems in every type of business must contain an operational element in order
to achieve full adoption.
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ABOUT LOOKOUT SOFTWARE AND SHAREPOINT CRM


SharePoint CRM was designed and developed by Lookout Software. Since 1994, Lookout has
specialized in all aspects of CRM software solution delivery. Throughout the past two decades,
they have been at the vanguard of this exciting and challenging unification of people, processes,
and technology. They have been working to deliver an array of services, including consulting,
technical support, integration, customization, training, and now software development to
support the various aspects of business relationship management needs. Before moving into
software development, they operated as a system integrator/reseller for a variety of early CRM
systems.
SharePoint CRM enables any size business to implement a full-featured, scalable CRM solution
for SharePoint easily and affordably. The base SharePoint CRM application can be used outof-the-box or can be narrowed down or extended even further with compatible SharePoint Web
Parts. By using your current Microsoft SharePoint platform, you will maximize your existing
investment by boosting its key CRM features and functions. The built-in configurator makes it
easy to turn features on or off and even allows you to tailor features to fit your business perfectly
and match corporate branding and procedures.
Lookout is a client-focused company. Decades of experience in the industry have helped us
understand that working closely with our customers to achieve success also makes us
successful, said Groves.
SharePoint CRM is deployed within many major companies in a broad array of market
segments, including CBRE, Novartis, Royal British Legion, Panache Lingerie, Vermont Law
School, Edwards School of Business, and the Idaho Department of Labor.
For more information about Lookout Software, please go to www.lookoutcrm.com or
www.sharepointcrmtemplate.com. For more information about CRM Licensing and Service
options, please visit http://sharepointcrmtemplate.com/pricing/.

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SUMMARY OF BASIC TECHNICAL REQUIREMENTS


SharePoint CRM works as a sub-site within a SharePoint Site Collection which is itself a part
of a SharePoint Farm Topology. The Farm Topology can be a single server or a SharePoint
multi-server Farm.
The version of SharePoint used would be either Foundation (2010, 2013) or SharePoint Server
(all versions 2010 or 2013).
Installation of the CRM Web Parts and CRM Template requires Administrative privileges on
the SharePoint Farm.
The use of the CRM Outlook Plug-in requires the presence of MSOffice 32 bit (64 bit support

INSTALLATION INSTRUCTIONS
The following is a summary of the installation steps for SharePoint CRM:
1. Login to your SharePoint farm as Administrator (both Windows Server and
SharePoint).
2. Download the SharePoint CRM Install Package as provided by LookOut Software for
your particular version of SharePoint (2010 or 2013).
3. Extract the Install CRM Package to your WFE (Windows Front End SharePoint
Server), (e.g. download folder).
4. In SharePoint Central Administration create a Web Application (e.g. I used
SharePoint 81 which used port 81, database name CRM and accepted remaining
defaults). Note: You could also use a currently available SharePoint Web Application
and Web Site Collection.
5. Select the newly created SharePoint Web Application (e.g. SharePoint 81).
6. Create a Website Collection (e.g. I created a site collection called CRM, chose a Blank
template, and associated it with the application on SharePoint 81).
7. Open your new site in IE to make sure it is working properly.
8. What follows is the SharePoint 2013 install; the 2010 version requires a couple more
manual steps.

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Before proceeding to the next step, have the SharePoint URL and
site name for your CRM site ready. I used http://sharepoint:81 and
CRM.

9. Browse to the directory where the unzipped files are located, find the
INSTALLCRM.EXE file, and double click.
10. When prompted, enter the path to the newly created site collection (e.g.
http://sharepoint:81) and press enter.
11. When prompted, enter the name for the CRM site (e.g. CRM) and press enter.
12. When prompted, enter the path for the CRM site (e.g. http://sharepoint:81/CRM) and
press enter.

The installation program will now run a series of commands to add


and register the SharePoint CRM site and Web Parts. This process
takes a few minutes to complete.
Depending on the size of your farm and current workload, the
installation should finish within 15 minutes.
Please follow your organizations quality assurance and change
control policy.

13. When informed that the install has finished, open a browser and enter the URL to
your new SharePoint CRM site (e.g. http://sharepoint:81/CRM).

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GETTING STARTED
In this section, I will walk you through some basic tasks, including the creation, viewing, and
searching of the following:

Accounts (company or organization)

Contacts (person associated with an Account)

Opportunities (potential sales opportunity associated with the Account)

Leads (potential clients not qualified as Accounts)

Tasks (reminders and to-do items for the above)

Calendar Items

First, lets familiarize you with the SharePoint CRM site layout (basic user interface concepts).
SharePoint CRM builds on the Microsoft Site Layout framework, so it will look very familiar.
Site navigation is to the left, primary Web Parts are the center of the page, and secondary Web
Parts are to the right.
The following is a screenshot of the base SharePoint CRM site with no configuration, thirdparty Web Parts, or data added:

To help you visualize whats possible, the following is a screenshot depicting a configured
Dashboard:

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SharePoint CRM is fully integrated with a built-in Quick Search, and youll soon notice that
many tasks are easily performed with this feature. Specifically, to begin adding content, you
click on the Search Box (look for the text Start Here Quick Search located in the upper right
corner of every CRM page) and the following form will appear:

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Each CRM item type has its own configurable menu options with features such as edit, upload
a file, send via email, and many others that help users easily capture and share information.
The following is a screenshot of a sample Action Bar (menu located at the top of a form) for an
Opportunitys display item:

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Another important user interface concept you should be aware of is that each CRM list is
represented by a specific icon. The following itemizes and describes the most common icons:

ADDING CUSTOMER INFORMATION


Now that you have a basic understanding of the user interface, lets get started. First, I will walk
through how to add data like Account, Contact, and Opportunity information. After that, we
will explore a few of the features of the product. The dataset I used for this evaluation of
SharePoint CRM consists of SharePoint Reviews data and staff.

Add an Account (Company or Organization)

To begin, I place the cursor over the Site Search text box and enter a company name
(e.g. SharePoint Reviews).

Any matching results will appear, but in this case, SharePoint Reviews hasnt been
added, so the results window will appear and display tabbed navigation options for New
Account, Lead, Contact, Campaign, and Advanced Search with a message of No Results
Found.

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Note this is a fast and simple way to begin adding all types of CRM
information like Accounts, Contacts, Opportunities, Interactions,
Projects, Tasks, Calendar Appointments, etc.

I select New Account and the following new form appears:

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I enter the basic account information and click save. Notice that the form makes use of
all standard SharePoint column fields. The form is intuitive, easy to use, and adaptable to
individual requirements for data capture.

Once I save the form, the What would you like to do next? window appears.

Note that this window appears when new items are saved. As each
new item is created, the list changes to support the users logical next
step. This is a nice, configurable usability feature that helps the user
through the process of adding information with fewer clicks.

Add a Contact (person associated with an Account)

From the What would you like to do next? window I select Create a new Contact as
my next step. I could have selected No thanks I am done, but I want to create a dataset
with the basics.

I complete the form accordingly using my name and contact information. Notice that
the form makes use of SharePoints multi-pick choice, single, and multi-row text box
columns. You also have options to use the features Set as Main Contact and Add to
My Contacts, which will make the items available to import into Outlook. The form is
intuitive, easy to use, and configurable to specific requirements.

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Add Opportunities (potential sales opportunities associated with the


Account)

From the What would you like to do next? window, which appeared as I saved the
contact item, I select Create an Opportunity.

As you look through the form, you see the use of the Main Contact checkbox from the
Add a Contact (pre-populated to reduce data entry and clicks). In addition, there are
sections of the form that can be minimized and maximized depending on how you wish
to display the field value boxes in the new form. With any relationship or opportunity,
you gradually obtain information, so it is important to enable users to gradually enter
data in a logical order.

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Add Tasks (reminders and to-do items for all of the above)

From the What would you like to do next? window, I select Create a Task.

For Tasks, I decide to create a few sample tasks to show how they are displayed within
the My Dashboard page. The form makes use of all SharePoint column fields,
including choice, date, and text boxes to help fast track data entry and improve
usability.

Additionally, the software has a configurable feature that enables copying selected data
from a parent list to a child list, removing the duplicate entry problem inherent in many
CRM systems.

I add the relevant values so the tasks will be displayed in the Task list on My
Dashboard.

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SharePoint CRM utilizes the What would you like to do next?


feature as a launch pad for the sorts of things staff should do
next. This helps the user be proactive and stay focused, and also helps
management measure progress. For example, if you have just logged
an interaction, you may want to perform a follow up Task.

The following is a screenshot of the Tasks display form:

I repeat the steps above a few times using random data and then click on My
Dashboard, where the Tasks now appear.

The key information is displayed, which can help the user plan their days activities.

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An alternative method that can be used to display list data is using the CRMs highly
configurable Sub Grid. In the screen below, the Sub Grid is used in place of the above
SharePoint list view.

Add Discussions

The SharePoint Discussion feature can easily be added to the CRM and helps the user
reach out within their organization for help. This help could be for product or service
offering information, a how-to, or a request for an introduction, for example. This is an
important feature because it helps the user reach out when needed while keeping
information within the CRM tool (which builds the depository of knowledge in a
central, easily accessible place).

To add a Discussion, I page down the CRM Site to where the SharePoint Discussions
Web Part is available (lower right hand side of the page).

Next, I select New Discussion and add a few discussions, each time entering a subject
and descriptive text.

Now that I have added some data, My Dashboard appears as follows:

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MOST RECENTLY USED FEATURE


A helpful feature that is located on every CRM page within the left navigation area is Recently
Viewed- this feature is self-explanatory.

AUDIT LOG
Another useful feature within the CRM is the Audit Log, which captures previous values and
new values of changed items, along with the date and creator/modifier.

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SEARCHING ON CUSTOMER INFORMATION


For search, there are a few options, including the standard SharePoint Search this Site
feature, which is generic to SharePoint. SharePoint CRM adds a Quick Search function that
returns exactly what it finds and a Full Search function that returns configurable subject
areas such as Opportunities, Contacts, Tasks etc. for the purpose of data management
procedures. Additionally, SharePoint CRM has an internal relationship Connect Search that
enables the connection of disparate items.

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The following is a screenshot of the Quick Search results when searching for a specific Contact:

Notice that the CRM icons enable you to quickly add further Contacts, Interactions, Calendar
events, etc. This is another way SharePoint CRM increases usability by reducing drill downs,
clicks, and page loads.
The following screenshot is a Full Search of Accounts (notice that all the subject areas (e.g.
Accounts, Opportunities, Contacts, etc.) appear in the results):

The following screenshot depicts additional Add New options exposed within the Full Search
results page in order to reduce clicks and page loads:

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FORM CONFIGURATION BASICS


SharePoint CRM is highly configurable so that organizations can optimize it for their specific
business management purposes. They can do so using administrative tasks rather than
developer-related tasks such as using Visual Studio or complex XML procedures. To configure
SharePoint CRM, you will need to access the Advanced CRM Settings list from Site Actions.
The following is an example of the configuration options for the Quick Search:

Another example of the configuration capabilities of SharePoint CRM is within its own Web
Part properties. The New/Edit form enables drag and drop from the Available fields list to the
Selected fields list in order to swiftly modify the type of data being collected by users:

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As mentioned earlier, SharePoint CRM by Lookout Software utilizes the SharePoint site
framework, which means that the Web Parts are designed with plenty of configuration options.
SharePoint CRM takes full advantage of SharePoint columns, views, lists, and
permissions/groups and builds on these with added automation and functionality options.
Within SharePoint CRMs Advanced CRM Settings, system features and functions can be
turned on or off, Action Bars can be modified in seconds, automation field names can be
personalized, and much more. From the Display pages, Sub Grids can be removed and
automated relationships between items can be quickly added. List, Item, and Field names can
be changed or added and forms can be reconfigured using an array of design elements.
The configuration options available within SharePoint CRM are extensive so that software
users and implementors are able to configure SharePoint CRM to meet their unique business
needs.

Note that being able to configure the forms to match an organizations


business process and language is important for user adoption. Users
must be able to quickly and intuitively complete forms or they will push
back against adoption.

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OFFICE OUTLOOK CRM PLUGIN


The CRM Plugin for Microsoft Office Outlook enables users to access key CRM functionality
from within Outlook while quickly and easily processing email communication. This enables
users to use SharePoint CRM in a way that is not intrusive to their work style, which is key to
user adoption.
The following screenshot depicts the CRM Plugins Ribbon features:

The next screenshot depicts the CRM appointment management function from within Outlook.
A user is able to create appointments in Outlook and send a copy to the relevant CRM item.
This minimizes the number of clicks, enhances usability, and creates a historical Customer
Meeting Log.

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The next screenshot depicts the CRM Contact integration functionality with Outlook Contacts,
where possible duplicate CRM Contacts are exposed. If no duplicate items are presented, users
can swiftly copy from Outlook Contacts to the CRM minimizing the number of clicks and
enhancing usability.

MOBILITY
Mobile CRM solutions allow users to view and update data contained within the SharePoint
CRM system from tablets and smartphone devices. By collaborating with industry experts like
Pansys Software and H3 Solutions, Lookout Software has added two additional options for
delivering a mobile experience to customers using SharePoint CRM. For more information,
visit the SharePoint CRM site at http://sharepointcrmtemplate.com/mobile.

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EVALUATION
Now that we have completed our product walk-through, the following table summarizes the
key areas evaluated.

Area

Description

Rating

Notes

(1-5)

Installation

The installation requires the creation of an

Configuration

5/5

Once you click setup, the

application and site collection prior to

install program does the rest

clicking setup.

for you.

SharePoint CRM is designed to be self-

5/5

Generally, organizations will

configurable, which means an

not require a developer and

organization can tailor it and extend it to

will save money on costs

meet their specific business needs, even if

associated with development

their requirements are dynamically

and ongoing cost of

evolving.

ownership.

Solution Depth/

SharePoint CRM follows the SharePoint

3/5

Though SharePoint CRM

Deployment

planning, design, and operational

follows Microsoft guidelines,

Options

framework, taking advantage of base

no specific documentation is

functionality, building upon it and

available for designing and

plugging limitations with many optional

operating.

features.

User Interface

User interface follows the SharePoint

5/5

You can leverage existing

design patterns. It is easy for SharePoint

investments in SharePoint

users to adapt to its familiar functionality

and Office.

with minimal training requirements.

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Ease of Use

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Very intuitive for SharePoint users and in

5/5

I watched the videos located

general. Once I watched the How To

on the SharePoint CRM site

videos on the SharePoint CRM site, I was

before getting started.

comfortable using much of the


functionality in the product.

Activity

My Dashboard provides a consolidated

5/5

SharePoint lists can be

Management

view of activities for each user.

configured and the

Organization-wide Activity Management

SharePoint CRM forms can be

is accessible from an Activity Reporting

easily customized as well.

page and includes Tasks, Interactions, and


Calendar items.

Customer and

The Account (customer) and Contact lists

5/5

SharePoint lists can be

Contact

can be integrated or managed by external

configured and the

Management

control points, such as accounting data

SharePoint CRM forms can be

systems. Forms and lists are highly

customized as well.

configurable, enabling a simple to use, yet


powerful, centralized location for client
relations and improved marketing
opportunities. All aspects of information
management procedures are very easy to
use.

Opportunity/Lead

Lead and Opportunity management is

5/5

SharePoint lists can be

Management

available via configurable forms, lists, and

configured and the

automation features that enable users to

SharePoint CRM forms can be

capture minimal information that is both

customized as well.

useful and analyzable.

Sales Process and

Unique and individualized sales processes

Opportunity

can be applied to the Opportunity forms

recommended for those new

Management

and related items, which can enhance and

to sales or if you want a

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5/5

A sales course is

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enable improved sales and opportunity

consistent methodology

management.

across your organization.

Tracking revenue

Because SharePoint CRM is built on

5/5

The Pivot Point Web Part is

and Forecasting /

SharePoint, customers utilize an array of

used to provide enhanced

Reporting

options for integration and report

graphical reporting via tables

management, including lists, charts,

and a variety of charts.

tables, and calculated fields. Extended


reporting tools like SQL Reporting can be
used within SharePoints infrastructure.

Mobility Capability

SharePoint CRM utilizes the SharePoint

4/5

Lookout Software partners

site framework, so device rendering

with third parties for iOS and

depends on which version of SharePoint

Android-specific clients.

you have.

Mobile device support is best


provided with SharePoint
2013.

Business

The nature of the product is that it is

5/5

SharePoint lists can be

Intelligence and

amenable to a variety of reporting options

utilized, along with a myriad

Reporting

that can be layered on top of the CRM /

of reporting options inherent

BRM to provide BI.

in SharePoint, as well as
external applications and
third party web parts.

Document

SharePoint CRM utilizes SharePoints

Management and

Document Library functionality and

can be configured and the

Collaboration

builds on it with automated folder

document content types can

creation and naming capabilities that have

be leveraged within the CRM

configuration options.

infrastructure.

Office Integration

A full-featured Outlook plugin fast tracks


data capture and efficiently processes

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5/5

4/5

SharePoint libraries and lists

A 5/5 would have been given,


but the 64-bit Outlook plugin

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email communication with CRM Leads,

wasnt available at the time

Accounts, Contacts, Opportunities,

this review was written.

Interactions, Tasks, and Appointments.


Custom Word merge templates can be
used throughout the CRM as required by
each specific list. Documents are
automatically logged into the folder
system for each item.

SharePoint

The product is completely SharePoint-

Integration

based and makes excellent use of sites,

5/5

SharePoint CRM is fully


integrated within SharePoint.

lists, libraries, and data connectivity.

Support and Help

All support calls and requests for

5/5

information were answered promptly and

Their staff is located on the


major continents.

fully.

CRM BEST PRACTICES


Now that you understand what SharePoint CRM can do, you should consider your CRM
program as a whole (culture, processes, policies, people, and technology). Here are some points
to think about when developing your program:

Have a vision and strategy. It is important to have goals you want to accomplish with
your CRM program. For example, you could aim to always facilitate and capture a
certain set of processes, tasks, and activities throughout a client engagement process
using a tool like SharePoint CRM.

Understand the benefits and metrics for success. What specific outcomes are you
looking for? Is it consistent engagement methodology across your sales force?
Centralized location of all client related information? Better reporting? Improved
insight into win/lose ratios? Simplified succession planning? Insight into cost of sales

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activity management? Decide which benefits are most important to your organization
and clearly define the metrics for measuring the success of those benefits.

Align your CRM vision with key stakeholders. Once you have a vision and have clearly
identified the benefits to be gained, your next task must be alignment of that vision with
key stakeholders. As you develop your vision and benefits guidelines, speak with key
stakeholders and get their feedback. If youre not in a position to do so, find an
executive-level coach that can help you. What youre trying to prevent is roadblocks,
poor user adoption, and other project-related risks.

Assess organizational readiness in your current culture, processes, policies, people, and
technology. Meet with key stakeholders and conduct a Risk Workshop to assemble a
plan for managing the risks.

PLANNING YOUR CRM PROGRAM


Planning your CRM program will involve addressing the key areas of the business that may
need improving because they could ultimately have an impact on user adoption and the overall
success of your CRM. Specifically, your plan must address the following areas:

Culture What specific aspects of your culture will be impacted? What about attitudes
and values?

Process Which processes will be impacted? Do any processes need to be created or


enforced through education and management? Specifically consider your processes for
deciding which leads to pursue, sales calls, collecting information about clients,
management reporting, post-sales engagement, data collection, and following up on
leads provided by clients.

Policies Which policies are impacted? Do any policies need to be created or enforced
through education and management? Specifically consider your policies regarding the
handling of client data and your code of ethics regarding what data is captured, stored,
and utilized.

People How will you inform people about CRM and incentivize them to adopt it? How
will you motivate them to act and measure their adoption? Perhaps the best term from
experience is influence. How will you influence culture?

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As author Luc de Brabandere explains in his book The Forgotten Half


of Change: Achieving Greater Creativity through Changes in
Perception that change is a two-step process. Step one is realizing the
change will help you, and Step two is making the change (in other wordspeople hate change, so it better be advantageous).

Technology What can you leverage? What must you buy? What best aligns with your
process or, better yet, what is configurable enough to fit your process with minimal
customizations and cost.

RECOMMENDATION
Overall, I found SharePoint CRM very easy to install and use. Installation took about 15
minutes. I watched the educational videos on the SharePoint CRM site and within an hour I
was navigating the site and entering information with ease. Because the product is based on
the SharePoint site framework and integrated with Office, it is very intuitive. Usability like this
should be a key consideration in your analysis of CRM tools, because ease of use and the ability
to configure the CRM to meet your specific business processes will facilitate greater (and faster)
levels of user adoption.

LEARN MORE
For more information about SharePoint CRM, educational videos can be found at
http://sharepointcrmtemplate.com/video-library. To arrange an on-premise evaluation or
personal, web-based demonstration, please contact Lookout Software using this link:
http://sharepointcrmtemplate.com/contact-us.
Have feedback or questions regarding this review? Please contact me at SharePoint Reviews
roncharity@sharepointreviews.com .

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PRODUCT REVIEWED BY RON CHARITY


Ron Charity is an enterprise architect with a major US bank and has worked in consulting for
20-plus years. He has worked in the USA, Canada, Australia and Europe proving him with a
diverse background and global perspective on IT. He has worked with SharePoint since its 2001
beta and is focused on governance, collaboration, search, social, mobility, and document
management. He has written articles on governance, collaboration, document management,
and mobility.

PRODUCT VALIDATION REPORT


The Product Validation Report produced by SharePointReviews.com in collaboration with
industrys most renowned experts delivers independent validation of vendor product
capabilities and provides insights on how the product compliments customers native
Microsoft SharePoint deployments. This report should not be treated as a replacement for the
evaluation process that you would normally conduct before making a purchasing decision, but
it will provide independent information on the product to help you with your decision. This
report includes opinions of the reviewer(s), and neither SharePointReviews.com nor the
reviewers are responsible for any issues that may arise during your usage of the product. This
research was sponsored by Lookout Software.

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