How to Design a CRM System?

6minutes read
how to design a crm

Customers shape business like no other. Meeting their desires can appear challenging, but finding the key to their hearts puts you in a winning situation. By implementing a CRM system, you are on the way to know the users better. Almost 57% of companies perceive CRM platforms as the most valuable software. 92% of businesses say CRM software plays an essential role in achieving revenue goals.

These stats directly enhance the importance of adopting a custom CRM design in your company. Here, we’ll tell you how to design a CRM, what kind of system it is, and why it’s essential for your company.

CRM System and Its Main Features

Customer relationship management (CRM) is a platform that deals with effective interactions with customers, typically using data analysis to study information. As a result, CRM improves business relationships, helps companies be connected with their clients, optimizes processes, and increases profitability.

There are some data uses that help your CRM to improve communication with customers and your business processes:

  • Data collection. Helps you collect all needed customer information, such as contacts, their interaction on the platform, and attitude that relate to their buying decisions.
  • Data retrieval. This tool gives you access to any kind of information about your clients. Great CRM makes retrieving and analyzing much easier and faster.
  • Data storage. The amount of data depends on the capacity of your business. Usually, the best way to do it is by using cloud storage with regular backups, which collect more significant pieces of information.

CRM system includes various parts and features, so here is the list of main components:

  • Dashboards and reports. Users can view statistics from a visual perspective using customized reports, dashboards, and analytics. As a rule, they offer real-time data updates.
  • Software. This part holds functional components, such as data organization, contact management, lead scoring, etc.

These are the main features of the CRM platform, but in actuality, the system is much more diverse. Each component plays a big role in creating such a demanding CRM structure. Design is no exception. Let’s continue focusing on that part and see how to be in a winning position. Gapsy team is ready to provide you with high-quality mobile app or web design services.

What Is a CRM Design and Why Does It Matter?

The CRM platform is a complex system. The irrelevant design will only confuse the users. You are responsible for creating the most comfortable conditions for them to interact with, and the key is to keep everything on the surface. Why is UX design important? Not only will the users benefit from it, but also your business. Fast access, an understandable interface, and easy navigation depend on it. Let’s look at how it improves the effectiveness of the company.


This is a massive advantage for any company. CRM, from its first meaning, already helps the company save time, but a good UX makes the system work more productive. While the CRM system is doing a good half of the job, your team won’t spend enormous time figuring out certain work moments.

Customer tracking

Having thoughtful CRM UX design doesn’t let you miss out on potential clients. The relevant design of the CRM software makes it easier to track your leads. This way, your company will gain more customers, which is certainly a benefit.

Connection with clients

Clear communication with the customers is the key. Here, the importance of CRM design is denoted in keeping all the essential information about the client without any inconvenience. Thoroughly-designed software helps the company easily access possible misunderstandings and data.

How to Design CRM Software: Main Steps

how to design crm software: main steps
how to design crm software

Let’s go over the main steps of designing the CRM, which may help you to build up a confident and engaging platform.

1) Primary analysis

Creating a design from scratch takes a long time to develop. First of all, you need to analyze the structure of the platform. To make the process more productive, set the goal you want to achieve with your CRM. Think through all the features and how they will be used. For example, different departments use CRM for their own needs: the sales and marketing need data analysis components, and the customer service will more likely use communication tools.

If you are redesigning your CRM software, look at the features used more often, and think about how you can improve them.

Read our article on UX strategy to understand the design thinking process.

2) Market research

Making research on the competitive market will help you to decide what to improve in your CRM system design. Decide how you can upgrade existing features or what to add to elevate your company on the market. Innovation plays a big role in the competition. Try to implement technologies that will put you ahead of everyone else. For example, create a mobile app instead of making a huge website. This way, CRM will be more portable and easier to follow.

3) User opinions

The best way to decide which features to adopt in the CRM is to ask users directly. All in all, it’s them who will spend time on the platform. Nobody wants to face unnecessary problems, so asking what to improve, cut out, or build on will help you make a decision.

4) Information structure

After planning and analyzing all possible features, the next crucial step is to structure information. We can say that it’s the beginning of the design process itself. Mind how you want to transmit information and how the details will be displayed. Decide how to combine your new features with the previous ones and embody them most understandably for the user. This defines the functionality of the CRM, so take your time to create the information architecture.

5) Wireframing and prototyping

With all things considered, the designers can start bringing your ideas to life. This is the stage where the visuals for CRM are created. The quality of the work also depends on how you planned and structured all the details for the project, so do not neglect any step of the process.

CRM Design Best Practices and Useful Tips

How to benefit from design and make the process easier? We prepared some useful tips for you which may come in handy. It is not easy to please the users, but some things make them love being on the platform. Besides, following them puts you in a profitable position.

Simple Navigation

Create simple navigation that helps the employee go with the flow. You do not benefit from the overloaded design. Otherwise, it can turn the user away and they won’t be able to complete the task. So, mind the information hierarchy for a better understanding of the future design. A good UX will cope with the job successfully.

Task definition

Having in mind specific tasks and goals makes designing a CRM more productive. Not only it helps in brainstorming at the beginning of the work, but it also guides you throughout the process. Define the purpose of your project so that you won’t deviate from it. More specific goals help designers to make the right decision and suggest specific changes.

Real-time analytics

Implementing an analytics tool helps the superiors track subordinates’ performances. It also can show popular features which you can improve for better usefulness. Analyze previous data for more significant efficiency of the work. You will be able to specify new decisions for the CRM UX design.

Feedback analysis

As we already mentioned, conveying surveys is the best way to realize possible mistakes. In designing, feedback is important because it helps to understand whether you are on the right track. Study all the opinions to upgrade the performance, in which UX design plays a significant role.

Convenient search and filter

Inserting a flexible search bar is a must-have. Some tasks need to be done quickly, so you don’t want your users to spend time searching for customer data. When you have a large amount of information, it is better to find a way to filter it for work effectiveness. Creating these features helps to sort data into relevant lists.

To Sum Up

Nowadays, a CRM system allows companies to stay alive, and ending up in an advantageous position with a competent CRM software design is possible. The developing process takes time and a thoughtful approach to work, but we assure you that going through this will undoubtedly increase the efficiency of your business.

Our team of experts will help you to create the most suitable design for the CRM software. We offer many services, so have a look and decide which sounds more convenient. Find our works on Dribbble. and reach out for future work!

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