# CRM Implementation Checklist

Use this checklist after choosing a CRM and before importing the whole company database. The goal is a usable sales system, not a perfect software configuration.

## 1. Ownership and scope

- CRM owner:
- Executive sponsor:
- Sales manager/process owner:
- Admin/configuration owner:
- First team or segment going live:
- Go-live date:
- Current system or spreadsheet:

Decide what the first rollout must cover:

- [ ] Contact and company records
- [ ] Open deals/opportunities
- [ ] Pipeline stages
- [ ] Tasks and next activities
- [ ] Email/calendar sync
- [ ] Lead source and attribution fields
- [ ] Basic dashboards
- [ ] Marketing handoff
- [ ] Service/customer-success handoff

## 2. Sales process before software settings

Define the pipeline around buyer evidence, not rep optimism.

| Stage | Entry rule | Required fields | Exit rule | Owner |
|---|---|---|---|---|
| New / unqualified |  |  |  |  |
| Discovery scheduled |  |  |  |  |
| Qualified |  |  |  |  |
| Proposal / quote sent |  |  |  |  |
| Negotiation / review |  |  |  |  |
| Closed won |  |  |  |  |
| Closed lost |  |  |  |  |

Minimum deal fields to consider:

- Deal owner
- Company/account
- Primary contact
- Stage
- Expected value or range
- Expected close date
- Lead/source channel
- Next activity
- Loss reason

## 3. Data migration plan

Do not import everything just because it exists.

- [ ] Export current contacts, companies, deals, notes, tasks, activities, and custom fields.
- [ ] Remove obvious duplicates before import.
- [ ] Separate active opportunities from stale historical data.
- [ ] Keep an archive of old records that are not needed on day one.
- [ ] Map old fields to new CRM fields.
- [ ] Confirm consent, opt-out, and marketing subscription fields.
- [ ] Run a small test import first.
- [ ] Spot-check records with sales reps before final import.

## 4. Integrations and handoffs

List each integration and the direction of data flow.

| Tool | Data sent to CRM | Data received from CRM | Owner | Tested? |
|---|---|---|---|---|
| Email/calendar |  |  |  |  |
| Forms/website |  |  |  |  |
| Marketing platform |  |  |  |  |
| Proposal/e-signature |  |  |  |  |
| Accounting/invoicing |  |  |  |  |
| Support/helpdesk |  |  |  |  |

## 5. Adoption checklist

- [ ] Train users on the weekly workflow, not every feature.
- [ ] Explain which fields are mandatory and why.
- [ ] Create one page showing the sales routine: new leads, overdue tasks, stuck deals, forecast, lost reasons.
- [ ] Make managers use CRM reports in weekly meetings.
- [ ] Disable duplicate spreadsheets once the CRM is trusted.
- [ ] Review adoption after 14, 30, and 60 days.

## 6. First dashboards

Start with a small dashboard set:

- Open pipeline by stage and owner
- Overdue activities
- New leads by source
- Deals without next activity
- Stage conversion
- Deal ageing
- Closed won/lost by month
- Lost reasons

## 7. Go-live decision record

- Selected CRM:
- Why this CRM won:
- Alternatives considered:
- Accepted limitations:
- Migration owner:
- Training owner:
- First review date:
- Feature or usage trigger that may require a higher plan: