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Setting Up Business Tools (CRM & Project Management)

This checklist helps small business owners streamline workflows, manage customer relationships, and track projects efficiently.

Define Your Needs

  • Identify pain points: What tasks take too much time? (e.g., follow-ups, task delegation).
  • Key goals:
  • Improve customer communication? → CRM
  • Track team tasks/deadlines? → Project Management
  • Budget: Free vs. paid tools (many offer startup discounts).

CRM (Customer Relationship Management) Setup

A. Choose a CRM Tool

  • For simplicity: HubSpot (free tier), Zoho CRM
  • For sales-heavy businesses: Salesforce, Pipedrive
  • For e-commerce: Shopify CRM, Keap

B. Set Up Your CRM

  • Import contacts: Migrate from spreadsheets/email providers (e.g., Gmail, Outlook).
  • Customize fields: Add tags (e.g., “Hot Lead,” “Repeat Customer”).
  • Automate workflows:
  • Auto-send follow-up emails
  • Reminders for client check-ins
  • Integrate with other tools:
  • Email (Gmail, Outlook)
  • Calendar (Google Calendar, Calendly)
  • Payment processors (Stripe, PayPal)

C. Train Your Team

  • Create a simple guide or video tutorial.
  • Assign roles/permissions (e.g., sales vs. support access).

Project Management Tool Setup

A. Choose a Tool

  • For beginners: Trello (Kanban boards), Asana
  • For remote teams: ClickUp, Monday.com
  • For agencies: Basecamp, Wrike

B. Configure Your Workspace

  • Create projects: Organize by client, department, or goal.
  • Set up task templates: Recurring tasks (e.g., “Monthly Social Media Calendar”).
  • Add dependencies: Link tasks that can’t start until others finish.

C. Optimize Workflows

  • Integrate with other tools:
  • Cloud storage (Google Drive, Dropbox)
  • Communication (Slack, Microsoft Teams)
  • Automate reminders: Deadlines, overdue tasks.
  • Set up reporting: Track progress with dashboards.

Adoption & Maintenance

  • Run a pilot test: Use the tool for 1–2 projects before full rollout.
  • Gather feedback: Ask team members about ease of use.
  • Schedule regular reviews: Clean up outdated tasks/contacts monthly.

Bonus: Free Tools to Start

  • CRM: HubSpot (Free), Bitrix24
  • Project Mgmt: Trello (Free), Notion
  • Combined: Zoho One (affordable all-in-one suite).

Pro Tips

  • Start small: Use basic features first, then explore advanced options.
  • Security: Enable two-factor authentication (2FA) for team logins.
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