Implementing or optimizing Salesforce is a strategic project that goes far beyond IT and affects the entire organization. That’s why thorough preparation is essential – and it all starts with the right questions. In this article, you’ll get a concise overview of key considerations from the perspective of admins and IT leaders.
1. Which processes should be mapped in Salesforce?
Not every process needs to go into the CRM. Focus on structured, repeatable, and business-critical workflows. Prioritize processes with high communication or coordination needs to achieve immediate, measurable benefits.
2. What is the current workflow? Is there a standardized procedure?
Fully document the current state. Only then can you decide whether to adopt existing workflows or optimize them. Standardized processes make adoption easier, while inconsistencies offer potential but also risk of conflict.
3. Which features in the current system work well and should be carried over?
Preserve what’s proven to work. Assess whether these functions can also be implemented effectively in Salesforce – for example, through targeted customization – to maintain their value.
4. What doesn’t work at all in the current system? What would the ideal process look like?
Use negative experiences as the basis for clear requirements. Describe the ideal workflow – both technically and from a user perspective – to create a clear target vision.
5. Who will use the system? Are there different requirements across departments?
Involve future users from the start. These may include staff from Sales, Customer Service, and Marketing, but also from Accounting or Field Service. Different perspectives help ensure cross-departmental acceptance and active use.
6. Are there any special requirements or expectations for the system?
This could include processes the system should represent or digitize – such as multi-level approvals, complex quoting, or automated service workflows. Regulatory requirements, security standards, or the need for an especially intuitive user experience (UX) may also be decisive.
7. Which process should be implemented first?
Choose an MVP approach (Minimum Viable Product). Start with a clearly defined, high-priority process – such as lead management – and expand systematically from there.
8. Which metrics should be visible in reports and dashboards?
Define key KPIs early – for daily decisions, team performance, and management reports. This way, you’ll leverage Salesforce reporting from day one.
9. How can Salesforce simplify employees’ work?
In addition to clear processes, automation is key. Eliminate unnecessary clicks with templates, automatic notifications, and smart workflows to boost productivity and satisfaction.
10. Which data should be migrated from the legacy system?
Migrate only current, relevant, and high-quality data. Plan a cleanup before import to ensure clean information from the very beginning.
11. Which employees are part of the project – and are future users included in the team?
Integrate key users from business departments. This ensures that the system is built to fit real needs and gains broad acceptance.
12. Which systems should be integrated?
Salesforce can do a lot – but not everything. Plan interfaces early, e.g., to ERP, Outlook, marketing automation tools, or databases. Also consider whether middleware is needed to simplify integrations.
Starting Strong with the Right Salesforce Strategy
A successful Salesforce project begins with a precise needs analysis. Answering the questions above lays the foundation for a smooth implementation and long-term user adoption. For admins and project leads, it’s critical to gain a complete overview of processes, data, user groups, and integration needs early on. This helps avoid later adjustments and costly detours.
Salesforce only reaches its full potential when it fits your specific workflows – or, ideally, improves them. That’s why investing in a thorough planning phase pays off multiple times over: with more efficient processes, clear responsibilities, and a platform that your teams will actually enjoy using successfully.
