Serving as the central hub for customer data, streamlining operations, and enabling stronger relationships, Customer Relationship Management (CRM) systems have been the engine of business for decades. With demand and popularity continuing to rise, businesses everywhere either have a CRM in place — or are looking to implement one.

Now, it needs to be said: even though CRMs can be a massive asset, the businesses that benefit most are the ones that know how to actually use them – WELL.

If you’re finding that your CRM is working you harder than you’re working it, don’t worry — you’re not alone. And coincidentally enough you’re in luck. 🍀

Today, we’re diving into industry-backed tips and tricks to help you go from Breakcold to break-even 😉 with 12 essential tips for CRM users.

The Costs of Poor CRM Management ⛔

We know the endless benefits a CRM can bring to any business — when managed properly. However, when managed poorly, the results can be disastrously costly. Poor data hygiene and disorganized integrations will absolutely get in the way of nurturing leads.

It might start with missing a few easy wins, but before you know it, long-time customers stop answering calls or even ignore your messages. Sure, these may seem like minor issues, but the problem with small issues is that they pile up — FAST.

Left unchecked, a poorly managed CRM can quietly chip away at your revenue, reputation, and customer trust. That’s why getting it right from the start — or turning things around early — is critical.  Here is what CAN and WILL go wrong if you let that happen: 

1°) Ineffective Outreach 

Imagine spending hours crafting the perfect outbound strategy — you’ve fully automated it, tailored each message to match every lead’s unique interests, and finally hit launch. BOOM!

Weeks go by… and you hear nothing.

Turns out, your data is outdated, and all that effort? It's just collecting dust in an abandoned inbox.

While you’re busy scrambling to fix your CRM, another sales rep — armed with clean, accurate data — is already closing deals or launching their next campaign.

Don’t be the former.

2°) Missed Deals

An easy win to a sales rep is like crack — it might be small, but it builds momentum, boosts morale, and validates your strategy. You want to capture those wins wherever you can.

But if your CRM is misconfigured or filled with bad data, those red-hot opportunities slip through the cracks — often without anyone noticing.

And like I mentioned earlier, small mistakes pile up — and over time, they’ll cost you real business.

3°) Correcting Mistakes Becomes Costly  

Time = money. The more time you spend fixing mistakes, the less time you have to close deals and drive revenue. Simple math.

4°) No ROI 

Cold outreach is already hard enough — don’t make it harder with outdated data. Even small slip-ups, like misspelling a lead’s name, can turn a warm prospect cold before you can even say “outreach.”

Let enough of these silly mistakes pile up, and you’ll find yourself on a slippery slope that’s tough to recover from – for both business and individual. 

Insights From the Top: 4 Expert Tips From Me! 👋🤓

1°) Pick a CRM That Fits Your Needs

Just because the cool kids are choosing CRMs like HubSpot, Salesforce, or Pipedrive, doesn’t mean you have to follow suit. More often than not, these platforms are overkill for what you actually need — and you’ll end up wading through a ton of bloatware before finding the features that matter.

The CRM market is booming, and it’s only getting bigger. New players are constantly entering the space, and chances are, there's a platform out there that fits your niche use case better than the big names.

Need a CRM with powerful calling features? Go with Close.
Looking for something tailored to your Google Workspace workflow? Try Copper.
Focused on social selling? Breakcold might be your new best friend. 😉

2°) Don't Overthink It

Look, we get it. We love the shiniest new toy as much as the next person — but why bring a bazooka to a knife fight?

Here’s the thing: using a bazooka is f**king hard. If you don’t have the skills to operate it properly, you’re more likely to hurt yourself than anyone else.

The same goes for your CRM. If you can’t afford a CRM integrator, then you’ve probably spent a ton of money on software you have no idea how to use — and no business trying to manage solo.

The best advice? Keep it simple.

3°) Pick a CRM with as MANY Native Integrations as Possible

When it comes to native integrations, more is definitely merrier. The goal isn’t to become an automation wizard — it’s to let your CRM do the heavy lifting for you. Start small and focus on eliminating the tedious tasks that get in the way of doing what you do best.

4°) Use CRM Tasks More Often

One thing that’s always worked for me? Using the CRM’s task system. Why? Because staying organized PAYS. The money is in the follow-up — and if your CRM can help you track the who, what, and why, you should absolutely take advantage of it. 

12 Tips to Level Up your CRM Game 💡

1°) Leverage Social Listening 

The future of sales engagement is changing. If you’re not leveraging social listening, you NEED to start now. By monitoring social platforms, review sites, and even forums, you can tap into a wealth of real-time insights that were once out of reach.

Today you can even find CRMs like Breakcold that offer native social listening features to help you stay ahead of emerging trends, customer pain points, and craft more personalized outreach.

By the way, did you know that Breakcold can also help you curate a custom engagement feed of JUST your contacts — so you can like and comment on their LinkedIn posts faster than ever – minus the clutter. No? Well, now you do! 😏

2°) Lean, Clean, Your CRM Machine!

On average, B2B data decays at a rate of 2.1% per month. No biggie, right? WRONG. 

Let’s say you’ve got a list of 50,000 customers in your CRM. By the end of the year, you’ll have lost around 11,000 of them. That’s 22% of your database — just gone.

Still not convinced it’s a big deal? Let’s break it down: Suppose you close 15 deals for every 100 customers, and each sale is worth $1,000. Run the numbers and… Yep, that’s a $1.6 million loss. You read that right, million. 🤯

Look, we get it — spring cleaning your CRM is no one’s favorite task. But if updating emails, phone numbers, and social handles could save (or earn) you that kind of money, you might want to reconsider.

3°) Back Back Back It Up!

Ever played a video game where you’ve spent hours exploring, earning achievements, and finally beating the big baddie — only to lose all your progress the next day? Yeah... it hurts. A lot. 😢

The same goes for your CRM data. Sure, a total wipeout is unlikely, but here’s the kicker: 32% of small to medium businesses experienced at least one cyberattack in the past year.

If that happens, all those hours spent building your customer database? Gone. And it won’t just bruise your ego — it could seriously impact your business.

The smart move? Always keep a secure, up-to-date backup of all your client data. Trust me — future you will thank you. (And don’t say I didn’t warn you.)

4°) Explore CRM Integrations

Great CRM providers are always working behind the scenes to make your job easier. One of the best ways they do that? Powerful integrations that help you streamline workflows and stay focused on what you do best.

And if you’re curious what Breakcold has been up to—we’ve been busy. Check out our freshly revamped integrations page to see how we’re building bridges with some of your favorite tools. 😉

5°) Update Your Tech Stack With The Latest Software

Your tech stack plays a similar role to integrations by helping fill the gaps your CRM may leave. Keeping your tech stack well-maintained does more than streamline workflows and processes — it also helps prevent errors. Ensuring all tools are up to date reduces the risk of data discrepancies and minimizes buggy performance.

6°) Automate, Automate, And AUTOMATE

Why work harder when you can work smarter with the help of AI and automation? By removing the tedious, time-consuming tasks that slow down your day, you can significantly boost the efficiency of your CRM operations.

Key Areas to Consider for Automation:

• Follow-up reminders

• Data entry and updates

• Task assignment and routing

• Lead scoring

Ultimately, it’s up to you to decide which areas are best suited for automation, but the examples above are a great place to start. As a general rule, if a part of your workflow can be automated, it’s worth doing so sooner rather than later.

7°) Break The Data Down Before It Breaks You Down

Data segmentation might seem like a straightforward tip, but it's often overlooked. Breaking down your customer or lead data into specific groups not only enables targeted and personalized outreach but can also reveal gaps or overlaps in your Ideal Customer Profile (ICP).

Here are a few effective ways to segment your data:

• Detailed criteria for segmentation – Use frameworks such as geographic, demographic, psychographic, behavioral, benefit, and occasion-based segmentation to organize your audience.

• Dynamic segmentation – Leverage your CRM’s capabilities to build auto-updating segments based on real-time customer behaviors.

• Personalized communication – Tailor email campaigns with segmentation, such as product recommendations based on past purchases or specific content aligned with user interests.

Smart segmentation leads to smarter marketing — and a more responsive, engaged audience.

8°) Get Your Game On!

Customer relationship management doesn’t have to be boring. Adding game-like elements — such as leaderboards, badges, and rewards — can introduce friendly competition while making your sales team’s day-to-day experience a little more enjoyable.

While gamification might seem unconventional, it’s a proven way to boost engagement and motivation within your CRM system.

9°) Harness Analytics To Make Smarter Decisions

You might not be a numbers person, but your CRM definitely is. Most CRMs come equipped with powerful analytics tools designed to give you a clear understanding of what’s working, what’s not, and where new opportunities lie. Regularly reviewing these insights can help you make data-driven decisions and refine your strategy and workflows for better results.

Take Breakcold, for example — a CRM packed with 23 analytics blocks (and counting) that can track everything from pipeline performance to communication and social activity. Breakcold makes it extremely easy to monitor key metrics like Deals Won and Emails Sent, helping you stay on top of your goals with precision.

10°) Focus On Retention, Not Just Acquisition

It may sound simple on paper, but it’s a game changer in practice: Don’t forget the people who helped you get to where you are today. Show appreciation to all your leads — both new and old — with the love they deserve.

After all, it’s called 'customer relationship management' for a reason. Start building relationships that are genuinely worth managing, and you’ll soon realize that the stronger the relationship, the less management it actually requires.

11°) Conduct Regular CRM Audits  

Treat your CRM like you would your own temple 🙏. Schedule regular check-ups — annually or even quarterly — on your lead data, system settings, and overall strategy. These audits help fine-tune your CRM system and catch potential issues before they become major problems.

What a CRM Audit Can Include:

• User feedback surveys – Send out quarterly surveys to gather insights on usability, data accuracy, and any pain points colleagues may be experiencing.

• Security protocol review – Regularly review and update data security measures to ensure your CRM remains compliant and protected.

• Feedback loop – Establish an ongoing feedback mechanism to continuously improve the system based on user input.

12°) Training Season’s (Not) Over

As the saying goes, 'a person is only as good as their tools' — and this holds especially true for CRMs. Unfortunately, not everyone is familiar with CRM platforms, and some team members may even be tech-averse. 

That’s why providing the right training — whether hands-on sessions or detailed manuals — is essential. Proper training empowers your team to use the CRM effectively, leading to stronger customer interactions and improved data management.

Final Thoughts + Takeaway 💭

It’s important to note that while these may be best practices for some, not every tip will apply to your specific situation. Like any tool — physical or digital — your CRM should be used in a way that aligns with your unique goals and challenges. Think of these suggestions as guideposts on your journey to mastering your CRM.

And if you’re looking for a bit of inspiration, be sure to check out our case studies from real-life Breakcolders, where they share their personal tips, strategies, and successes with Breakcold in 2025 and beyond.