Salesforce Implementation: Main Challenges and Best Practices

Today, the high importance of having a robust customer relationship management system is clear. After all, CRM is what enables effective work processes, enhanced customer interactions, and driven business growth. Salesforce, as a leading CRM platform, should be the solution to most companies’ needs.

With over 90% of Fortune 500 companies using Salesforce, and 73% user adoption for sales professionals, Salesforce promises significant business advantages upon its implementation.

This blog post is a collaborative effort of two Salesforce experts representing Synebo and Kander. Companies They find their mission in sharing industry insights and helping others overcome issues related to Salesforce. 

In this article, you will dive into challenges in Salesforce implementation, strategies for success, and some scenarios showcasing common Salesforce implementation difficulties. Besides, you will explore why your business needs Salesforce implementation and what the best practices for implementing Salesforce are there.

Why Do You Need to Implement Salesforce?

Salesforce is a comprehensive platform that enables businesses to manage customer relationships, drive sales, streamline marketing campaigns, automate workflows, and provide exceptional customer service. It empowers organizations to make data-driven decisions and improve overall efficiency.

Moreover, Salesforce plays a crucial role in fostering collaboration and communication within organizations. By centralizing customer data and interactions, Salesforce breaks down silos between departments and enables cross-functional teams to work together towards common goals. This holistic view of customer information allows businesses to deliver personalized experiences and build long-lasting relationships with their customers.

Maximize the potential of your Salesforce by integrating it smoothly with your existing systems. Discover our Salesforce Integration Services for a hassle-free experience.

Now, let’s delve into statistics proving some of the key points provided in the Salesfoece importance infographics above: 

• Sales automation

According to a Salesforce report, the implementation of Salesforce Sales Cloud can lead to an average increase of 37% in sales revenue, 45% in sales productivity, and a 43% improvement in forecast accuracy.

• Customer service and support

A study by Nucleus Research found that companies using Salesforce Service Cloud saw an average increase of 34% in customer satisfaction scores. Additionally, the report highlights a 31% increase in agent productivity.

• Analytics and reporting

According to a Salesforce survey, companies using Salesforce Einstein Analytics reported a 48% increase in data-driven decision-making. This improved business visibility and insights lead to more informed and effective strategies

• Integration with third-party applications

A Forrester study on the Total Economic Impact of Salesforce found that organizations experienced a 50% reduction in IT maintenance costs by moving to the Salesforce platform, highlighting its scalability and adaptability to changing business needs.

Salesforce Implementation Strategy: Self-Managed vs Managed

You probably have the business dilemma of choosing between hiring a Salesforce consulting partner or pursuing a self-managed approach to Salesforce implementation. All approaches have their unique specificities, making them suitable to different business models and scenarios. Let’s delve deeper into each of them:

Managed Implementation Strategy

This approach involves a consulting partner taking full responsibility for the Salesforce implementation, from planning to execution and post-deployment support. The partner manages all aspects, ensuring a seamless integration tailored to your business needs.

Pros of management implementation strategy:

• Expertise and experience
• Time-saving
• Risk mitigation
• Customization

Cons of management implementation strategy:

• Higher cost
• Less internal control
• Dependency on the partner

Hybrid Implementation Strategy

A collaborative effort between your team and a Salesforce implementation partner. This strategy combines your internal knowledge with the partner’s expertise to tailor the implementation to your specific requirements while building internal capabilities.

Pros of hybrid implementation strategy:

• Balanced expertise
• Cost-effective
• Enhanced team involvement
• Skill development

Cons of hybrid implementation strategy:

• Coordination required
• Shared responsibilities
• Potential for miscommunication

Self-Managed Implementation Strategy

Primarily led by your internal team with minimal guidance from a Salesforce partner. This strategy is suitable for businesses with sufficient in-house expertise and resources to manage the implementation process.

Pros of self-managed implementation strategy:

• Cost savings
• Full control
• Internal skill utilization
• Flexibility

Cons of self-managed implementation strategy:

• Higher risk
• Time-intensive
• Limited external support
• Potential for errors

While both self-managed and partnered approaches to Salesforce implementation have their advantages, hiring a Salesforce consultant can significantly save time and increase the chances of a successful implementation.

Professional guidance from a Salesforce developer ensures that best practices are followed, common pitfalls are avoided, and the system is customized to meet your specific business needs.

Salesforce Implementation Cost

The cost of implementing Salesforce can vary widely depending on several factors, including the size of the organization, the complexity of the implementation, the specific Salesforce products and features being used, and the level of customization required. Here are some general cost categories to consider:

• Subscription fees
• The scope and complexity of the project
• Number and cost of licenses
• Number and cost of integrations
• Data migration costs
• CRM consulting costs
• User training and adoption costs
• Customization charges
• Maintenance and ongoing costs

The listed costs are attributed solely to technical service and implementation costs.

If you are considering partnering with a trusted Salesforce provider for optimal Salesforce implementation outcomes, there will be other costs impacted by:

• Size and complexity of the project
• Type of employment
• Technical specialization
• Expertise and seniority
• Industry experience
• Location

Important: When implementing Salesforce on a budget, it’s crucial to prioritize your expenses. This approach will help you allocate your resources effectively, ensuring that the most critical needs are addressed first.

If you need a budget-friendly Salesforce implementation, tailored strictly to your business needs, drop Synebo a line and let’s discuss opportunities. 

Challenges and Risks Involved in the Salesforce Implementation Process

Implementing Salesforce is a complex process. It comes with technical complexities, which is why companies often face issues and make common mistakes. Synebo, as a team of experienced Salesforce experts, has observed hundreds of implementation cases. Here are the most common challenges that we happen to observe and successfully deal with:

Data Migration Complexities

Data migration refers to the process of transferring existing data from various sources into the Salesforce platform. This task can be pretty intricate, especially if a company has a large volume of data or if the data is stored in different formats and systems.

Challenge example:

If a company has been using spreadsheets, legacy databases, and other software to manage customer information before switching to Salesforce, then transferring all this data into Salesforce while ensuring its accuracy and consistency can be troublesome. For instance, there might be duplicate records, missing data, or data that doesn’t fit into Salesforce’s predefined fields.

User Adoption Resistance

User adoption resistance is a common challenge in Salesforce implementation. Employees may resist using the new platform due to fear of change, lack of familiarity, or concerns about increased workload.

Challenge example:

A sales team accustomed to traditional methods may feel overwhelmed by learning a new interface and adapting to new processes when Salesforce is introduced. This can lead to a lack of enthusiasm for adoption, as some team members may prefer to stick to their old ways.

Insufficient Planning And Scope Creep

Insufficient planning involves a lack of thorough preparation before the implementation process, such as not defining clear objectives or neglecting key stakeholders. Scope creep occurs when the project’s scope expands beyond its original boundaries.

Challenge example:

A company implementing Salesforce for sales processes may experience scope creep when the marketing team also wants to use the platform. Without careful planning and scope management, this expansion can lead to delays and potentially overwhelm the project team. Delays in the implementation of the original sales can potentially overwhelm the project team.

Integration Challenges

Integration challenges arise when Salesforce is connected to existing systems and applications within an organization. Ensuring Salesforce works harmoniously with these systems is vital for a unified workflow.

Challenge example:

A company using an ERP system for inventory and financial data may face difficulties integrating it with Salesforce due to different database structures and data formats, making data mapping and synchronization complex.

Customization And Configuration Overload

Customization and configuration overload refers to the risk of excessive changes to the Salesforce platform to suit specific business needs. While Salesforce offers flexibility, excessive customization can lead to unintended consequences.

Challenge example:

A company that extensively customizes Salesforce to fit every process may find the system challenging to maintain and troubleshoot. Future updates from Salesforce may conflict with the customizations, leading to issues and delays.

Security And Compliance Concerns

Security and compliance concerns are crucial when implementing Salesforce, as businesses deal with sensitive customer data and must comply with data protection regulations.

Challenge example:

A healthcare organization implementing Salesforce must comply with HIPAA regulations in the US to safeguard patient information, while a financial institution may need to comply with GDPR in Europe.

Performance And Scalability Issues

Performance and scalability issues can arise during Salesforce implementation as businesses grow and their data and user base expand.

Challenge example:

A fast-growing e-commerce company using Salesforce for customer interactions and order processing may experience system performance degradation as transactions increase, causing delays.

Bad Training And Knowledge Transfer

Effective training and knowledge transfer are essential for a successful Salesforce implementation. Insufficient training can lead to frustration, errors, and inefficiencies.

Challenge example:

If a sales team is not trained effectively on using Salesforce for lead management and customer interactions, they may continue to rely on previous methods, defeating the purpose of implementing the CRM system.

Choosing The Wrong Salesforce Edition

Selecting the right Salesforce edition is critical, as businesses may overestimate or underestimate their requirements, leading to the adoption of an unsuitable edition.

Challenge example:

A small startup with a limited budget might opt for a basic edition that lacks features required for long-term growth, facing challenges when trying to scale their Salesforce usage.

Insufficient Testing

Insufficient testing during Salesforce implementation can lead to undiscovered bugs, errors, or data inconsistencies, impacting business processes and customer satisfaction.

Challenge example:

A sales team might encounter issues when generating quotes or processing orders due to a misconfiguration in the system that was not detected during testing, leading to delays and negative impacts on customer satisfaction.

Technical Difficulties in Salesforce Implementation

Customization and integration with existing systems can be complex during Salesforce implementation, often requiring specialized knowledge and careful planning.

Challenge example: Integrating Salesforce with legacy systems may cause compatibility issues, like mismatched data fields or communication problems, requiring additional development work and collaboration between teams to resolve.

Training and Adoption Challenges

Getting employees to adopt Salesforce can be challenging, especially with varying skill levels across the organization.

Challenge example: A mixed team with varying levels of tech proficiency may struggle to adapt. Offering diverse training options like workshops and tutorials can help improve user adoption and confidence in using the new system.

Budgeting and Time Management Issues

Staying within budget and on schedule is critical for a successful Salesforce implementation, but unexpected costs and delays can occur.

Challenge example: Unforeseen customization needs or data migration complexities can increase costs and cause delays. Effective planning, risk assessment, and project management are essential to keep the project on track.

Best Practices For Salesforce Implementation Process

The list of challenges is quite extensive, isn’t it? Well, the time is just right to discuss what proactive steps a business may take to minimize potential pitfalls and ensure a successful rollout. And here are three essential tips that can pave the way for a smooth and effective implementation.

#1 Strengthening Teams Relationships. 

While the promise of streamlined processes, enhanced productivity, and improved customer relationships is magnetic, the journey is fraught with common challenges that can destroy even the best-laid plans. However, with effective communication, careful planning, collaboration with stakeholders, and encouraging strong team relationships, organizations can successfully navigate these challenges and emerge victorious in their Salesforce implementations.

Emphasizing the value of creating cross-functional teams aligned toward a shared objective is crucial. By nurturing a culture of trust, collaboration, and transparent communication, teams can more effectively handle the intricacies of Salesforce implementations. Promoting an environment where team members openly share their perspectives, express concerns, and recognize achievements leads to a stronger, more adaptable implementation journey.

#2 Multi-Step Project Planning

From our cumulative experience, effective project planning for a Salesforce implementation can be streamlined into five key steps:

1. Comprehensive planning: Begin with a thorough assessment of organizational needs, define clear objectives, and create a detailed roadmap. This helps mitigate risks, identify potential obstacles, and establish realistic timelines. Collaborate closely with stakeholders to ensure all business requirements align with the overall strategic vision.
2. Effective communication: Maintain clear, transparent communication among all stakeholders—executives, project managers, developers, and end-users. Regular updates, status meetings, and open feedback channels help align goals, manage expectations, and promptly address concerns, fostering a collaborative and accountable culture.
3. Agile approach: Adopting an agile methodology allows for quick adaptation to changing requirements, iterative development, and incremental value delivery. Break down the project into smaller sprints to maintain momentum, adjust as needed, and continuously refine deliverables for better outcomes.
4. Training and enablement: Invest in comprehensive training programs for all users, including administrators and end-users, to ensure they are well-versed in using Salesforce. Providing ongoing support and resources enhances user adoption and confidence, reducing the risk of post-implementation issues.
5. Post-implementation review and optimization: After the initial rollout, conduct a post-implementation review to evaluate the project’s success against predefined objectives. Identify areas for improvement and make necessary adjustments. Continuous optimization ensures that the Salesforce implementation evolves with the business needs, delivering sustained value.

#3 Collaborating with Stakeholders

Effective collaboration with stakeholders is crucial for project success. Each stakeholder significantly influences the project’s direction and outcome. By engaging stakeholders early and frequently, organizations can harness their expertise, gain valuable insights, and address concerns proactively. This approach fosters stakeholder ownership and commitment, leading to higher adoption rates and successful implementation.

At Synebo, we believe Salesforce project success depends on a unified team with a shared goal. We promote cross-functional teams with diverse skills, open communication, and mutual respect to navigate challenges and achieve exceptional results.

While there are many more nuances and milestones involved, these strategies should be instrumental in defining the basic Salesforce CRM implementation journey for you to follow.

CRM implementation is not a one-time event; it is an ongoing process that needs to adapt to the evolving business landscape. Let’s explore some of the future trends that we can expect in Salesforce implementation.

Salesforce Implementation in the Era of AI

Artificial intelligence (AI) is revolutionizing the way businesses operate, and Salesforce is at the forefront of this transformation. In the future, we can expect to see more AI-powered features and capabilities integrated into the Salesforce platform.

Imagine a world where Salesforce can analyze customer data in real-time and provide personalized product recommendations based on individual preferences. With AI, businesses can automate repetitive tasks, such as data entry and lead qualification, freeing up valuable time for sales teams to focus on building relationships and closing deals.

Furthermore, AI-powered chatbots will become an integral part of customer service in Salesforce. These bots will be able to understand and respond to customer inquiries, providing instant support and improving overall customer satisfaction. With AI, Salesforce implementations will become more intelligent, efficient, and customer-centric.

The Impact of Cloud Computing on Salesforce Implementation

Cloud computing has already had a significant impact on Salesforce implementations, allowing businesses to leverage the power of the cloud for storage, scalability, and flexibility. 

One of the key benefits of cloud computing is rapid deployment. With the cloud, businesses can quickly set up and configure Salesforce instances, reducing the time and effort required for implementation. This agility enables organizations to respond swiftly to market changes and stay ahead of the competition.

Moreover, cloud computing enhances data security when implementing Salesforce. Cloud providers invest heavily in robust security measures, ensuring that customer data is protected against unauthorized access and potential breaches. This level of security provides businesses with peace of mind, knowing that their valuable data is in safe hands.

Additionally, the scalability of cloud computing allows businesses to easily expand their Salesforce implementations as their needs grow. Whether it’s adding new users, integrating with other systems, or expanding into new markets, the cloud provides the flexibility to scale this process without significant infrastructure investments.

Data migration can be challenging. Let us handle it for you with our proven methods and expert support. Explore our Salesforce Migration Services to make your transition seamless.

In the context of this blog post topic, we’ll bring a real-life scenario of Salesforce implementation with a mid-sized company.

Case objective: The customer requested the deployment of custom analytic components.  to unify customer data and streamline sales and service processes

Case challenges: Despite thorough planning and stakeholder engagement, the team faced unforeseen obstacles. One such issue was data migration issues related to discrepancies in data formats and quality. Additionally, while initial user training sessions were met with enthusiasm, sustaining user adoption over the long term required ongoing support and reinforcement. 

Solutions to challenges: Through extensive cleansing and validation efforts, we managed to overcome data migration issues. Moreover, through proactive problem-solving and collaboration with the experts, we successfully addressed long-term support difficulties as well. 

Final Take

Salesforce implementation presents various challenges, but with strategic planning, strong team collaboration, and expert guidance, businesses can successfully navigate these hurdles. By leveraging best practices and adapting to future trends like AI and cloud computing, companies can maximize the benefits of Salesforce, drive business growth, and enhance customer relationships. For a tailored, efficient implementation experience, consider partnering with trusted Salesforce experts. 

For many businesses, requesting Salesforce implementation services will be the right call, as the expertise and experience of external Salesforce development companies can yield project outcomes at a better investment-to-value ratio. Consider Synebo, a Salesforce service provider with more than 8 years of experience, as your trusted partner for Salesforce implementation or another Salesforce-related project. With more than 1000 successful projects under our belt, we are ready, willing, and able, to handle a Salesforce implementation of any complexity. 

Reach out to Synebo now, and let’s discuss opportunities for your business!