Customer relationship management

Customer relationship management (CRM) is a term applied to processes implemented by a company to handle its contact with its customers. CRM software is used to support these processes, storing information on customers and prospective customers. Information in the system can be accessed and entered by employees in different departments, such as sales, marketing, customer service, training, professional development, performance management, human resource development, and compensation. Details on any customer contacts can also be stored in the system. The rationale behind this approach is to improve services provided directly to customers and to use the information in the system for targeted marketing and sales purposes.

While the term is generally used to refer to a software-based approach to handling customer relationships, most CRM software vendors stress that a successful CRM strategy requires a holistic approach. CRM initiatives often fail because implementation was limited to software installation without providing the appropriate motivations for employees to learn, provide input, and take full advantage of the information systems

Overview

From the outside, customers interacting with a company perceive the business as a single entity, despite often interacting with a variety of employees in different roles and departments. CRM is a combination of policies, processes, and strategies implemented by a company that unify its customer interaction and provides a mechanism for tracking customer information.

CRM includes many aspects which relate directly to one another:

• Front office operations — Direct interaction with customers, e.g. face to face meetings, phone calls, e-mail, online services etc.
• Back office operations — Operations that ultimately affect the activities of the front office (e.g., billing, maintenance, planning, marketing, advertising, finance, manufacturing, etc.)
• Business relationships — Interaction with other companies and partners, such as suppliers/vendors and retail outlets/distributors, industry networks (lobbying groups, trade associations). This external network supports front and back office activities.
• Analysis — Key CRM data can be analyzed in order to plan target-marketing campaigns, conceive business strategies, and judge the success of CRM activities (e.g., market share, number and types of customers, revenue, profitability, etc.).

Types/Variations of CRM

There are several different approaches to CRM, with different software packages focusing on different aspects. In general, Campaign Management and Sales Force Automation form the core of the system (with SFA being the most popular).

Operational CRM

Operational CRM provides support to "front office" business processes, e.g. to sales, marketing and service staff. Interactions with customers are generally stored in customers' contact histories, and staff can retrieve customer information as necessary.

The contact history provides staff members with immediate access to important information on the customer (products owned, prior support calls etc.), eliminating the need to individually obtain this information directly from the customer. Consequently, many call centers use some form of CRM software.

Operational CRM processes customer data for a variety of purposes:

• 'Managing Campaigns'
• Enterprise Marketing Automation
• Sales Force Automation

Sales Force Automation (SFA)

Sales Force Automation automates sales force-related activities such as:

• Tracking leads
• Scheduling sales calls or mailings
• Tracking responses
• Generating reports

Analytical CRM

Analytical CRM analyzes customer data for a variety of purposes:

• Designing and executing targeted marketing campaigns
• Designing and executing campaigns, e.g. customer acquisition, cross-selling, up-selling
• Analysing customer behavior in order to make decisions relating to products and services (e.g. pricing, product development)
• Management decisions (e.g. financial forecasting and customer profitability analysis)

Analytical CRM generally makes heavy use of data mining.

Sales Intelligence CRM

Sales Intelligence CRM is similar to Analytical CRM, but is intended as a more direct sales tool. Features include alerts sent to sales staff regarding:

• Cross-selling/Up-selling/Switch-selling opportunities
• Customer drift
• Sales performance
• Customer trends
• Customer margins

Campaign Management

Campaign management combines elements of Operational and Analytical CRM. Campaign management functions include:

• Target groups formed from the client base according to selected criteria
• Sending campaign-related material (e.g. on special offers) to selected recipients using various channels (e.g. e-mail, telephone, post)
• Tracking, storing, and analyzing campaign statistics, including tracking responses and analyzing trends

Collaborative CRM

The function of the Customer Interaction System or Collaborative Customer Relationship Management is to coordinate the multi-channel service and support given to the customer by providing the infrastructure for responsive and effective support to customer issues, questions, complaints, etc.

Collaborative CRM aims to get various departments within a business, such as sales, technical support and marketing, to share the useful information that they collect from interactions with customers. Feedback from a technical support center, for example, could be used to inform marketing staffers about specific services and features requested by customers. Collaborative CRM's ultimate goal is to use information collected from all departments to improve the quality of customer service.

Inspired by the CRM relational process which places customer in the center of company, the XRM (eXtended Relationship Management) considers actors around the company (partners, co-workers, suppliers, etc.) and deals with all types of relations with the same stakes and similar means.

Geographic CRM

Geographic CRM (GCRM) is a customer relation management information system which combines geographic information system and traditional CRM.

GCRM combines data collected from route of movement, types of residence, ambient trading areas, and other customer and marketing information with relevant road conditions, building formations, and a floating population. Such data are used in concert with maps and are regionally analyzed with OLAP (On-Line Analytical Processing) for visualization. This enables a company to examine potential customers and manage existing customers in the region.

Enrollment Management

Enrollment management or student relationship management pertains to managing the relationships between institutions of higher education and their constituents — students, prospects, alumni, donors, businesses, and the community. Like traditional CRM solutions, enrollment management solutions help manage the entire interaction lifecycle between an institution and its constituents. However, enrollment management CRM specifically addresses the process of enrollment and admissions for colleges and universities.

Strategy

Several commercial CRM software packages are available, and they vary in their approach to CRM. However, as mentioned above, CRM is not just a technology but rather a comprehensive, customer-centric approach to an organization's philosophy of dealing with its customers. This includes policies and processes, front-of-house customer service, employee training, marketing, systems and information management. Hence, it is important that any CRM implementation considerations stretch beyond technology toward the broader organizational requirements.

The objectives of a CRM strategy must consider a company’s specific situation and its customers' needs and expectations. Information gained through CRM initiatives can support the development of marketing strategy by developing the organization's knowledge in areas such as identifying customer segments, improving customer retention, improving product offerings (by better understanding customer needs), and by identifying the organization's most profitable customers.

CRM strategies can vary in size, complexity, and scope. Some companies consider a CRM strategy only to focus on the management of a team of salespeople. However, other CRM strategies can cover customer interaction across the entire organization. Many commercial CRM software packages that are available provide features that serve the sales, marketing, event management, project management, and finance industries.

Successes

While there are numerous reports of "failed" implementations of various types of CRM projects, these are often the result of unrealistic high expectations and exaggerated claims by CRM vendors.

Many of these "failures" are also related to data quality and availability. Data cleaning is a major issue. If the company CRM strategy is to track life-cycle revenues, costs, margins, and interactions between individual customers, this must be reflected in all business processes. Data must be extracted from multiple sources (e.g., departmental/divisional databases such as sales, manufacturing, supply chain, logistics, finance, service, etc.), which requires an integrated, comprehensive business processing system to be in place, with defined structures and data quality. If not, interfaces must be developed and implemented to extract data from different systems. This creates a demand far beyond customer satisfaction to understand the full business-to-business relationship. For this reason, CRM is more than a sales or customer interaction system.

The experience from many companies is that a clear CRM requirement with regard to reports (e.g., input and output requirements) is of vital importance before starting any implementation. With a proper demand specification, a great deal of time and money can be saved based on realistic expectations of systems capability. A well operated CRM system can be an extremely powerful tool for management and customer strategies.

Privacy and data security

One of the primary functions of CRM software is to collect information about customers. When gathering data as part of a CRM solution, a company must consider customer privacy and data security with respect to legal and cultural environments. Some customers prefer assurance that their data is not shared with third parties without their consent and that it cannot be illicitly accessed by third parties.

Market structure

Given below is a list of top CRM software vendors in 2006-2007 with figures in millions of US dollars published in a Gartner study.

Vendor	2007 Revenue	2007 Share (%)	2006 Revenue	2006 Share (%)	'06-'07 Growth (%)
SAP	2,050.8	25.3	1,681.7	25.6	22.0
Oracle	1,319.8	16.3	1,016.8	15.5	29.8
Salesforce.com	676.5	8.3	451.7	6.9	49.8
Amdocs	421.0	5.2	365.9	5.6	15.1
Microsoft	332.1	4.1	176.1	2.7	88.6
Others	3,289.1	40.6	2,881.6	43.7	14.1
Total	8,089.3	100	6,573.8	100	23.1

Below is a list of top software vendors used for CRM projects that were completed in 2006 and made use of external consultants and system integrators, according to a 2007 Gartner study.

Vendor	Percentage of implementations
Siebel (Oracle)	41%
SAP	8%
Epiphany (Infor)	3%
Oracle	3%
PeopleSoft (Oracle)	2%
salesforce.com	2%
Amdocs	1%
Chordiant	1%
Microsoft	1%
SAS	1%
Others	15%
None	22%

A 2007 Datamonitor report lists Oracle (including Siebel) and SAP as the top CRM vendors, with Chordiant, Infor, and SalesForce.com as significant, smaller vendors.

See also

• Sales intelligence
• Business intelligence
• Customer Experience
• Customers
• Customer Intelligence
• Customer service
• Data mining
• Database marketing
• Enterprise Feedback Management (EFM)
• Enterprise relationship management (ERM)
• Mystery shopping
• Predictive analytics
• Sales force management system
• Web management system