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Let’s be honest: searching for a CRM can feel like online dating.

Everyone promises simplicity, everyone says they’ll “supercharge your business,” but once the contracts are signed and you're actually in the relationship, it gets messy, fast.

Suddenly, you're juggling three tools just to send a follow-up email and wondering why you have no idea who is where in your pipeline. 

Here’s the truth: you don’t need the most expensive CRM or the most “feature-rich” one, you need the tool that fits your particular business needs. To get there, you need to know what to look for.

Select For: Clarity Over Complexity

If you need a three-hour training video to figure out how to move a deal to the next stage… run.

Look for a CRM that’s intuitive, can you easily:

• Add a contact?
• Move someone through the pipeline?
• Set a follow-up reminder?

If the answer isn’t an instant yes, it’s not the one.

A good CRM should feel like an extension of how you already work, not a tool that requires a degree to understand. 

Select For: Automation Up To A Point

Avoid CRMs that automate everything. You still need to leave room for personalized outreach, especially when big deals are on the table.

The best CRMs help you automate the boring stuff so you can stay focused on building relationships.

Here’s some automations to look for:

• Welcome emails and auto-responders
• Call scheduling integrations
• Task reminders
• Follow-up sequences

Select For: All-in-One Solutions

You don’t need to be juggling 10 apps, you want a system that has everything you need and that plays well with outside data. 

The right CRM should ideally combine:

• Contact management
• Pipeline tracking
• Email marketing
• Task assignments
• Basic analytics

The whole point is to centralize your sales and marketing flow. I often recommend ActiveCampaign or HubSpot (depending on your size) because at least for me they bring all the essentials into one place.

Select For: Solid Segmentation and Tagging

If you talk to multiple audiences, this is non-negotiable.
Whether you are serving several different industries or offering multiple service tiers for different classes of prospects, your CRM should let you:

• Segment leads by type
• Tag contacts based on behaviors
• Trigger automations by tag or list

Good segmentation lets you send the right message to the right person at the right time. That’s how you turn interest into action.

Select For: Custom Pipelines That Match Your Process

Can you build a pipeline that matches your sales process? If your CRM forces you to use rigid stages like “Opportunity 1” and “Opportunity 2”… hard pass.

Custom pipelines keep you organized and help you spot bottlenecks before they cost you business.

Select For: Simple, Actionable Metrics

If your CRM gives you insights without a headache, that’s a win. Bonus points if it integrates with tools like Google Analytics for deeper context.

You should avoid any product that doesn’t allow you to see what’s working and what isn’t in a clear and comprehensible way. A CRM without solid metrics serves no one. 

Select For: Great Support (Especially Early On)

No one wants to submit a ticket and wait three days.

Choose a CRM with responsive, human support. Live chat, help docs, onboarding videos—all of it matters. Especially when you're just getting started.

If you're still stuck between options, I’m happy to help you think through it. Because your time’s too valuable to waste on tech that doesn’t work for you.

Stay Connected with Vito

Vito has 20+ years in automating sales and marketing systems. He owned and sold a Los Angeles based ATM business in 2009. Self-taught on Google Adwords, he quickly grew the business over a 4 year span.

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