How To Build A Powerful And Efficient CRM In Notion In 5 Steps

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Managing customer relationships is crucial for any business. A CRM system helps track customer information, communication, and history, enhancing service and sales efforts. Notion is a versatile tool for building a CRM tailored to your needs. In this article, we’ll cover the benefits of creating a CRM in Notion, provide step-by-step instructions on how to build one, and explain how Feather’s email solution can elevate your CRM. Stick around to know more about the Notion newsletter.

If you’re ready to build a CRM and send emails from Notion, you’re in the right place! This article will guide you on your journey.

What Is a CRM?

CRM (customer relationship management) is the fusion of practices, strategies, and technologies companies employ to manage and analyze customer interactions and data throughout the customer lifecycle. The overarching goal is to enhance customer service relationships, promote customer retention, and drive sales growth. By leveraging CRM, companies can improve their customer relationships and drive significant sales growth, leading to increased business success.

CRM systems compile customer data across different channels and points of contact between the customer and the company. These can include:

Company's website

Telephone

Live chat

Direct mail

Marketing materials

Social networks

CRM systems can also give customer-facing staff detailed data on customers' personal information, purchase history, buying preferences, and concerns.

Can You Use Notion as a CRM?

Notion is a versatile platform that can be effectively used as a CRM. Its features enable users to connect and manage data across different aspects of customer relationships, providing a holistic view of each client such as:

Relations

Linked databases

Rollup columns

Creating filtered views and customizing workspaces allows for tailored tracking and reporting, which is crucial for managing high-priority tasks and clients.

Unified Task and Project Management

Notion's robust task and project management tools seamlessly blend with its CRM capabilities, ensuring that projects, deadlines, and follow-ups are well-organized and visible. Its integration capabilities enable you to link Notion with other essential tools, thereby centralizing information and automating workflows. This not only enhances productivity but also streamlines customer management processes.

So yes, Notion can be used to build an efficient CRM. Several people have demonstrated on Reddit exactly how they use Notion to manage clients.

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5 Ways of Using Notion as a CRM

Notion can be a powerful tool for managing your contacts effectively. Here’s how you can use it to keep your contact database organized:

1. Creating a CRM Contact Database

Start by creating a new database in Notion using the Table layout. This gives you a spreadsheet-like interface where you can add essential columns for contact details.

Add columns by clicking the "+" icon at the top right of your table

Selecting the appropriate property type (e.g., "Text" for names, "Email" for email addresses).

2. Implementing Tags for Categorization

Use tags to categorize your contacts to make your contact management more efficient. Add a column with the "Multi-select" property type and label it "Tags" or something similar. Tags could include categories like:

Client

Prospect

Employee

Partner

3. Adding and Updating Contacts

Adding new contacts is as simple as clicking the empty row at the bottom of your table and filling in the details. For more specific information, click on a contact’s name to open a detailed page to add additional notes or data. Updating contact information is just as straightforward—click on the cell you want to change and edit it directly.

4. Managing Projects and Tasks in Notion CRM

Once your contact database is set up, you can use Notion to manage projects and tasks efficiently.

5. Creating a Kanban Board

Notion’s Kanban board view is perfect for tracking projects. Create a new database and choose the Board option to set up columns for different project stages, such as:

To Do

In Progress

Review

Completed

You can customize these columns by clicking on the "•••" icon at the top to add or rename them.

Connecting Client Information to Projects

Link your contact database to your project board by creating a "Relation" property in your project database. Add a new property, select "Relation," and link it to your contact database. Name this property "Client" or something similar. This allows you to associate projects with specific clients, making tracking who’s involved in each task easier.

Effective communication management is crucial for any CRM, and Notion offers several features to help you stay on top of your follow-ups:

Using the Calendar View

Create a new database with the "Calendar" option to keep track of important dates and deadlines. To organize your calendar entries, add properties like:

Event Description

Date

Contact

This view helps you visualize your schedule and ensure you don’t miss any crucial follow-ups.

Integrating Reminders and Notifications

To stay alert about upcoming tasks and deadlines, set up reminder notifications. Click on a task within your calendar, select the "Date" property, and add a reminder. Choose when you’d like to be notified (e.g., one day or hour before the event) to keep everything on your radar.

Connecting Communication Logs to Contacts

For better tracking, create a separate database for communication logs. Add a "Relation" property to link each communication entry to the relevant contact in your main database. This setup allows you to view all communication related to a specific contact without mixing information with others.

Team Collaboration and Task Management in Notion CRM

Notion excels in fostering team collaboration. Here’s how to make the most of it:

Assigning Tasks

Add a "Person" property to your task database to assign tasks to team members. This feature helps ensure everyone knows their responsibilities and deadlines. Each task can be assigned to a specific team member, making it clear who is accountable for each item.

Collaborating Using Comments and Mentions

Enhance communication by using Notion’s commenting and mentioning features. Click on a task or project to open its detailed page and add comments or attachments. Use "@" followed by a team member’s name to mention them directly. This sends a notification to the mentioned person, allowing for quick responses and updates.

Integrating With Other Tools in Notion CRM

Notion’s integration capabilities extend its functionality and streamline your workflow:

Google Calendar

Embed your Google Calendar in Notion to keep all your events and deadlines in one place. This integration ensures you have a centralized view of your schedule and tasks.

Slack

Connect Notion with Slack to receive updates and notifications in your Slack channels. Share Notion pages and updates directly in Slack to keep your team informed.

Google Drive

Embed Google Drive files into Notion pages to easily access documents, spreadsheets, and presentations. This integration keeps all relevant files within your Notion workspace.

GitHub

Link Notion with GitHub to track commits, pull requests, and issues related to your projects. This connection helps you manage development tasks and track progress directly from Notion.

Zapier

Use Zapier to automate workflows between Notion and thousands of other apps. This tool helps you create automated tasks and data flows, reducing manual work and improving efficiency.

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Write and publish blog content in Notion, automatically pushing it to your Feather blog.

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Manage your CRM and blog entirely through Notion, offering a HubSpot-like experience.

Customize your blog with CSS, collect emails, and more.

Collaborate with your team during the publishing process.

Send newsletters to your subscribers directly from Notion.

Feather simplifies content management, making running your blog easy, sending emails from Notion, and managing newsletters all in one place. Try Feather today!

Send Email from Notion

How To Build a Powerful CRM in Notion in 5 Steps

1. Pick Your Starting Point

Select whether to begin from scratch or use a template. Notion's flexibility lets you do either, but starting with a template is often more accessible, especially if you're new to the platform. For this guide, we'll use Notion's Sales CRM template as our foundation, tailored for managing a B2B software sales pipeline.

2. Customize Your Database

The heart of your CRM is the database where all customer information will be stored. Customize it by adding fields (also known as properties) that capture essential details like:

Contact information

Interactions

Deal stages

Notion offers a variety of property types, allowing you to create a comprehensive and flexible CRM, such as:

Text

Numbers

Multi-select tags

Checkboxes

In our example, we'll tweak the existing template by adjusting status options, adding a Lead ID for easier tracking, and removing unnecessary fields.

3. Import Your Data

You can import your existing customer data into Notion if you are transitioning from another CRM system. Notion supports several import formats, including:

Text

Markdown

CSV files

This makes migrating data straightforward. However, you may need to tweak the imported data to ensure it aligns with the fields you've set up in your Notion CRM.

4. Create the Right Views

Notion's ability to create multiple views for the same database is a powerful feature. Depending on your needs, you can create different views like:

Kanban board for deal stages

Table for an overview of all contacts

Calendar for tracking follow-ups

Gallery for a more visual approach

For our Sales CRM, we'll switch from the default Kanban view to a table view while setting up additional views filtered by status or priority.

5. Integrate with Other Tools

Now that your CRM is set up, you can enhance its functionality by integrating it with other tools. Notion offers built-in integrations, or you can use third-party platforms like Relay.app to automate tasks such as:

Data entry

Calendar syncing

Connecting your CRM with other tools in your tech stack

This step will help streamline your workflow and ensure your CRM operates seamlessly within your existing systems.

4 Benefits of Building a CRM in Notion

1. Cost-Effective Solution: Save Money While You Grow

Notion offers a natural alternative to traditional CRM software that can be costly to implement and maintain. Instead, Notion provides a cost-effective alternative with its flexible pricing plans. Whether you're a solopreneur or a small business, Notion provides a budget-friendly option without compromising functionality.

2. Scalability and Flexibility: A CRM That Grows With You

Notion's scalability allows it to grow with your business, accommodating changes in:

Data volume

User count

Workflow complexity

Its flexible architecture enables users to adapt and customize their CRM setup as their needs evolve, ensuring long-term viability and relevance.

3. Enhanced Collaboration and Productivity: Work Smarter, Not Harder

By centralizing CRM activities within Notion, teams can collaborate more effectively and streamline their workflows. Notion fosters collaboration and enhances productivity across teams and departments with features such as:

Real-time editing

Commenting

Task assignment

4. All-in-one Approach: Ditch the App-Juggling Act

Keep your team's notes, tasks, and databases in one place, making it easier to manage customer relationships without juggling multiple apps.

Limitations of Using Notion as a CRM Software

CRM in Notion: Automation

Notion lacks automation. You can set simple reminders and notifications for your CRM tasks in Notion. But they’re essential and don’t offer much to help you automate your processes. For instance, you can set a reminder to notify you when a task is due. But if you want to be notified when a specific database property changes, such as when a lead’s status changes from new to contacted, that’s impossible in Notion. You can only set task notifications for the entire page, not for specific properties.

Limited Automation Capabilities in Notion

Notion also needs to improve its ability to automate data organization. For example, if you want to automatically record the date and time when a task is marked as complete, there must be a built-in way to automate this process. Sure, you can do this with a formula in Notion. But that process can be cumbersome and prone to errors. As your CRM processes grow more complex, this lack of advanced automation can become a significant hurdle.

Data Management and Security: The Downsides of Using Notion as a CRM

Another downside of using Notion as a CRM revolves around data management and security. Notion's support for data backups and imports could be more substantial than that of dedicated CRM systems. If you don’t have robust backup solutions, the data deletion or loss risk can be a serious concern. Notion doesn’t offer comprehensive tools for regular data exports or easy data importation, which can be crucial if you’re dealing with large datasets or frequently need to migrate information.

Notion’s sharing permissions and access controls aren’t as granular as those in more specialized CRM platforms. This can lead to potential issues with data security and user access management. If your CRM needs to involve strict control over who can see or edit specific pieces of information, Notion’s current permissions model might not meet your needs.

7 Best Notion CRM Templates

1. CRM Tracker: The Familiar CRM for Notion Lovers

The CRM Tracker template in Notion mimics the structure of traditional relational CRMs, making it familiar and user-friendly for those accustomed to using more complex CRM systems. It's particularly beneficial for small to medium-sized organizations that may not have a large sales team or budget for an extensive CRM platform.

2. Ultimate CRM: The "Ultimate" CRM Template

This "ultimate" CRM template offers ready-made solutions for:

Organizing customer data

Tracking sales progress

Managing daily operations

It can be customized to fit your unique requirements and help you stay organized and productive.

3. Sales CRM: A Template Tailored Specifically for Sales Teams

This CRM template is tailored specifically for sales teams and helps:

Streamline processes

Track leads

Drive more sales

This is set up with options to track leads, deals, and customer interactions. Notion's deep filtering options allow sales teams to quickly access the information they need, whether it's a list of high-priority leads or a summary of recent customer interactions.

4. Fundraising Database: A Template for Fundraising Efforts

This template is set up to manage your fundraising database efficiently. You can use the database to keep track of investor interactions, with built-in status updates relevant to the industry (e.g., meeting planned, term sheet, closed). Each row opens a page where you can take meeting notes, embed resources, and make checklists of follow-ups.

5. Sales Pipeline with Automations: A CRM Template for Streamlined Sales Processes

This CRM template is tailored for sales teams. It comes equipped with built-in automations that allow for:

Real-time tracking of deals

Updates to contact information

Status changes

This streamlines the sales process and enhances productivity.

6. Client CRM: A Simple Template for Managing Client Relationships

This free CRM template is ideal for managing client relationships. It provides a structured way to store and access client data, making it easier for service providers or freelancers to keep track of interactions and project details.

7. EntrepreneurOS: A Comprehensive Template for Entrepreneurs

EntrepreneurOS is a comprehensive template for entrepreneurs looking to streamline their operations. It integrates various aspects of business management, including:

Project tracking

Financial planning

Customer interactions, all within a single Notion workspace

5 Best Practices for Building a CRM in Notion

1. Creating an Organized Notion CRM Workspace

Efficiently managing data relies on having a clear and consistent structure for your Notion CRM workspace. Start by creating a hierarchy of pages and databases that reflects your workflow and information needs. For instance, have main pages for different aspects of your CRM with sub-pages for detailed view, such as:

Contacts

Projects

Communication Logs

Organizing your Notion CRM this way will help you manage your data efficiently and reduce confusion.

2. Categorizing Information in Notion CRM

To help you quickly locate and manage data without getting overwhelmed, organize your data using:

Nested pages

Tags

Multi-select properties

For example, you might group contacts by industry, project type, or client status. This approach allows you to filter information based on relevant categories to stay focused on what matters at any moment.

3. Using Database Views to Your Advantage

Notion’s flexible database views are a powerful feature. Create multiple views for your databases to visualize your data in different formats:

Tables

Kanban boards

Calendars

This allows you to interact most effectively with your data for your current task, whether you're tracking project deadlines or managing tasks.

4. Color-coding for Visual Clarity

Applying color-coding to tags, labels, or database properties enhances visual clarity. Color coding helps you quickly identify and differentiate between various items or statuses at a glance, making it easier to manage and prioritize your tasks and contacts.

5. Implementing a Naming Convention for Your Notion CRM

Developing and adhering to a consistent naming convention for your pages, databases, and properties ensures clarity and prevents confusion, especially as your CRM grows. A good naming convention helps maintain a logical and organized structure, making navigating the workspace easier for you and your team.

Using Notion Templates for Your CRM Setup

Notion’s database templates can be a powerful starting point for your CRM setup. Here are three types of templates to consider as you build your system:

Contact Databases

Leverage templates designed for contact management, which include predefined properties like:

Name

Phone number

Tags

These templates can be customized to fit your specific needs, providing a quick start for organizing your contacts.

Project Boards

Utilize Kanban board templates to manage projects and tasks. These templates often come with customizable columns and properties, allowing you to track project progress and task status efficiently. Adjust the columns and properties according to your workflow requirements.

Communication Logs

Find or create templates for tracking communication with clients, including details such as:

Date

Type of communication

Notes

Related contact information

These templates help you keep a detailed record of interactions, which is essential for maintaining strong client relationships.

Keeping Your Notion CRM Data Secure

Now that you have a solid structure for your Notion CRM, it’s time to talk about keeping your data secure.

Regularly Update Information

Maintain accurate records by regularly updating all contact details, project statuses, and other relevant information. Outdated data can lead to misunderstandings and missed opportunities.

Control access to your Notion workspace by configuring permissions and sharing settings. Assign appropriate access levels to team members based on their roles and responsibilities to protect sensitive information and ensure everyone has access.

Enable Two-Factor Authentication

Enabling two-factor authentication (2FA) enhances the security of your Notion account. This additional layer of security requires a second verification step during login, reducing the risk of unauthorized access.

Backup Your Data

Export and back up your Notion data regularly to safeguard against accidental deletion or data loss. Regular backups also ensure that you can recover your information if needed.

Stay Informed About Security Updates

Keep up-to-date with Notion’s security updates and best practices. Follow Notion’s official blog, help center, or social media channels to stay informed about new features, security enhancements, and best practices for using the platform securely.

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