Implementing a new system like a CRM (Customer Relationship Management) or online course platform can feel overwhelming. For over 10 years, we’ve assisted businesses in overcoming mental challenges, especially those new to implementing technology.
Before I get stuck into a list of the common challenges, I want you to know one thing….
You are not alone!
It’s very normal to feel how you’re feeling when setting up a new system.
Like taking on anything new, it’s going to stir up a lot of different emotions.
Please be mindful of how you’re feeling and the challenges that come up. Take inspiration that you have conquered many other hard things before, and this will be no different. Finally, take inspiration from the thousands, if not millions of business owners who felt exactly how you felt, and they got through this, and so can you.
I believe in you!!
Check out the following list to get some greater insights into some of the common challenges that might come up for you as you embark on this journey of setting up a new system.
The Top 7 Mental Challenges To Overcome When Setting Up A New System
1. Be kind to yourself
Oftentimes we hear new users say, “I’m not tech-savvy” and “I can’t do this”, and this is “too hard”. I can 100% relate. I remember when I first got my first CRM, and I was trying to set up some automation, I remember thinking, gosh, I must be really dumb! In fact, I was in tears. I have two degrees, but I still can’t figure this out how to do it! Perhaps you can relate to feeling this way too?!?! I felt stupid, helpless and embarrassed. But let’s be honest, like learning anything new for the first time, it takes time and requires patience and kindness towards yourself. It’s like riding a bike: you couldn’t do it at first, it took some trial and error, and then you were off and riding! Particularly if you’re new to implementing technology in your business, please be kind to yourself. Watch what you say to yourself and give yourself some grace as you figure things out. (I wish I had someone tell me that many years ago!).
2. It Takes Time
Setting up a new system does take time. It’s an ongoing journey, not a sprint. I’ve been working closely with a client recently. They first got their CRM over 9 years ago, and they are still investing in the setup to automate and leverage technology to help their business grow further. This is an ongoing journey if you wish to continue to reap the rewards from a system.
Just imagine you’ve just purchased a block of land to build a house on. You make a plan, build out the foundations, the walls, the roof, interior etc. Then you go about making it your home. Even after some time, there will be further modifications and renovations that you’ll do as your needs change and due to wear and tear as well. Consider a new system just like a home. You need to have a good plan, solid foundations in place, and it’s an ongoing commitment to make sure your investment continues to grow.
3. Not Having A Plan
Touching on this already, but not having any idea or plan of what you’re meant to be doing in your setup or use of a system can lead to overwhelm, confusion and lack of action. (Believe me, I’ve been there!). By putting together a solid setup plan, and then working out priorities to implement more after the initial setup, will help you have a clear vision of where you’re going. As with any good plan, be sure to have someone who is going to do certain steps and by when. Sometimes setting up a new CRM can seem like a nice thing to have, and can often get moved to the bottom of the list. But by committing to a plan, then you can reap the rewards sooner without feeling like you’re jumping from one thing to the next.
4. You Don’t Need To Use Everything To Be Successful
You don’t need to utilise every feature in a system to have success. Did you read that? I really want you to get this point ☺ You don’t need to use everything to be successful! Oftentimes I hear business owners saying they aren’t using all of a system. Well, let me share a little insight with you: some of our most successful million dollar + clients we’ve worked with over the years, have NEVER used every feature available. Nor should you! You need to focus on what will actually help move YOUR business forward. Let’s talk about that in the next point some more.
5. Focus On What Matters To YOU and YOUR Goals
Just because you’ve got access to incredible features/tools at your disposal, doesn’t mean you should use them. Perhaps like me, you’ve been guilty of shiny object syndrome as well? Getting excited and distracted by the next latest release of a feature or what a guru is telling you. You must focus on what matters to you, your business and your goals. Failure to do this, may lead you down many rabbit holes and take valuable time and resources away from the things that will really matter. All of a sudden you have all these projects you’ve half started, but none have seen the light of day. Focus on what will help you achieve your goals.
6. Progress Over Perfection
Stop trying to get everything perfect before you launch. I’m speaking to myself here as well, as it’s something that I’ve really needed to let go of over the years.
As one of my colleagues always says….
Version 1, is better than Version none.
He is so right! Sometimes in our quest for getting everything right, we miss an opportunity to get our message out, get an offer out and ultimately help more people, which is what we’re here to do.
Focus on getting something out there, and you can always go back to improve and optimise later. I’ve talked about lean launching in our blog before, and that theory still applies here. What’s the minimal viable product/offer/setup you can get done and launched, so you can just get something out there? You can always go back and add to it, or make it better later. In fact, that’s what our best clients do, they review the same automations/campaigns/setups that they had in place for years and look at ways to get more results from them. Did you get that important message? They have had the same setup for years and are looking at optimising them. E.g. Reviewing conversion stats, updating poor-performing emails etc etc.
Please focus on getting something out there, write down your ideas of what you could do next time to make it better, then schedule a time to review your results and implement further changes.
7. Not Asking For Help
Another common challenge we see is not asking for help. Perhaps you’re feeling stuck, or you think you’ll have time to do it yourself. I know I’ve done this before, I’ve tried to do something myself, then I get to a point it gets tricky, then I need to urgently check my email and I get distracted and don’t come back to it. Now, that might not be you, but often I see business owners bury their heads in the sand when the tech gets a bit too hard. This is the exact point you need to reach out for help. If you’re going to do it yourself, then don’t be afraid to get some help if needed. The other side of this, is thinking with all the things you juggle as a business owner, that learning a new tool and implementing it, will it get the necessary time and attention it deserves?
As they say, you pay with time or money, and if you’re going to do it yourself (or a member of your team), then the time and resources are going to be taken away from other projects/tasks. In addition to this opportunity cost, you may also be doing it wrong or not in the best possible way. I am biased of course, but I’ve reviewed a lot of CRM setups over the years of businesses who set up internally or by an inexperienced person, and so more times than not, there are major issues and costly errors (even today, a client lost hundreds of leads because an integration wasn’t setup correctly!). We don’t want that for you! Really think about whether you have the time, expertise and experience to get across the new system, and if not, don’t be afraid to get some help. Support can come in the form of accessing training material, chat support, training sessions or getting someone to set it up right with best practice principles the first time.
One thing I didn’t share above, back when I was setting up my CRM in tears, I didn’t stay in that state for long. I reached out and got some help. And you know what? The person showed me in a few minutes, and I was on my way again. So for those committed to doing it yourself, I fully get it, I’m with you there. But know you’re not alone: you can still get some help along the way. And for those of you who know you don’t have the time, knowledge or skills, then tap into best practice providers so you can launch faster with greater confidence as well.
Final Thoughts - The Mental & Emotional Battle Is Real
Doing anything for the first time can be tricky and challenging both mentally and emotionally. Please be kind to yourself and have belief that you can do it, and that it will work for you! Implementing a system is designed to make your life easier. So you can move away from doing manual tasks, and create a consistent repeatable experience for your leads and customers. Get a plan, focus on lean launching, get help when needed and get your stuff out there! Your clients are waiting for you. Don’t let them wait any longer! ☺
