No CRM? No Problem! Here’s How to Run Your Business Smoothly

Starting a business without a CRM is more common than you might think. But that doesn’t mean your business can’t run efficiently. Today I want to walk you through how to create systems and workflows that keep everything organized— without a CRM. Plus, I’ll share my go-to tech stack and tips for knowing when it’s time to transition to a CRM. Let’s dive in!

Running Your Business Without a CRM: Systems, Workflows, and Tools

Creating a Workflow Without a CRM

Start with the basics. Identify the key steps in your client journey and write them down. Whether you use a spreadsheet or a project management tool to keep track of these tips, having a clear workflow keeps things running smoothly. A lot of people also like to list the steps their clients will take in a note app or task manager, then duplicate that list for each client. It really is that easy! 

• Actionable Advice: Use a Google Sheet to list each client and track their progress. Create columns for each stage of your process, like inquiry, booking, and delivery. This gives you a quick visual overview of where everyone is. Get my FREE Google Sheet Lead Tracker right here!

Essential Tools for Non-CRM Businesses

Even without a CRM, you can (and should) still use tools to streamline your operations. Here’s my recommended tech stack:

• DocuSign: Send and sign contracts digitally.
• Calendly: Simplify scheduling with clients.
• Google Suite: Organize emails, documents, and client info.
• Wave: Manage your finances with easy-to-use invoicing and bookkeeping.
• Google Forms/JotForm: Collect client details or feedback with custom forms.

• Actionable Advice: Pick one tool from the list and implement it today. Start small—maybe set up your Calendly account for easy scheduling!

No Shame in Starting Simple

Remember, every business starts somewhere. If you’re feeling overwhelmed without a CRM, know that you’re not alone. I admittedly ran my business in an Excel spreadsheet saved to my desktop for YEARS before I moved my business into a CRM. It wasn’t easy, and my process wasn’t the smoothest, but it took me a long time to realize that I actually needed systems. Focus on building effective systems with what you have, and you’ll be ahead of the game. 

• Actionable Advice: Take a moment to reflect on your current system. What’s working well? What could be improved? Write down one area you’d like to streamline and start working on it. I recommend starting with the most important thing in your business process.

When Is It Time to Move to a CRM?

If you’re spending too much time on manual tasks or struggling to keep track of client details, it might be time for a CRM. It might also be time to move to a CRM if your client load has grown substantially (or you expect it to), or, if you just want running your business to be easier.  

• Actionable Advice: Create a list of your current challenges. Are you missing follow-ups? Losing track of communication? If so, start researching CRMs that fit your needs—just one small step can make a big difference.

You’ve got this! Running your business without a CRM might seem challenging, but with the right systems in place, it’s totally doable. And when you’re ready to level up, I’ll be here to help you find the perfect CRM solution and get it up and running. 

Get access to my Google Sheet Lead Tracker right here! 

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✨ Need a hand with your systems and workflows? I’m here to help! Whether you’re looking to simplify your processes or build a solid workflow from scratch, I specialize in creating tailored solutions for creative small business owners like you. Let’s connect and make your business run smoother than ever! ✨