A funny thing happens, sometimes, when we demo our Leading Agent Real Estate CRM and Business Practice Management system to a REALTOR® that is already using a competing system.

Many times, when we ask the agent why they want to make a switch, it's for a legitimate reason that makes a great case for switching. For instance, perhaps it doesn't sync their contacts with their phone, it isn't customizable and able to be upgraded with the newest cloud based app or utility, or maybe their current provider's customer service isn't up to snuff.

Sometimes though, we come across an agent that gives us a list of things that they don't like about their CRM, but we happen to know their existing CRM system handles all these things just fine. In other words, they have all the tools they need, right at their fingertips, but aren't taking advantage of them.

The funny thing about me, as a business owner, that frequently causes REALTORS® to raise an eyebrow is that I truly NEVER "sell" anybody on anything. If an agent has a need and we have a solution for that need, I present them with the options and demonstrate our tools. If they are not interested, I will stay in touch with them, but I will never try and talk anyone into something they don't need or want. In my opinion, that's bad business.

On the same token, if I meet with an agent and realize that their existing systems just aren't properly being utilized, I do not try to get them to switch to our systems, but instead talk with them about how they can implement what they want, in their existing set up, eliminating the headache and pain of switching things to a new CRM.

The way I look at it, there are plenty of services and offerings that we provide to REALTORS®. If it isn't CRM, we can still help them with their print marketing, websites, social media management, direct mail, or a plethora of other things. Because of this, our clients truly believe in what we tell them, as they know we are looking out for their best interests, and not necessarily our bottom line.

So if you are wondering what the number one complaint we get that sometimes leads us to figure out an agent isn't using all their "tools of the trade" to their fullest potential, you're in luck, because today I'm going to tell you. I'm not going to just tell you, but also give you three suggestions of things to look into with your current CRM solution, to see if they are available and will solve your dilemma.

The number one thing we hear about an agent's existing CRM solution is some flavor of this:

"It takes too much time to make it work, and I don't have the time to spend on it every day"

While it may end up that the agent is correct, and their current solution won't do what they need, sometimes this problem can be solved with a little bit of time, and a little bit of elbow grease. Spend the time up front with these suggestions and they will pay off in the end.

1) Make adjustments to your CRM, so ALL your data is available on ALL your devices, no matter where you might be.

Let's face it, as a REALTOR®, you are out in the field probably more than you are in the office. If you are not out meeting with prospective clients, showing homes to buyers, etc. you are not making money. It is totally understandable why an agent wouldn't want to feel tied to their desk, on their computer, working in their CRM system.

Setting your CRM so that it can be accessed from any of your devices (e.g. smart phone, iPad, tablet PC, etc.), will greatly increase your ability to utilize all your information and data, making you more productive, no matter where you might be. The other added benefit to having an easily accessible CRM is that by using it more frequently, all of your data is always going to be up to date and correct.

It's important to note that when I say "accessible by all your devices," I do not mean a mobile app. We are not fans of mobile apps, simply because often they are "dumbed down" versions of the full software application and generally have limitations that you would not experience, were you accessing your CRM from your computer.

Getting everything set up and running on all your devices should not take long at all. Once you do this, you'll be able to be anywhere, anytime and always have full control over your business life.

2) Creating Tasks, follow up reminders, and meetings DOES NOT take up too much time for you to go into your CRM and take care of them.

Many agents we find never make use of some of the most basic fundamentals of their CRM system. The most under utilized things are tasks, reminders, notes and appointments. When we ask them why they aren't using these, we generally get a response like, "It takes too long to go in there and do this stuff for each and every client or lead we are working with."

As I'm sure you can imagine, this greatly cripples the effectiveness of your CRM system, basically reducing it to a glorified address book. But what if there was an easier way?

Enter action plans. Or at least that is what we call ours, in our CRM system. Simply put, we allow agents to take action plans they carry out regularly (e.g. the checklist of things you go through, each time you get a new listing), and put them into an "action plan template."

This way, when an agent, for instance, gets that new listing, instead of having to go in and manually create 20-30 tasks, follow ups and reminders, with the simple click of one button, they are all done.

This can be done with any number of action plans, relating to any activity you engage in, in your day-to-day business. This makes things easy and ensures you'll log-in, and get that value out of your CRM system.

While our feature is called "Action Plans" and my guess is that our competitors most likely call it something else, I would bet dollars to donuts that there is some form of this available to you. Spending a little time up front to create those templates will make your life light years easier and you much more effective in the future.

3) Utilize Customer Support & Online Help Files and Videos.

Sometimes, instead of the complaint we noted above, we just hear REALTORS® tell us bluntly that their CRM system "sucks." Don't get me wrong, I am a very competitive person. The fact that I started my own company 15 years ago and still have the drive to get up every morning, create great new tools and help people succeed in real estate, is testament to this fact. Because of my competitive nature, and feverish love of my company, I truly do think that our CRM is the best out there. That said though, I have done demos of virtually all our major competitors in the marketplace. And while for various reasons, I think our system is better, I can tell you that the others do not "suck."

The fact of the matter is that, generally, the agent just doesn't know how to get the CRM to do what they want it to do. They get frustrated and decide, "Screw it." I get it. This is a natural human response. After all, who wants to admit they don't know how to do something or can't grasp something?

Everyone needs help, though, and utilizing your CRM system's technical support, training documents and training videos will get you where you need to be.

Finding what you need shouldn't be hard. For instance, our CRM comes equipped with thousands and thousands of help documents, 24-7 first level customer support via phone or email, and an ever growing video library of how-to's, tips and tricks.

Any enterprise level CRM solution should come with this. If it doesn't, there is a problem there.

As I mentioned, not everybody that has problems with their CRM can fix them. Sometimes systems are old, not "up with the times," or just don't fit an agent's specific needs. It does warrant at least verifying, though, before you go to the trouble to switch platforms.

Do you need help figuring out if your existing CRM solution can be tweaked to be more effective for you? Is your CRM system terminal and you need to make a switch? Have you never had a CRM system and are wondering if now is the time to take the plunge?

To view the original article, visit the Leading Agent blog.