CRMs don’t usually fail because the software is “bad”. They fail because the CRM becomes extra work instead of a tool that helps people win.

I recently saw a poll from the team at Risqly asking: “What’s the biggest barrier to CRM adoption and governance?” The top answers were:

• Poor record upkeep (50%)
• Slow adoption / uptake / training (33%)
• Inconsistent naming conventions (17%)

That lines up with what I see across teams: when training isn’t there, or the CRM isn’t configured around how the business actually works today, record keeping slips and adoption stalls.

Here are 7 common mistakes that kill CRM adoption and what to do instead.

1) Assuming people will “just use it”

Buying a CRM and announcing it in a meeting isn’t a rollout plan.

If adoption is slow, it’s rarely because people don’t care. It’s usually because:

• They don’t know what “good” looks like
• They don’t trust the data
• It takes too long
• It doesn’t match how they sell

Do this instead: set clear expectations, show the “why”, and make CRM updates part of the workflow (not an admin chore).

2) Doing one generic training session (and calling it done)

One onboarding session for everyone is how CRMs die quietly.

Do this instead: run role-based training so each person learns what matters to their day-to-day.

• Sales: how it helps them win deals, follow up faster, and reduce chasing
• Managers: forecasting, pipeline hygiene, and coaching views
• Admin/ops: data quality, automation, and reporting consistency

Then do it in short loops: train → use → feedback → tweak.

3) Forcing the team to work around the CRM

If the CRM isn’t configured around how the business works today, people will create workarounds (spreadsheets, notes, WhatsApp messages, inbox archaeology).

Do this instead: configure the CRM to mirror reality:

• Your actual sales stages
• Your real handoffs (sales → delivery → finance)
• The fields you genuinely need (not “everything the CRM can store”)

4) Making data entry harder than it needs to be

If updating a deal feels like filling out a tax return, record upkeep will collapse.

Do this instead: make it easy to do the right thing.

• Reduce fields to the minimum required for visibility
• Use defaults, dropdowns, and templates
• Automate what you can (email logging, meeting capture, lead source, etc.)

5) Ignoring naming conventions until it’s too late

“Inconsistent naming conventions” sounds small… until you try to report on anything.

What it causes in the real world:

• Duplicate accounts everywhere
• Contacts that don’t match billing systems
• Reporting that becomes unreliable
• A team that stops trusting the CRM (and stops using it)

Do this instead: define simple rules early:

• Company naming format
• Deal naming format
• Required fields for each stage

Keep it lightweight, but consistent.

6) Letting legacy processes run the show

Even if teams don’t say “legacy processes” are the barrier, they often sit underneath the other problems.

If the real process is:

• “We do everything in email”
• “We track pipeline in spreadsheets”
• “We keep the important stuff in our heads”

…then the CRM becomes a duplicate system, and duplicate systems don’t survive.

Do this instead: decide what the CRM is the source of truth for, and stick to it.

7) Choosing a CRM because it’s popular (not because it fits)

There’s no shortage of options: Pipedrive, Apollo, HighLevel, HubSpot, Brevo, Sage CRM, ERP-specific CRMs, industry versions…

The mistake is picking something that:

• Doesn’t integrate with your tools
• Doesn’t match your sales motion
• Creates admin instead of removing it

Do this instead: choose a CRM that:

• Integrates with your stack
• Is easy for your team to use
• Makes a salesperson’s life easier with clear benefits

The bottom line

A CRM only works when it makes life easier. If it doesn’t, it won’t get used and your business won’t get the value of the data to drive better decisions and win more work.

If you want, I’m happy to do a quick CRM friction check with you.

We’ll look at:

• What your team actually needs day-to-day
• What to simplify
• What to automate/integrate
• How to improve adoption without nagging people

Thanks for Reading.