You bought the CRM. You set it up. You trained the team. And six months later, half of them still aren’t using it.

Sound familiar?

The problem isn’t your team. It’s friction.

If the CRM makes their job harder, they won’t use it. If it duplicates work they’re already doing, they’ll skip it. If it feels like busywork, they’ll find ways around it.

Here’s how to fix it.

1. Make It Easier Than the Alternative

People will always choose the path of least resistance.

If updating the CRM takes five clicks and three fields, but keeping notes in a notebook takes one second, guess which one they’ll do?

The fix: automate data capture wherever possible.

  • Email a lead? CRM logs it automatically.
  • Take a call? CRM creates a record from the phone system.
  • Close a deal? CRM updates the pipeline without asking.

The less they have to manually enter, the more they’ll actually use it.

2. Show Them the Benefit, Not Just the Requirement

“You have to use the CRM” is a terrible pitch.

Instead, show them what’s in it for them:

“The CRM will remind you when to follow up so you don’t have to remember.”
“It’ll pull up all the client history in one click so you’re not digging through emails.”
“It’ll auto-generate your pipeline report so you’re not building spreadsheets every week.”

When they see how it makes their life easier, adoption skyrockets.

3. Remove the Stupid Fields

Most CRMs are bloated with fields nobody uses.

“Lead Source Level 3 Sub-Category”? Nobody cares.

Cut anything that doesn’t directly help close deals or serve clients better. The simpler the system, the more people will use it.

Ask yourself: “If we removed this field, would anything break?”

If the answer is no, delete it.

4. Build It Into Their Existing Workflow

Your team already has a routine. Don’t make them stop what they’re doing to “go update the CRM.”

Instead, integrate the CRM into what they’re already doing:

  • Slack notifications when a deal moves forward
  • Email integration so replies log automatically
  • Mobile app for field teams who aren’t at desks

Meet them where they are. Don’t make them come to you.

5. Make One Person Responsible

If everyone’s supposed to “keep the CRM clean,” no one will.

Assign one person to own it. Their job:

  • Merge duplicates
  • Archive dead leads
  • Train new hires
  • Answer questions
  • Monitor adoption

When there’s a clear owner, the system stays healthy.

6. Measure and Reward Usage

What gets measured gets done.

Track CRM usage by team member. Not to shame people, but to spot where friction exists.

If someone’s not using it, ask why. Is the system broken? Do they not understand it? Are they too busy?

Fix the root cause, don’t just nag them.

And when someone does use it well, recognize it. “Sarah’s pipeline accuracy is 100% because she keeps her CRM updated” goes a long way.

7. The Bottom Line

A CRM only works if your team actually uses it. And they’ll only use it if it makes their job easier, not harder.

Automate the input. Cut the clutter. Integrate with their workflow. Show them the benefit. Assign an owner.

Do that, and adoption becomes a non-issue.

Need help getting your team on board? We specialize in making CRMs that people actually want to use. Book a call and we’ll show you how.