A Multi-Layered Approach To CRM Implementation - An Integration Perspective
A Multi-Layered Approach To CRM Implementation - An Integration Perspective
A Multi-Layered Approach To CRM Implementation - An Integration Perspective
KEYWORDS
Systems integration;
CRM strategy;
CRM implementation;
Interoperability;
Interdisciplinary;
Cultural integration;
User integration;
Business process
mapping;
Process integration;
Change management
Summary
Introduction
Customer relationship management (CRM) has emerged as
yet another name in the integration family with a view to
integrate customers details to promote a one-stop-service.
A more useful way to think about CRM is as a process that
aims to bring together diverse pieces of information about
customers, sales, marketing effectiveness, and responsiveness and market trends.
The success rate of CRM Implementation is low and evidence suggests that many organizations are finding it hard
to realise business benefits from this strategy. While there
are well-known and impressive success stories ( Sprint,
2002), failure rates of CRM projects are high (Tafti, 2002;
* Corresponding author. Tel.: +44 2476572855.
E-mail address: [email protected] (D.J. Finnegan).
0263-2373/$ - see front matter 2009 Elsevier Ltd. All rights reserved.
doi:10.1016/j.emj.2009.04.010
154
has allowed organization departments to procure technology solution without much regard to the overall integration.
Attempting to centralise technology in a decentralised environment becomes highly complicated. Integration with
existing legacy systems is complex.
Individual resistance combined with organizational resistance can create barriers for an overall integration. Variables such as senior management support/sponsorship,
selling change internally, putting a change infrastructure
in place, providing effective end-user training, business process re-configuration and establishing rewarding systems
play an important role (Pettigrew, 1985). Change is however
difficult and is likely to be resisted by its stakeholders.
Scholars argue that people do not resist change; they resist
being changed and taken out of their comfort zones. However, introduction of significant new IT capabilities requires
changes elsewhere in the organization if the technology is to
be integrated and used effectively. This means rethinking:
the processes used; work practices; relationships between
different professional work groups; and roles, skills and
other capacities of the systems users (Clegg and Shepherd,
2007). This indicates that successful CRM implementation
requires all the actors from their sub-cultural silos coalesce
to promote a processual and technical integration in order
to provide the previously mentioned one-stop-service.
Although enabling everyone to come onboard can be problematic and very time and resource consuming.
The current business environment on the other hand is
continuing to push the organizations in adopting a holistic
approach towards their customers. According to Peppard
(2000), from a customer perspective the channel they
choose at any point in time should be the most convenient.
Integration of these channels or touch points therefore
becomes highly important. To date, channel integration
remains complex and goes beyond integration of technology. This article draws upon the research conducted over
the last five years exploring how large organizations can successfully develop a CRM implementation strategy. It suggests that organizations should introduce CRM as part of a
systems integration strategy to provide a common view of
data across the business channels to give CRM systems
timely and relevant information to serve customers better.
This study is an attempt to further the existing research
through drawing together additional insights regarding the
CRM implementation in a SME environment.
Moreover, CRM implementations often ignore the underlying interdependencies of contextual socio-technical elements that can enable or inhibit the culture, process,
people, and technology integration. The central underlying
message is that CRM initiatives should not be narrowly focused on technical imperatives, e.g. software packages or
business drivers, e.g. marketing campaigns. Rather, they
should be considered as a comprehensive approach to managing relationships with customers as part of a continuous
adaptation process in conjunction with the changing needs
of customers (Peppard, 2000). While this may be too broad
to provide guidelines for managers, we suggest that an
understanding of the more complex, multi-variate issues is
needed, particularly as CRM strategy implementation is
not a quick fix, one-size-fits-all.
We propose a multi-layered framework as a way of
mapping and understanding the complex inter-relationships
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Affordance
The concept of affordance, originally introduced by Gibson
(1977), refers to the adaptive property of objects and structures for humans (and for other organisms). Gibsons theory
of affordances emphasises peoples perception of whether
an action is possible or not within a given setting. For example, an object with a rigid, flat surface is raised approximately at the height of the knees of the human ... then it
affords sitting-on but knee-high for a child is not the
same as knee-high for an adult (Gibson, 1977). The affordance must therefore be taken with reference to human actors. In a given setting affordances represent perceived
aspects of the setting that enable and/or constrain human
actions and interactions. Gibson (1977, p. 68) claims that
. . . a way of life is a set of affordances that are utilised.
This notion of affordance allows one to examine human
interactions afforded by the dual quality of technology,
structures and capabilities of other people that may provide
Figure 1
157
Affordance concepts
People layer
Cultural layer
Our conceptual framework builds on work that suggests that
nurturing the right culture is an important element in CRM
strategy implementation, particularly where CRM strategy
falls within the domains of IT and marketing, each of which
contain their own organizational subcultures. A critical success factor in bringing these two departments together involves the buy-in of senior management, where a seniorlevel person is responsible for the CRM strategy. Rigby and
Ledingham (2004) suggest that business needs should take
precedence over technological capabilities, especially since
the technology itself does not bring any major obstacles.
They argue that managers should not be distracted by the
capabilities of the CRM software but concentrate instead
on what it should do both for their companies and for their
customers.
Implementing the CRM is clearly a balancing act and is
highly dependent on the needs of a particular project. As
a result of cross sectoral and cross industry investigation,
we found that it varied, depending on the availability of resources, existing power structures, existing hierarchies,
existing process and technical architectures and interestingly, the size of invisible colleges. The term Invisible Colleges relates to the psychological contractual relations and
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Process layer
The second layer is process related variables. According to
the basic tenet of CRM strategy that it is cheaper to retain
an existing customer than to acquire a new one, the essence
of a customer centric strategy is to identify profitable customers and make them more profitable. Accordingly, the
business process has to be transferred from product focused
to customer centric. It is a continuous effort that requires
redesigning core business processes starting from the customer perspective and involving customer feedback. There
are several ways to design a customer-centric process. Redesign front office and examine information flows between
the front and back office; foster customer loyalty by becoming proactive with customers and build in measurable
checks and balances to continuously improve. Process can
play an important role but in our study it is the weighting
of the process layer which is even more crucial. By getting
the process weighting right in relation to other contextual
elements we may be able to maximize the potential of an
organizations efforts in implementing their CRM strategy.
Technology layer
The fourth category is technology related factors. CRM
strategies take full advantage of technology innovations
with their ability to collect and analyze data on customer
patterns, interpret customer behaviour, develop predictive
models, respond with timely and effective customized communications, and deliver product and service value to individual customers. However, many companies tend to
overspend on software tools, paying insufficient attention
to data accuracy and integrity. In reality, before the CRM
strategy implementation, it is vital to bring the data into
a unified database, cleanse it to remove multiple entries
for the same customer, and ensure that the data is accurately distributed to all customer touch points, and standardize your databases so customer information is
presented accurately throughout the organization
(Beasty, 2005). This is at the heart of CRM Strategy
implementation.
CRM strategy is an enterprise wide undertaking, so it is
necessary for companies to adopt an integrative view at
the start. Like other IS projects, CRM also requires a full
time project manager, balanced development team which
means mixing business experts, technical experts, end users
and consultants, clear definition of project scope and goals,
sufficient financial and other relevant resources, realistic
deliverable dates, and phased project development. Furthermore, importantly CRM Strategy implementation is a
balancing act between the weightings (leaderfollower
and balancing mechanisms) of the four layers presented in
this paper. The micro variables of each layer may vary
depending on the contemporary environment a CRM strategy is being implemented.
Research method
In order to test and elaborate our multi-layered framework
of CRM strategy implementation, we researched three medium sized companies over a period of two-year, from 2005
using a multiple case study approach (Eisenhardt, 1989;
Yin, 1994). The existing research on CRM has been predominantly been focussed on large organizations. Our sample of
medium sized companies with their varied backgrounds provides an opportunity to build further on the efforts in understanding CRM implementations issues.
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Company 2
Company 3
Background
Rationale for a
CRM Strategy
strategy. Our first two cases show the importance of understanding the balance, interoperability and affordance of
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We discuss our three cases in two phases employing our conceptual framework as a heuristic lens for analysis. Part 1
highlights the company backgrounds and their rationale
for a CRM strategy whereas part 2 discusses the three cases
using our theoretical conceptual framework. We provide
some recommendations at the end of each case in the shape
of lessons learned as a part of our research project.
Table 3
Culture
People
Process
Technology
Affordance
Company 1
Company 2
Company 3
Software reliant
Islands of technology
Perceptions of affordance at
all layers had changed with
time post CRM implementation
Process
and
technology
led
organization
Process and effort duplication
Processes facilitating workload during peak times
Process and technology led
Decision making was carried out
without integrated technologies/
processes, resulting in piece meals
Affordance of process and technology layers in this case acted as a constraint for the overall output
Figure 2
161
people which are its critical resource. They allow the company to deliver a high quality service and to maintain its
strong brand.
The affordance of process and technology layers in this
case acted as a constraint for the overall output. The companys people although very passionate and fully committed
to their jobs tended to work in isolation relying on process
and technology rather than as part of a team (Figure 2). This
resulted in process duplication and silo mentality. Although
individuals were competent, their decisions and activities
often followed in a piecemeal rather seamless way.
Our assessment suggested that albeit the companys
people were its critical resource, they were heavily reliant
on their processes and technology. They enabled the company to deliver a high quality service to customers to
maintain its strong brand. In order to maximize the output
of the organizations CRM strategy we advised that rather
than relying predominantly on a centralized project portfolio management system, the company should set in place
a decentralized organization structure. Each person would
work as part of a team, and it would be the team leader
(or project manager) who would plan the project and work
closely with team members. The front line people would
plan their own time in line with other team members. In
essence, Company 1 would revert to a more traditional
structure, abandoning the complex matrix approach. The
core of the new approach was an emphasis on the companys people as a key component of the organization, with
the information systems reflecting this priority. Under this
scheme, Company 1 would delegate the responsibility for
organizing projects, allocating resources, and scheduling
time.
Lessons learned
In this case the organization was overweighed by its processes and technology creating process duplications and si-
Figure 3
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examined: (1) current IS systems, (2) the production process and management information systems, a high level
overview explored the key business processes as shown in
Figure 3.
The research team decided to focus on a process driven
approach owned by the people layer with a sponsorship
from the senior management, providing recommendations
on three areas relating to the systems required to support
key account management, a modular technology proposition and improved management information systems. The
importance our research team attached to system requirements was how critical it was to understand clients, their
business and activities. This message was highlighted to
the company management team recently when revenue declined from certain key accounts that had not been anticipated. Without this knowledge, the company would be
unable to understand what was driving client requirements
both now and in the future. Our recommendation around
constructing a modular (integrated) technology proposal
could save time and increase efficiency in both the production and sales areas.
Lastly the emphasis put on the importance of providing
the correct management information could not be stressed
enough. The reinforcement of mechanisms to promote
knowledge sharing across the four layers would facilitate
ownership of the elements relating to each layer. This was
vital in understanding what was working well and what
needed attention. Moreover, it would also provide a communication plan to bring employee thinking in line with
the management team and encourage them to be part of
that successful team.
Lessons learned
While the weighting of the four layers needed to be balanced, the impact of affordance on the outcome of interoperability between contextual elements was evident. Our
suggestion of giving the process layer a better focus enabled
Figure 4
Lessons learned
In this case the focus was to develop an evolutionary
approach to CRM strategy. While Company 3 had some
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cal example of how CRM is often implemented with a software focus and ignores the contextual elements and their
interrelations. The three case studies in our case have highlighted some of the key implementation issues. This is not to
say that we have captured the full reality but that we have
captured a snapshot in flight. We provide a summary of our
analysis in Table 3.
Our multi-layered framework enabled us to map the
capabilities and shortcomings of the four layers within each
company and offered insights on how to develop a CRM
strategy from a multi-dimensional perspective, as opposed
to a narrow technical approach. Below, we provide a summary of our key findings in the shape of lessons learned
(see Figure 5. For overview).
Lesson 1: Affordance
Figure 5
Lesson 2. Weighting
Each of the four layers needs to be weighted in relation to
their perceived impact and importance to the CRM strategy.
Interrelations between affordance, weighting, interoperability and evolution in our multi-layered approach.
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The weighting in our case was related to leaderfollower
and balancing mechanisms of the contextual elements. This
mechanism, although, is very basic and can be developed
further by giving ratings to each layer. CRM strategy implementation is a balancing act between these elements across
our multi-layered approach. This balancing approach can be
instrumental in a strategic decision making process for a
successful CRM implementation.
Lesson 3: Interoperability
The ability of senior management to identify interpretabilities between and within the four layers during difference
stages of the CRM strategy implementation in accordance
with their affordances. Integrating culture, process, people
and technology becomes important in order to provide a
one-stop-service. Different parts of business need to work
together towards a mutual and shared understanding of
their customer. Interrelation between our four layers during
the implementation of a CRM strategy can provide us with
an opportunity to understand overlaps and eliminate effort,
process and time duplications.
Lesson 4: Evolution
This study was able to highlight the evolution of affordance
with time. In one of our cases the affordance of variables
changed over time. This was particularly evident in case 3
where CRM software was already in place and people over
time had found there ways around it. The software had become one of the structural burdens instead of facilitating
knowledge integration. This shows that a CRM Strategy perception may change over time if the overall strategy is not
fully developed, understood and owned by is stakeholders.
Commitment and ownership cannot be achieved without
thinking through the integration of contextual variables
in our case, culture, process, people and technology. Our
conceptual framework can be instrumental in capturing
changing preferences, frames of understanding and sense
making of the evolving needs and adaptability of CRM in
an organization.
Weighting
Managers can use weighting of each layer as a tool to weigh
in their CRM implementation objectives prior to its launch.
The existing business environment would need to be
mapped in order to understand the existing weighting of
each layer in the contemporary environment. Once weightings are identified mangers can balance the weightings
according to their CRM needs and targets. We used a simple
weighting method highlighting leaderfollower in our cases.
The weighting principle could be developed further by giving each layer a score of 110. Organizational CRM objectives can be used to set the scores for each layers. These
scores could be adjusted to balance the layers.
Managers can also identify interpretabilities between
and within the four layers during difference stages of the
CRM strategy implementation in accordance with their
affordances. This can add to the qualitative complexity of
the weightings.
Evolution
In one of our study the affordance of variables changed over
time. The sense making of technology and its usability has
been evolving from the word go. CRM implementation need
to take into consideration the evolving targets of the business, but also the perceptions of the stakeholders regarding
the tools used to achieve these targets. CRM strategy therefore becomes an ongoing process of putting a learning organization infrastructure in place and thereby creating
flexible environment that allows business people to deploy
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ufacturing, so our four key points in Table 1 need to be contextualized according to the type of organization and its
relationship to its environment and customers. Moreover given that we chose our sample from the same region and similar sizes, a further investigation in the SMECRM context
from different regions and sizes can lead to further insights
in the subject area.
Our study confirmed that whether you are trying to integrate in large organizations or SMEs, having a collaborative
approach which promotes integration of culture, people,
processes and technology is paramount. This integrated approach can help stakeholders of CRM to collectively pin
point and act upon areas of concern in order to provide a
common view of data across the business channels.
Our multi-layered approach provides a heuristic framework in helping to identify the micro variables related to
three distinct industry sectors. It also highlights the inter-connectedness of these variables which with their
respective dimensions may depend, enable and constrain
one another. The term affordance however remains to
be developed further. A more adept utilisation of this
variable can potentially add a new dimension to the future
investigations of CRM implementation and aid in understanding the dual nature of the various unravelled issues.
There were other weaknesses with this exploratory investigation. We were not able to study the organizations over
a longer period of time in order to fully comprehend and
appreciate the evolutionary aspects of their CRM maturity.
We were only able to observe limited evolutionary changes
of perception towards CRM in one of the organizations.
Our multi-layered framework can be adopted as a decision making tool in setting out a wider Systems Integration
strategy for an organization and is not limited to CRM specifically. SMEs can employ the multi-layer approach as a strategic tool and as a result may increase involvement and
ownership of stakeholders in their decision making processes. The contextual elements may vary depending on
the strategic aims and purpose, but a multi-layered approach and interconnectivity of the layers can prompt collaboration within and across the departments to unearth
some key issues.
Appendix A
Field studies
The research was carried out in two phases. Phase 1 involved two related longitudinal studies of CRM and supply
chain management systems, carried out by the authors in
a local government organization and a large multinational
organization, respectively. These studies form the basis
for our multi-layered framework of CRM strategy implementation. The second phase involved CRM strategy implementation studies at three medium sized companies. This study
tested and elaborated our multi-layered framework of CRM
strategy implementation.
Phase 1
The first study is a longitudinal study that investigated CRM
strategy implementation from a knowledge management
perspective to a contemporary situation within a local gov-
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Table 4
Phase 2
Study context
Study approach
Concepts development
project team members. These interviews were semi-structured and many of them were tape recorded and subsequently transcribed and analyzed. These were written up
into a detailed case description that was used to develop
an understanding of the processes observed at the company.
The findings from this study illustrate the dual quality of
contextual influences where situations that appear to limit
certain types of action, may simultaneously enable others.
For example contextual elements such as subculture may
provide conditions necessary for interaction to occur while
constraining certain relationships. The concept of affordance was used to illustrate this dual quality of contextual
elements.
Phase 2
In order to test and elaborate our multi-layered framework
of CRM strategy implementation, we tracked three medium
sized companies over a two-year period, from 2005. We utilised the help of senior managers who were engaged in CRM
strategy implementation and formed three research teams.
Each research team interviewed the key stakeholders relating to their CRM projects. Each interview lasted at least 1 h
and was followed by an informal discussion that provided
further useful data. Often we broke up into pairs to do
the interviews. The research teams spent one week in each
company as participant observers using the multi-layered
framework as a tool to map and analyze the existing information and communications technology environment within
each company.
This was followed by integration and synthesis of data
that involved intensive discussion between the researchers
and top managers from each company, who came from different academic and company backgrounds. This process
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WENDY L. CURRIE is Professor in Information Systems with WBS and Head of the
Information Systems and Management
Group. Prior to joining WBS, she held Professorial posts at Brunel and Sheffield universities. Wendy gained her PhD in 1988
from Henley Management College, for a
study on the evaluation of information and
communications technology (ICT) in the UK
engineering industry. Her research and
consultancy has continued to focus on the management of largescale ICT projects in the private and not-for-profit sectors. She has
gained research funding from the European Union, Economic and
Social Research Council, Engineering and Physical Sciences
Research Council and the Nuffield Foundation. She is currently
doing research on ICT compliance in the financial services and
healthcare industries with industrial and public sector collaborators. She on the editorial boards of several leading information
systems and management journals, including, Journal of Information Technology, Strategic Journal of Information Systems, Journal
of Change Management, the International Journal of Management
Reviews and formally served as Associate Editor on Management
Information Sciences Quarterly and the European Journal of Information Systems.