5 Signs It’s Time to Optimize Your Salesforce Setup
Why Salesforce Optimization Matters
Imagine buying a state-of-the-art espresso machine… but never descaling it. At first, the coffee is great. But over time? The build-up slows it down, weird flavors creep in, and one day, it just stops working.
Your Salesforce setup is the same. When it’s optimized, it’s a well-oiled machine—boosting sales, streamlining operations, and making life easier for your team. But when it’s neglected? You’re looking at wasted time, frustrated employees, and missed revenue opportunities.
So if your Salesforce is slowing you down instead of speeding you up, that’s not just annoying—it’s expensive.
Here are five glaring signs that it’s time for an optimization overhaul. 🚨
Signs You Need an Optimization Overhaul
1. Poor User Adoption (a.k.a. "Why does your team avoid Salesforce like a meeting that could have been an email?")
Salesforce is only powerful if people use it. But if your sales, marketing, or service teams are dodging it like a long survey with no ‘skip’ button, something’s wrong.
Something else worth bearing in mind is the fact that poor user adoption leads to manual processes, which in turn leads to hours of administrative work. This is not ideal considering 22% of salespeople consider leaving their jobs because of “too much administrative work” (according to Salesforce).
🔹 Red Flags:
Your reps track deals in spreadsheets (or worse, in their heads).
Logging activities feel like a chore, leading to outdated data.
You constantly hear, "Ugh, do I really have to update this in Salesforce?"
Why this happens:
❌ Your setup is too complex—too many required fields, unnecessary steps, or slow performance.
❌ Reps don’t see the value—if Salesforce isn’t making their jobs easier, they won’t use it.
❌ There’s no training or onboarding—people need to know how to use it properly.
✅ Fix It:
Streamline workflows: Remove unnecessary fields and steps.
Automate repetitive tasks: Use AI-powered Salesforce automation.
Provide better training: Ongoing enablement makes adoption smoother.
2. Data Silos (a.k.a. "Your ‘single source of truth’ is more like a multiverse of madness")
One of the biggest reasons companies invest in Salesforce is to create a unified customer view. But if different teams are still hoarding data in disconnected systems, your "single source of truth" is a mess of conflicting information.
Any guesses as to the process that suffers the most from poor data quality? The most recent State of Sales Report from Salesforce has ‘accurate forecasting’ tied first with ‘performance management’ at 39%.
These aren’t ‘nice to have’ processes. They are business critical.
🔹 Red Flags:
Sales and marketing have different lead numbers.
Support doesn’t have visibility into customer interactions.
Running a simple report takes hours because data is scattered everywhere.
Why this happens:
❌ Teams use different tools that don’t sync with Salesforce.
❌ There’s no clear data governance—everyone logs things differently.
❌ Custom objects and fields have been added randomly over time.
✅ Fix It:
Integrate your tools: Ensure marketing, sales, and service platforms communicate effectively.
Standardize data entry: Define clear processes so everyone logs information consistently.
Automate reporting: Set up real-time dashboards for up-to-date insights.
The UK Government's Data Quality Hub highlights that organizations may spend between 10% and 30% of their revenue addressing data quality issues. These costs stem from inefficiencies such as sending staff to incorrect locations, processing inaccurate payments, and dedicating additional time to data verification and re-entry.
Which is the long way of saying data silos aren’t just annoying—they’re costing you money.
3. Outdated Customizations (a.k.a. "Your Salesforce is stuck in 2018")
Salesforce is customizable—which is amazing. But too much customization over the years can turn your setup into a mix of old workflows, broken automation, and fields that no one even remembers why they exist.
🔹 Red Flags:
Your Salesforce admin left, and now no one knows what half the automations do.
Your workflows don’t align with your current business processes.
You have tons of custom fields… but no one actually uses them.
Why this happens:
❌ Business needs to evolve, but Salesforce wasn’t updated to keep up.
❌ Custom-built automation that worked before now cause more harm than good.
❌ No one has conducted a Salesforce audit in years.
✅ Fix It:
Perform a Salesforce Health Check—audit all custom fields, workflows, and automation.
Clean up unused reports, dashboards, and automation rules.
Ensure that customizations align with your current goals.
Speaking of Health Checks…
If you’re looking to optimize your existing Salesforce org. Take our quick 5-minute scan and our experts will analyze your requirements and propose the best solution that aligns with your business goals.
According to Salesforce's State of Sales report, sales reps spend only 28% of their time actually selling, with the rest consumed by administrative tasks. If your Salesforce isn’t evolving with your business, it’s holding you back.
How a Salesforce Partner Helps Optimize
So, how do you actually fix all this? That’s where a Salesforce partner (like us! 👋) comes in.
We’ve seen it all—Salesforce setups so tangled they look like a plate of spaghetti, data so messy it gives analysts nightmares and automation that make things harder instead of easier.
Real Fixes We’ve Implemented:
✅ Transformed clunky, underused CRMs into sales-driving powerhouses.
✅ Eliminated hundreds of hours of manual work per week through automation.
✅ Unified sales, marketing, and service teams with seamless data flow.
Don’t Let Salesforce Be a Bottleneck
At the end of the day, Salesforce should be helping you close more deals, serve customers better, and make smarter decisions. If it’s doing anything less, it’s time for an optimization.
A well-optimized Salesforce setup isn’t just a nice-to-have—it’s a competitive advantage. It eliminates inefficiencies, improves user adoption, and ensures your data is actually working for you, not against you.
And the best part? You don’t have to figure it all out on your own.
Ready to see how your Salesforce setup stacks up?
Get a free Salesforce scan today—no strings attached. We’ll tell you exactly where your system is underperforming and how to fix it.
