Executive Guide: Salesforce Implementation Costs

Understanding Salesforce Implementation Costs is Essential For Return on Investment

Salesforce, the world's leading customer relationship management (CRM) solution, has not only helped to transform businesses worldwide but has also presented new challenges for executive decision-makers and budget owners, particularly regarding the cost of Salesforce implementations. The introduction of cloud computing and Software-as-a Service (SaaS), subscription-based licensing promised a simpler way of procuring new technology on a ‘pay-as-you-grow’ basis.
While the concept of SaaS has provided easy access to amazingly powerful capabilities, many users are surprised that the total cost of licences plus implementation far exceeds their expectations. This article aims to delve into the reasons behind the escalation of costs, present relevant figures and facts, and provide a guide to strategic steps to alleviate financial burdens for Salesforce budget holders.

Understanding the Costs
Salesforce charges comprise many components: platform costs, user licences, usage allowances, feature licences, storage and support. Salesforce publishes some unit costs on their website, but others are only available on request. The total cost can only be estimated after the solution design has been decided. This typically happens well into the implementation project (assuming the business requirements, data migration strategy and roll-out plan are known). In other words, getting an accurate estimate of the total Salesforce charges can be very difficult before you commit to the implementation project.
Salesforce implementation costs exhibit wide variations, ranging from £75,000 to £150,000 for small to medium-sized enterprises (SMEs). At this scale, projects typically take 4-6 months to deliver. Larger enterprises may incur multi-million-pound expenditures depending on their customisation, integration, and data migration requirements. Large enterprise and multi-national implementation programmes may take several years until tangible benefits are realised. The complexities surrounding customisation and integration contribute to the overall expenses as they significantly increase testing and quality assurance demand. These complexities also push up operational expenses for ongoing maintenance and support, creating formidable financial hurdles for some organisations.

Delving into the Cost Drivers
Licensing: Understanding Salesforce’s pricing structure and the organisation's specific needs, are essential to derive an optimum license plan. This requires an up-front discussion of the business blueprint and overall solution architecture. More realistic estimates can be used for the business case and budgeting by taking a strategic approach to licensing.
Customisation: Extensive customisation, while enhancing Salesforce's functionality to fit specific business needs, can drive up costs considerably. Each customisation requires careful planning, development, and testing, demanding significant time and resources. Additional environments may also become necessary to deliver and maintain a complex, bespoke Salesforce platform.
Integration: Integrating Salesforce with existing enterprise systems, such as ERP or ecommerce, can be complex and costly. The level of integration, the number of systems involved, and the expertise required all contribute to the overall expense.
Ongoing Maintenance: Maintaining a reliable and performant Salesforce platform requires additional software and ongoing support, including regular updates, bug fixes, and security patches. These services, often provided by in-house teams or third-party vendors, will add to the overall cost of ownership.

Mitigating High Costs: A Strategic Approach

• Strategic Planning for Salesforce Implementation:

A critical starting point involves the development of a comprehensive plan outlining the implementation scope, encompassing customisation, integration, and data migration. A well-defined roadmap helps prevent scope creep, minimise unexpected expenses, and ensure a focused implementation approach. Organisations new to Salesforce often omit to evaluate their in-house competencies and project delivery capability. The Salesforce implementation approach based on our 8-Factor Success Model™ is useful for assessing the current state and developing a strategic roadmap before engaging prospective implementation partners.

• Feature Prioritization for Cost Control:

Identifying and prioritising essential features aligned with business objectives is crucial. By focusing on necessary functionalities, unnecessary spending is curtailed, ensuring a targeted and cost-effective implementation approach that meets specific business needs. This is especially true for user requirements that involve customisations that disproportionately drive costs. Tools such as our Technical Debt Model™ can help to decide on customisations.

• Investing in Comprehensive Salesforce Training:

Augment user proficiency through comprehensive training programs. Well-trained staff reduces the need for constant support and customisation, contributing to cost savings and ensuring effective utilisation of Salesforce features. Additionally, effective change management strategies facilitate smooth user adoption.

• Phased Salesforce Implementation Strategy:

Salesforce offers a wide range of standard features that can be used ‘out of the box’. With a strategic roadmap to hand, many organisations can benefit quickly by starting with a basic implementation and then enhancing their solution with new capabilities. This is especially valuable for start-ups and new businesses. Opt for a phased implementation approach instead of simultaneously deploying Salesforce across all departments. This allows for a gradual rollout, addressing issues and making adjustments without incurring massive upfront costs. It also enables organisations to prioritise critical areas and test the system before expanding to other departments.

• Regular Audits and Optimization for Salesforce:

The implementation of routine audits becomes imperative to identify optimisation opportunities. Streamlining workflows, eliminating redundancies, and optimising data storage contribute to cost-effective Salesforce operations. Regular maintenance prevents the accumulation of technical debt and ensures the system remains efficient and up-to-date. Extend the initial roadmap to encompass a growth plan to continue driving up your return on investment (ROI).

Conclusion
Effectively managing the costs associated with Salesforce implementation is paramount for existing users seeking to maximise their return on investment. By adopting a strategic approach, businesses can harness the full potential of Salesforce without straining their budgets. Regularly reassessing needs, optimising processes, and investing in user training are vital steps toward ensuring Salesforce remains a valuable asset rather than a financial burden. As the business landscape evolves, this guide serves as a roadmap for existing Salesforce users to navigate the complexities of cost control and strategic optimisation in their Salesforce journey. Organisations can achieve business goals by following these guidelines while controlling their Salesforce expenses and continuously increasing benefits by adopting an ongoing Business Growth Programme™.

Resources - Contact Me for details:

• Technical Debt Model™ for Salesforce Sales/Service Cloud
• 8-Factor Success Model™ for Salesforce implementations
• Business Growth Programme™ for Salesforce Product Owners/Admins

Salesforce and Mulesoft Anypoint are trademarks of Salesforce, Inc.

---