Why does software become just a system of record?
When software requires excessive documentation for simple actions like updating a deal stage, users find workarounds to avoid the friction. This forces people to do their actual work elsewhere and only log in afterward to update records, turning the active workspace into a passive historical museum.
What people tried
Every workaround mentioned in the threads below. We haven’t tested any of them — and nobody here is claiming they worked.
- 1Pinging teammates on messaging platforms instead of checking records
- 2Doing work outside the system and manually updating records later when time permits
- 3Enforcing strict rules like blocking deal approvals unless prior activities are logged
- 4Reducing administrative friction and fields to make updates faster
In their words
Unedited, most upvoted first, each linked to the thread it came from.
“That's exactly what happened at my last job. The CRM became like a museum of things we already did, not the place we were doing them.”source ↗
“You want to update a deal stage. But then you need 3 attachments. You will do it once. Maybe twice. The third time laziness kicks in.”source ↗
“People start seeing it more as "I document what I did" Than resource to use.”source ↗
“If the CRM slows them down, they'll work somewhere else and update it later.”source ↗
Where this came up
People with this problem also raised
- 2Why does team documentation always go out of date?
- 3Why can't accountants open Apple Numbers files?
- 7How to document company processes that only exist in people's heads
- 5How to keep track of routine maintenance tasks around the house
- 9How to handle expense reports without being good at math
- 2Why is keeping a professional network CRM updated so tedious?