How to Manage Salesforce Without a Full-Time Admin or IT Team
You have just gone live with Salesforce. Everything looks great, workflows are running, and your data finally makes sense.
But there is one question almost every client asks us at this stage:
“We don’t have a dedicated Salesforce admin or IT team. How can we manage the system once you leave?”
The good news is that you do not need a full-time admin on day one to run Salesforce effectively. What you do need is a smart maintenance plan, clear ownership, and the right partner to help you scale with confidence.
At Equals 11, we have supported many organizations in this exact position. We help them move from post-implementation uncertainty to steady, scalable operations through our Continuum Hypercare Managed Services.
Here is what we recommend if you want to keep your Salesforce org running smoothly without an in-house admin.
1. Assign an Internal Salesforce “Champion”
Even if you do not have a technical admin, it is critical to identify a team member who can act as your internal Salesforce champion.
This person does not need to write code or build complex automations. Their main job is to:
Gather user feedback from the team
Monitor data quality and usage
Communicate business needs and priorities to your consulting partner
Choose someone who understands your business processes deeply, such as a member of your operations, marketing, or sales team. They will connect the dots between business goals and CRM capabilities more effectively than anyone else.
2. Schedule a Regular “Org Health Check”
Salesforce is not a set-it-and-forget-it system. Small configuration changes, new feature releases, or even user errors can create issues over time.
We recommend a quarterly Salesforce health check to:
Review automation performance (Flows, validation rules, triggers)
Check for duplicate or incomplete data
Validate user permissions and security roles
Audit unused fields or reports
Use Salesforce’s Health Check tool under Setup → Security → Health Check to identify security risks.
For broader insights, ask your consulting partner, such as Equals 11, to provide an Org Health Scorecard after each review.
3. Keep Up with Salesforce Releases
Salesforce releases new features three times per year: Spring, Summer, and Winter. Each release brings valuable functionality, but it can also introduce changes that affect your automations or integrations.
You do not need to read every 500-page release note, but you should:
Review the Release Highlights on Salesforce Help
Test automations in a sandbox environment before pushing changes live
Ask your partner to recommend relevant updates for your org
Enable In-App Guidance in Salesforce to stay informed about new features and best practices directly inside your system.
4. Maintain a Living Backlog of Enhancements
Your Salesforce org should evolve with your business. Keep a shared backlog (even a simple spreadsheet or task board) that tracks:
Feature requests from team members
Bug fixes or process gaps
Reports or dashboards that need updates
This backlog becomes your roadmap for incremental improvement and helps ensure that nothing gets lost when priorities shift.
Review your backlog monthly. Group requests by impact (High, Medium, Low) and frequency of need. Focus first on items that improve team efficiency or data accuracy.
5. Leverage Managed Services for Long-Term Stability
Even with an internal champion and regular reviews, some challenges require certified Salesforce expertise.
That is where our Continuum Hypercare service comes in.
With Continuum Hypercare, Equals 11 provides:
A dedicated Salesforce Administrator and Project Manager
Ongoing org monitoring, best-practice optimization, and backlog management
User support and ticket resolution
Proactive recommendations to help you get the most from every Salesforce release
In other words, you get the experience of a full admin team without having to hire one.
What Our Clients Say
“Our engagement with Equals 11 has been great, and just what we needed.
We are a small company with limited resources, and this engagement has helped us make our Salesforce environment more relevant and useful.”
— Healthcare & Life Sciences Client, USA
“Equals 11 is very communicative and constantly solicits feedback to course-correct when needed.
They delivered on time, under budget, and always made us feel like a true partner in the process.”
— Nick Duquette, VP of IT, National Kidney Foundation
You do not need to be a Salesforce expert to get long-term value from your CRM.
You just need structure, clarity, and the right partner by your side.
At Equals 11, our goal is simple:
To make sure your Salesforce environment continues to grow, adapt, and deliver measurable ROI long after the initial implementation.
Avoid trial and error and get expert guidance in just 20 minutes.
Book your 20-min consultation with the Equals 11 team:
