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5 Pro Tips for Seamlessly Completing CRM Migration

May 20, 2022

Whether you are getting started with your first Customer Relationship Management (CRM) software or upgrading to one that better fits your needs, accurately migrating your data is a top priority for your company.

Fortunately, this does not have to be a daunting task for your team members because these tips will help you seamlessly transition from one system to another.

Why should you migrate CRMs?

CRM migration is more complicated than simply transferring your data to new software. It requires you to research and find the best CRM software for your company that meets all your needs, such as offering a well-defined sales funnel and improved sales cycle velocity.

There are two main reasons a company will migrate their CRM: they need cleaner data or better functionality.

Likely, your team is constantly multitasking and bouncing between sending and receiving emails, making cold calls, sending appointment reminders, and updating the CRM data.

When you have a CRM that meets (or even exceeds) all your needs, your team can gather the data they need faster without dealing with outdated or incomplete files.

If your CRM’s organization is not an issue for your company, you may be searching for better functionality from your software.

As your company grows, you may require new functions that you did not need to worry about when implementing your initial CRM software, such as needing remote cloud access or adding a new communication channel.

Your current system may not have the tools you need or lack scalability, so you should consider switching to CRM software that solves these issues.

CRM Migration Best Practices

These best practices will help you and your team prepare for every step of the CRM migration to ensure it gets completed pain-free and positions your team to have a seamless experience with the new CRM software.

  1. Create a budget and set aside time

Most people fail to realize the cost and time that goes into integration when migrating data from one CRM to another.

Most want to migrate everything, but that makes the process more costly and complex since the cost of the migration process relies heavily on the volume of data. If you migrate every piece of data, you could wind up paying more for the migration than the CRM software itself.

It is ideal only to transfer the data you need to ensure the best experience for your customers and that your team has the data they need to close sales.

Thus, it is best to prepare your existing data for the migration to ensure you only bring over the data that will support your future business goals.

  1. Complete needed migration preparations

As mentioned earlier, the volume of data you migrate correlates with the cost of the migration, so you should consider cleaning up your data before transferring it to the new software.

Taking the time to clean your data and contacts will ensure you only transfer the information you need to understand your leads better and make the right marketing decisions.

When cleaning your contact list, keep engaged leads with completed contact information (first name, last name, and email address) and remove any purchased, duplicate, or incomplete contacts.

Also, consider what data to migrate. Remove any unnecessary fields, such as Contact ID numbers, and speak with a customer support representative from your current CRM system to ensure you know what items cannot be migrated to the new system.

Leaving unengaged contacts and unnecessary data out of the CRM migration can help open space for more qualified leads and ensure the data is relevant to your company.

  1. Upload existing data to the new CRM system

You have three options to upload data to the new CRM software: upload through a CRM interface, use a CRM migration tool, or hire a CRM migration specialist.

Uploading through the CRM interface will typically require you to export data in .csv format and then import the file into the new system. Although it is a simple process, this method heavily relies on the compatibility of your files with the new system.

A migration tool will require a third-party CRM migration application to handle the data migration. However, this method requires the new and old systems to be similar, but this is rare since most companies are only migrating to new software if the two are significantly different.

The last method, hiring a specialist, is ideal for complex business migrations. They will evaluate your processes and complete audits of your data and workflow to determine which areas need improvement.

  1. Prepare your team 

Before fully implementing the new system and discarding the current one, ensure that everyone on your team is up to date with the changes and is familiar with the new system since they will be the ones primarily using it.

If your team is not familiar with how to use the features in the new system or how to find contact data, your company could suffer when it comes to making sales.

Therefore, ensure your team is well-trained on the new system and can find the data they need to complete their daily tasks.

  1. Test and implement the new CRM software

After completing the previous steps, it is time to complete the CRM migration, but you should run some tests prior to doing so.

You can start with transferring your data incrementally so that if an issue arises, you can quickly and easily clear it up compared to if you had transferred all the data at once.

Also, it is ideal to keep the old CRM system short-term after completing the migration. This will come in handy if you find some data did not find its way over to the new system during the migration process.

Ultimately, creating a strategic plan for your CRM migration will help make the process painless and ensure your team has access to the data they need to maintain customer relationships and drive sales.


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