Businesses use a CRM system to help them manage their clients successfully. For businesses that wish to remain competitive in the market, a CRM solution has now become a necessity, not an option. A CRM platform solves multiple problems that businesses face, enabling both small and large businesses to grow and succeed. Businesses can keep all their customer data in one place using this system. They can handle all client interactions and data from a single platform.
Starting up with a new CRM is the beginning of an exciting new chapter for your business. Businesses may occasionally need to migrate to a new CRM, a process known as CRM migration. There are several potential causes for this. One reason is that their existing CRM might no longer meet their requirements. Or they may have discovered a new CRM that provides them with more features and better value. Whatever your reasons may be, losing your data in this process would be a big loss.
There is a lot of important customer information and contact information stored in your current customer relationship management CRM. To ensure that no data is lost throughout your activity. You need to follow a comprehensive process that requires a lot of planning and analysis.
There are certain crucial factors and advice you should keep in mind for this. If you are thinking about switching, then these points will make sure that the transition goes well. What to remember and how does it work? This article examines this complete procedure in greater depth. To get the most out of it, read it through till the end.
Reasons why you need CRM migration
CRM migration refers to the process by which a business moves data from an older CRM system or spreadsheets to a more modern CRM system. When a business enters a new growth phase, CRM migration is frequently put on the agenda. It is a tedious process that demands sufficient time and focus.
The following are the key reasons for organizations switching to a better CRM:
- High costs of CRM system maintenance.
- Having trouble configuring and customizing CRM.
- Limited integrations with business/third-party apps.
- Difficulty in using the present CRM.
- Demand for more accurate and clean data.
- Better functionality is required.
- Not being scalable.
- A limited selection of applications is supported.
- Lack of cloud storage capabilities.
Well-known industry-leading CRM systems like Salesforce, Microsoft Dynamics 365 CRM, etc. are perfectly capable of overcoming these obstacles. These types of CRM end up being the platforms of choice for most of the CRM migration initiatives.
Best Practices for a Successful CRM Migration
The proper implementation of your new software depends on CRM data migration. There are a few crucial measures any business should take to ensure data transfers go off without a problem. And all this process starts with proper planning.
The following are the ideal practices to adhere to while transferring your CRM data:
1) Utilizing the user interface of the legacy CRM tool to upload an archive
This is the first method of data migration into a new CRM. A previously exported data file can be uploaded via the user interface. The new CRM’s ability to independently parse the data exported from the legacy platform will determine its success.
You need to transfer all the data from your outdated system to the new CRM tool. The effectiveness of this approach depends on two major factors. They are how well the files work with the new CRM system and how similar the data structures are.
2) Use of third-party CRM data migration solutions and tools
The most common method is to use a migration tool that can do everything automatically. Install a new program to handle the migration logistics for you. These kinds of solutions are widely available. But they only function when moving data across extremely similar CRMs, which is a rare circumstance.
3) Use of a custom tool or script
Finally, creating a custom script or software migration solution is the most effective technique to transfer data between two CRMs. This is because it also enables the transfer of third-party integrations. All data is transferred using API calls.
This variation performs remarkably well when the source CRM supports integration with external products, that must be integrated into a new CRM. You should just keep in mind that you will need the help of skilled developers.
CRM Migration Checklist
You must look for and choose your new CRM platform before beginning your CRM data migration. There are several possibilities available, so you should be careful to pick the one that best suits your requirements. You can decide which to use keeping in mind your business objectives.
Check the platform’s features to make sure it has all the capabilities you require before selecting it. You can also go through the reviews to learn what other businesses think about the platform that you have chosen.
You can decide what you specifically hope to accomplish with the new CRM system. Discuss what needs to be improved, what data must be preserved, and what data can be erased. When are you ready for the CRM data migration process to start? Use the following CRM data migration checklist to ensure the success of your switch:
1) Research the top CRM software
You must look for and choose your new CRM platform before beginning your CRM data migration. This is the very first action taken during the migration process. There are several possibilities available, so you should be sure to pick the one that best suits your business requirements.
Look at the most well-liked CRM platforms in your sector, explore their feature offers, and enquire about their implementation service and support. After careful research, make an informed decision.
2) Your team should be ready for the CRM migration
Preparing your team is the second step in the CRM data migration checklist. You need to bring together the CRM end users and decision-makers before you begin working on the technical components of your migration. Make sure your team is informed of the transition and provided the resources they require to become familiar with the new system.
As your team starts preparing your data for the migration, this helps the transition process run more smoothly. They will also be familiar with the new platform, making the transition easier and more seamless. You can decide together what you expect to achieve with the new CRM system.
3) Analyze and prepare the data in your current CRM
Reviewing the data, you currently have stored in your current CRM is the next step on our CRM migration checklist. This is the most key step.
Here, you will decide which data must be deleted, which information can be reorganized, and which data you want to move to your new CRM.
You can evaluate your sales funnel and current workflows using data analysis to find any areas that need improvement. After completing this, you should make a data map that illustrates what data goes where.
4) Mapping your data
Following the above steps, businesses will have a quality set of data and will know which data has to be moved. Data mapping is the next step in the CRM migration checklist. It is the process of determining the location where your data will reside in your new CRM.
All data must be accurately and consistently migrated to the appropriate groups in the new CRM, and all related data must also be transferred. Therefore, grouping or segmenting your CRM data is crucial. This makes sure that you can quickly and simply access and analyze the information you need.
5) Data Backup
It is time to back up your data after you have mapped it. Because this CRM data is so crucial to your business, you should make a backup in case something goes wrong. By backing up your data, you can be confident that a copy will always be available.
A data warehouse, cloud storage system, or data backup service provider are all options for backing up your data. Also, you can utilize your backup to compare the data in your new CRM to make sure everything was correctly migrated over.
6) Testing before migration
When developing innovative solutions, testing is crucial, and CRM migration tools are no exception. You should conduct a few tests to make sure your migration works smoothly. It is dangerous to transfer all your data at once in case something goes wrong. So, you should attempt transferring one or more pieces of data at a time.
This is done to check whether the tool is functioning effectively and to determine whether your data and its structure have been properly prepared. You can also take the time to address any issues you encounter and ask the platform provider for help if you need it.
7) Migrating the Data
After the above methods are finished, the data migration can now proceed. This is the last step in the CRM migration checklist. And it is the most challenging step in the process. It calls for a variety of tools to ensure that the data is gathered from various sources and formats and moved to the new system.
When all the migration tests have been completed. Finally, it is time to click “migrate” to transfer all your data from your legacy CRM to your new platform. Then, all that is left to do is watch for the dialogue box that says “migration succeeded” to show up on your screen.
After successfully migrating your data, you can now take advantage of all the features of your new CRM to increase sales and conversions for your business.
8) Verifying data after migration
This can be one extra step but is important for businesses. To be sure that all the data has been moved, verification is required.
It is important to know if a data migration was successful or unsuccessful as it involves a substantial amount of data.
During the first few days of using your new CRM, check for any discrepancies in the transferred data, such as duplication, missing details, or other neglected information. If you find any errors or issues, then make the necessary corrections as soon as possible.
Also, read: 12 CRM Analytics to Track in 2022 and beyond
Although CRM migration will never be simple, once it is done, you will benefit in the long run. For development organizations, the market offers a variety of CRMs that can be customized to meet the requirements of different businesses. Whichever CRM you migrate to, you will undoubtedly like and enjoy the advantages it offers.
Even though the CRM data migration process might be challenging, companies can simplify it by conducting the required strategic planning and making sure that only high-quality data is transferred to the new system. There are various methods for an effective migration.
And once the data has been correctly cleansed, mapping and testing the data is necessary for an error-free migration. Remember the valuable tips we provided above. Your migration becomes smooth and simple with the help of them. All the best!
FAQs (Frequently Asked Questions)
Data migration is the process of moving old data to a new file format or storage system. It requires a variety of pre- and post-migration activities, including planning, creating backups, testing for quality, and validating results.
Here are the types:
* CRM Application migration
* CRM Storage migration
* CRM Database migration
* CRM Business process migration
* CRM Datacenter migration
These are the best tools for data migration:
* Azure DocumentDB
* Hevo Data
* AWS Data Pipeline
It depends on how many sources, contacts, and data points you have. Each organization has unique requirements, but you should take the time necessary to ensure that your data is reliable, insightful, and clean. Defined below are a few factors that will affect an SME business’s fundamental CRM data migration process:
* Examine your business objectives
* Find the features you require.
* Pick the appropriate vendor.
* Set up – CRM data migration
* Understand the learning curve
The following items can be incorporated into your data migration strategy:
Determine the data’s format, location, and sensitivity.
Determining the scope and scale of the project.
Back up all your data.
Tools for staff evaluation and migration.
Putting the data migration plan into practice.
Final system testing.
Observation and maintenance of the data migration plan.
If the contact’s initial email address is the same. Then importing the same list more than once with updated data will not result in duplicate records being added. Multiple imports of a list will only update the contact record with new data; any previously added information will, if applicable, be overwritten.