Data is gold. The most important asset in your business is your data. Just like home, your data should be thoroughly clean and rinse before moving into a new CRM home.
Here is a little guide that will help you when thinking about migrating your data from your current CRM into a new CRM.
CRM Data Migration checklist
1. Get Everyone Ready
The very first step of the successful CRM is to get everyone ready, not just the management. The end users will provide a business perspective and use cases. They will also test the new CRM spotting some missed data or other glitches after the CRM migration has been finished.
2. Focus on the Source and Target CRM
While reviewing the source CRM or other legacy solutions you need to identify the exact use cases of how you and your employees use the platform. The use cases will often dictate what data, fields, etc. will move to a new CRM.
After reviewing the source CRM, you need to find all the necessary fields and entities in the target CRM. It will need to provide the “place” for the data
3. Pay Attention to Data Mapping
Mapping data is a challenging process in CRM data migration projects. Make sure that after transferring a single record into the target CRM you still have all its surrounding data from all your integrated legacy solutions.
4. Compare CRM Structures
The structure of a CRM should conform to the data that you will be migrating into it. Spend time to examine all custom fields in your current CRM. Will you need all of them in the target CRM? Some data from your legacy solution will take a different form in the new CRM platform.
5. Use Data Migration Tool
The most technically challenging task is to develop the migration tool or a script that will automatically migrate all data into the new CRM platform. A compatible migration tool with your CRM can handle data migration automatically. CRM migration service providers should be able to assist you with this.
The most efficient way to move data between two CRMs is by developing a custom script or software migration tool. All data gets transferred via API calls. This variant works exceptionally well when the source CRM includes integration with third-party solutions that need to become a part of a new CRM.
6. Secure a Data Backup
Losing your data is the last thing you want to happen during migration. Make sure you or your implementation partner can back up data during the process.
7. Run a Couple of Tests
Run a couple of trial migrations with several different samples of data. This approach is excellent for integrating several complex solutions into a single CRM when the data for migration has a multilevel hierarchy and links to many objects.
8. Migrate the CRM Data
A successful data migration might encounter some issues during the final migration when you work with many disparate systems that might not function well at the time of import. You may need to have a CRM data specialist during the data migration process.
9. Clean up Migrated Data
Look for any inconsistencies in the migrated data during the first couple of days of using the new CRM. You may find some duplicates, missing pieces, or other overlooked details.
10. Train Your Employees
As with all new tools, getting used to their way of using the new CRM is the most time-consuming process. Properly trained staff will help you get the best out of CRM and ultimately help grow your business.