CRM migration
Research shows that 91% of companies with over 10 employees are using a CRM. Whether you are a business that is using a CRM or you've just started looking for one, there is one process you will definitely go through: migration.
CRM migration refers to the process of moving all your client data and related resources to a CRM system. You could be migrating from a CRM you've been using to another one, or thinking of adopting a CRM for the first time. There are multiple benefits of using a CRM instead of a spreadsheet, a major one being data accessibility and visibility. Let's take a look into how migrating to a CRM from spreadsheets can help your business.
Why should you switch to a CRM?
Increased accessibility and data visibility:
Spreadsheets can be useful when you're trying to save customer details, but they can do just that much. Spreadsheets lack basic tools that are important for modern businesses. Switching to a CRM can help you store, organize, and access your data based on your requirements. You can use filters to dive into the information you need, and share it with whoever you wish. CRMs can help make your data available within seconds.
Productivity spike:
Why should your sales reps spend hours looking through rows and columns of data when they can, instead, do what they're good at: selling. CRMs help users collaborate, analyze, and automate marketing and sales activity under one roof so your sales reps have all the information they need to close a deal at their fingertips. Automation of otherwise tedious activities, like sending emails and remembering followups, also helps them concentrate on more important tasks. With a CRM by their side, sales reps can get more done in less time.
Enhanced data security:
While handling sensitive customer information, you need to ensure that appropriate privacy practices are enforced. That means, people have access only to the information they need. CRMs can help you restrict access various users have to stored information by assigning roles to users and restricting the view each role has. This is simply not possible with a spreadsheet. Major CRMs adhere to privacy norms enforced by law so you don't have to worry about the security of your data.
Improved customer service:
With features like advanced filters, note making, and dashboards, you can create more contextual conversations with a CRM. Unlike a spreadsheet, you won't have to worry about scrolling through rows of data and worrying if it is updated, a CRM can retrieve everything with just a click. These contextual conversations can help your sales reps build a personal bond with customers and prospects, enhancing their experience with you.
Better sales:
With your sales reps' reduced workload and satisfied customers, you're bound for an increased sales figure. An internal survey revealed that Zoho CRM customers have witnessed a 300% improvement in lead conversion rates. While spreadsheets might seem like a cheaper alternative, they might be costing you sales.
Steps to follow while migrating your CRM
Migrating your data can be tricky. A wrong step can lead to a mix up of fields or even complete loss of data. This data migration checklist can ensure you migrate your data without any hassle.
Discuss with your team:
Your employees are the face of your company. Make sure you discuss the shift with everyone affected by the change. You should make sure you have enough support resources on board to help them whenever needed. Taking this step will ensure the transition is smooth and your customers don't feel a change in the quality of services.
Assess your current CRM:
Now that the team is on board with the idea of switching, go through your current CRM to identify what issues lie within the existing system, what your data needs are, and what you expect out of the new CRM. This can help you form a CRM requirements checklist and determine what data is actually tracked to make decisions within the business. This step can help you curate a CRM migration checklist that fits your needs.
Choose a new CRM:
Each business is unique and has its own needs.There are a variety of CRMs on the market, but not all of them can suit your business needs. You need to evaluate your options to see which CRM fits your organization the best. Some factors you should consider are the size of your businesses budget, scalability, and customization. Most importantly, this CRM should help you overcome the shortcomings you identified earlier.
Map the data:
After choosing a CRM system, the next step is to map your data. This largely involves identifying the data that needs to be migrated, mapping the fields between the old CRM and the new CRM, and ensuring you have an option to export your data in a format that can be accessed in the new CRM.
Back up your data:
Before you start the CRM data migration, it's crucial that you back up the data. It is advised that you store this data in a secure location like a cloud storage service or an external hard disk to avoid compromising the data. This backup can be used if some error occurs during the migration and you lose your data.
Test the migration:
It is important to first test the CRM data migration with a small set of data before going all in. This can help you get a hang of the process, understand what difficulties you might come across, and check if the data has migrated properly. Problems faced at this stage can be resolved immediately to avoid troubles while migrating the entire dataset.
Migrate the data:
Once you've imported a small dataset successfully, you can start importing your entire data. Once the migration is complete, it is advised that you cross-check the data to ensure everything is correct. Around this time, you should also start training your team to use the new CRM. This involves educating them about its features, overall navigation, and how it can be used effectively.
Monitor the migration:
After migrating your data, it is crucial that you monitor your new CRM for a few weeks to check if everything is working well and whether it is meeting your expectations. It's likely you will need to make some changes to the CRM to accommodate your business processes. Timely monitoring can help you spot any loopholes and make adjustments to get the most out of your CRM.
Steps to follow while migrating your CRM
Start early:
CRM migration projects generally stretch across months. So, make sure you have enough time on your hands for the whole process to happen. It would be nice to have some buffer time for any unforeseen events. The earlier the planning starts, the more time your team will have to get everything right.
Consider a cloud-based CRM:
Cloud-based CRMs are preferred by businesses because they do not involve high hardware and location costs. They can also be accessed from anywhere, enabling people to work on the go. Migration processes for these systems are relatively straightforward, easier to carry out, and more affordable so you won't have to burn a hole in your pocket.
Have a backup plan:
CRM migrations can be tricky. It is better to stay prepared for unexpected challenges that might come up during a CRM migration. In case of an adverse situation, having backup plans can come in handy. Backup plans can give you other options and can also save you from the loss of a failed migration process.
Communicate with your team:
Changing a system can be a significant task for your organization. Keep your team updated on the progress of the migration so they're constantly informed. Answer any questions they have to help reduce anxiety and help them adopt the new system easily.
Be patient:
There might be times where the test migrations keep showing errors. It is important to stay patient throughout the process and build your migration plan carefully to avoid overlooking any details.
Migrate to one of the most trusted CRMs!
Used by over 250,000 businesses in 180 countries, Zoho CRM is a cloud-based CRM that brings your sales, marketing, and customer support under a single roof.Zoho CRM offers an easy onboarding and migration process to ensure you can get started almost instantly!
Common data migration challenges
Data migration is not a cakewalk. Based on the scale at which it is being undertaken, it is quite possible that this process can get complicated and you might have to face some challenges along the way. Here are some common data migration challenges that businesses face.
No two CRMs are the same. While migrating your data from one CRM to another, it is possible that the two might not be compatible with each other. If not mitigated, this incompatibility can lead to corruption and, sometimes, the complete loss of data. To avoid this, it is crucial to evaluate the data migration capabilities of your new system before deciding to adopt it.
If you are a business with a large data volume, the migration process might be longer for you. Mapping the fields correctly and ensuring the migration has been completed without any errors can take up significant time and effort. If you hire a professional to do this instead, it might end up costing you a fortune.
The migration process may require your CRM system to be taken offline for sometime. During this period, no one from your organization will be able to use the CRM, causing a disruption in your daily operations. It is imperative that you accommodate for such a situation and have a system in place to help with operations during this time.
The cost of migrating CRM data varies from case to case. If you're a large organization with complex data and large volume, the process might be a little hard on your wallet. Hiring a professional to undertake the process for you also comes with a significant cost. It is advised that you determine how much you are willing to spend on this process and plan the process accordingly.
Your CRM system users might not be open to change; they might not want to shift their work to another system and learn how to execute tasks from scratch. This resistance can make the migration process difficult and longer. To avoid this, it is important to discuss the change with all the involved stakeholders and mitigate differences, if any, early on.
Best CRM with easy migration
Zoho CRM is a cloud-based CRM platform that has been highly rated by critics for its ease of use. Enriched with a variety of features like lead management, sales pipeline management, blueprints, built-in AI assistant, advanced analytics, a no-code customization platform, and more, Zoho CRM is the perfect tool to take your business to the next level. Zoho CRM is a versatile platform that can be used by businesses of all sizes and industries to generate customer satisfaction by delivering more meaningful and personalized conversations.Migrating your data to Zoho CRM is simple, irrespective of which platform you are using currently. Zoho CRM offers a variety of options that can help ease the migration process without shelling out huge sums of money. Some of these options are:
Data migration wizard
The data migration wizard in Zoho CRM is a powerful tool that can help you import data from your existing system without a hassle. This option can help you map out the fields in your old CRM to those in Zoho CRM. Once you've migrated your data into Zoho CRM, you can easily check if the import was done correctly.
Module import
Zoho CRM also supports importing data from a CSV file. All you have to do is to format the data in the specified format and review the data to check if the format is right. You can upload this file to Zoho CRM and get a preview to check if the data has been mapped correctly. This option is ideal if you have a small dataset.
API
Zoho CRM offers an API named Bulk Write API that can be used for importing data. This is a flexible and scalable option to import your data into Zoho CRM. Bulk Write API can be used to customize data and upload it to Zoho CRM in real time through a variety of sources.
Apart from the above mentioned tools and options, Zoho CRM has numerous help resources to help you navigate through the data migration process. You can also get customer support via phone, email, and live chat whenever you feel like you're stuck. With Zoho CRM, whatever your problem might be, you're bound to find a solution to it in no time.
Wonder what's next?
Enhance your CRM journey with Zoho!
The World's favorite CRM, Zoho CRM, is a cloud-based customer relationship management software for managing sales, marketing, and customer support in a single system. Zoho CRM helps businesses of all sizes build excellent customer relationships with a built-in AI sales assistant and other features like sales pipeline management, marketing automation, analytics, and more.