Avoid Going Over Time and Budget in your CRM Data Migration

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Avoid Going Over Time and Budget in your CRM Data Migration
by Anastasiia Dyshkant

Avoid going overtime and budget are two things we all want to avoid. We all know the world we live in. We want things right when we want them and we want things done quickly. That’s how short our attention spans have gotten. But that’s okay because technology is another word for ingenuity at high speed. 



However, technological evolvement, even at high speeds, disappoints and frustrates us. When it comes to conducting CRM data migrations, delays and higher costs are two extremely common occurrences. 



In this article, we’ll explain why CRM data migration projects sometimes take longer than planned and end up being more expensive. We want our clients to understand from the beginning what’s included and what’s not included in their project to avoid going over budget and timeline. 



Avoid Going Overtime and Budget via The Workflow


When you begin data migration with us, we help prepare for your CRM switch and answer all related questions you have. If you have any specific requirements for your CRM data migration, we’ll diagnose your customer relationship management content, check its settings, and let you know how fully your requests can be met. You’ll also get help with data configuration if needed.



In the beginning stages of the process, you’ll have a call with a sales representative who explains the migration process, note all your requirements, and discusses price matters. All the requirements and migration details are discussed together to make everything crystal clear.



After that, you’ll sign an agreement on the detailed project plan and scope. By this point, our tech engineers are cache-ing your data and building your mapping interface that will serve as a tool and visual aid to add, delete, or even merge fields. 



Once you’ve had the orientation with a sales rep, a detailed file with your special requirements are sent to your own personal, dedicated account manager. You and your account manager will jump on a video call and use screen-sharing to go over the project as a whole. Some items that will be covered for alignment include: 



  • Access to all data 


  • Merging data requirements 


  • Filtering data requirements 


  • Project plan and timeline 


  • Data cleansing options 


  • Customized object placement


Once you’ve given us the green light, we begin the full migration. Typically, a project can take two weeks to complete, depending on the complexity of the data.  The variability can be due to the number of records, possible need for data cleansing, data filtering, possible changes in the data process flow, number of source systems, and so on. 



Overtime and Budget: What causes them? Why do I have CRM data migration delays or price increase?


reasons of project delays and additional costs



Additional requests



More often than not, a client will have additional requests at times when an agreement is already in place and/or when tech engineers have begun the project. If you want to change something or modify the process, then this will cost extra time and effort which of course translates to more costs. 



These additional requests typically come after the initial call with the sales rep and account manager and after the agreement is signed. So, it is up to the discretion of the client to inform all necessary requirements and object/fields mapping details beforehand. 



If however, a client realizes that changes need to be made after the agreed-upon scope, we urge the client to understand that once this happens, the timeline and cost of the project will be modified based on the newly requested modifications. 



Communication delays



Internal discussions surrounding strategy over mapping, pipeline/stages setup, and testing verification can take some time for the customer, especially when you’re trying to run a business whilst moving solutions.  You will need internal meetings and stakeholder agreement to secure much of this information, and we see many customers that are delayed for these reasons.




Overtime and budget: Providing multiple samples



Sample migrations are connected to additional requests concerning mapping. To run the migration correctly during the first attempt, look through the mapping carefully and attentively. If not, it will take extra time. We can map objects and their related fields for you, or you can do it on your own. Learn how to map your own fields here



Overtime and budget: Complex mapping requests and data filtering



If the client informs the service team about complex mapping requirements and data filtering before the launch of the full migration and/or before signing the agreement, it will be included in the migration price.  If this notice is given after the fact, a project will go up in price and timeline. 



Delays and increased expenses all have to do with timing and conversation. If you want something done after the scope is agreed upon and/or our engineers have started your migration, those additional efforts will be factored into the timeline and budget of the project




Wrap Up 


Trujay team members always want to meet all clients’ requirements and business needs. We are always ready to help and guide you through the process, but take the nuances described above into account to make your migration smoother and faster. 


We want all of our clients to get everything they need, as we know that one size never fits all and every business is unique. We pride ourselves on transparency, so if you see that a price has gone up and/or a timeline has been extended, know that it is up to the discretion of the client for either situation to occur. Nevertheless, we will do our best to accommodate and prepare you for the future of your business. 


To see all the services we have, check out our Services Page. If you’re curious about what is and what’s not included in the scope with HubSpot, check out our HubSpot Migration Package


If you have any other questions or concerns, or maybe you just want to consult on a few things, we’re happy to help. Contact us directly.