Essential Tips and Tricks for Successful CRM Data Migration

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Essential Tips and Tricks for Successful CRM Data Migration
by Marketing


A real headache could be the data migration process essential to your new CRM solution’s success. To reduce hassle or issues, it is critical to understand how to do it properly. 


While the reason for switching CRMs is unique to every customer, there are some key considerations and tips you need to bear in mind to ensure the process goes smoothly if you’re considering making the switch.


1. Choose Your New CRM


The first thing to consider is, what is your target import CRM?


From Salesforce to smaller dedicated CRMs such as Nimble, SugarCRM and so on, there are several options out there. Marketing network CRMs such as HubSpot or Infusionsoft also exist. 


Keep these notes in mind no matter what framework you’re considering:


What’s wrong with your current CRM? Your new CRM should solve the problems you’re having with your existing CRM.





With what program does it have to work? An email marketing program is the biggest one since contacts must coordinate both paths. CPQ program is often a robust integration with a tool such as PandaDoc that can minimize the time to construct quotes.



Data Sync 


If you know what your CRM needs to work with, you need to find out how to synchronize the data. Many instruments rely on third parties, such as Zapier, and this can be confusing as resources that sometimes advertise that they are integrated with another platform. You find that synchronization is not native once you get into it and needs the time and expense of spinning up yet another data sync method.





How much would it cost for a CRM? For several small and medium companies, this is the main limiting factor. CRM’s also attach more sophisticated features to higher levels of pricing. Look at price level limits, such as the number of contacts or the number of emails you are authorized to send each month, which may influence the price or features you need.





Consider development for the next 24 months once you have the budget and features worked out. How many contacts are you going to add? How many emails are you going to send? Business success will cause you to leap to a new tier of prices.



Ease of use


Whatever tool you buy should make things better for your team. To get the employees ramped up, look at onboarding training opportunities that are free. Before buying, make the team members use the product to see if it’s intuitive and straightforward.



Training and onboarding


You will have to learn new sales software from your sales team. Select a product with the training options and resources you need to bring your sales team up to speed.


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2. Use Free Trials to Test


Most CRMs offer a free trial period. Oh, use it. Use it for testing features and ease of use and testing migrations using the free trial duration. This will show you how quick or difficult migration will be and show you how once it’s imported, the data will look. 


I can’t emphasize this enough – schedule how to test the CRM using the free trial duration. A list of items to check should be established, including:


  • Contact import
  • Data appearance in the new CRM
  • Synchronization with other tools you use
  • Integration functionality
  • Daily sales tasks performed by the sales team
  • Oversight tasks performed by sales managers



Some extra tips


The time is taken, and the compensation effect on sales team members is one of the main obstacles to testing new CRMs. 


A commission system typically compensates sales team members, because they don’t want to take time away from making sales to test the new software. After all, it costs them money.


Until introduction, brands need to understand the importance and advantages of this research. The equation is straightforward – sales would probably go down if you buy something hard for your team to use. Sales would probably go up if you purchase anything that fits well for your team. By inspiring the sales team to do it, invest in this analysis.

One convenient way is to give the salespeople a fee when doing the research. Free trials are mostly two weeks long, so devote half of the sales team hours during the trial time for testing. Fix missed compensation by averaging their weekly commissions for the previous three months and paying them half their weekly commission per week during sales testing.



3. Data Cleanup


In the CRM migration process, we consider data cleanup a critical step. Store and archive your database’s close contacts. 


What’s the stale touch? That’s up to each company—we start the debate with every interaction that has been inactive for more than three sales cycles. So, if you have a sales period of 12 months, that’s three years.


By allowing you to choose lower price levels, eliminating close contacts will theoretically help you cut costs. It will also speed up migration because you will have fewer data to import – and it will make it easier to access your contacts and email lists after migration.


Archive contact information in a CSV – Delete contacts from your CRM but not from your life. Export and keep a full copy of all your communications in a CSV file, just in case. 



Keep company records


Don’t delete companies from your CRM. Keep a record in your CRM that you have archived contacts in a CSV -If you delete all company contacts, make a single contact record or a note in the company record mentioning that the CSV file includes archived references. That will let the sales team know if the business becomes involved again, to look into the CSV.



Reach out to contacts before archiving


Call and email your clients to see if they want to continue on your mailing lists and contact lists. This will recognise contacts that are no longer valid, and it will also increase your inbox deliverability by eliminating them from mailing lists. This is also a perfect opportunity for dormant contacts to be re-engaged.



Automate identification


If you have automation tools, use them to find contacts that meet the parameters that identify them as stale. 



Get jiggy with Excel or Google Sheets


You’ll probably be doing it in Excel or Google sheets if you’re doing data cleanup. It can be very time consuming, or very quick, for this part of the process. The more you know about working in spreadsheets with data, the quicker this portion of the process will go.



Check the work


Sales managers and the sales team would need to review the job, whether performed through automation, add-in or manually, to ensure that all contacts and accounts that should be migrated are still present and correct. Break the job and have team members and supervisors review the accounts for which they are responsible. When you’ve switched to the new CRM, you don’t want to miss a follow-up because contact was mistakenly deleted from the migration file.



4. Find a migration solution


Trujay specializes in the migration and integration of different CRM systems. This company meets all your business requirements and various budget limitations. Trujay can automate the process for more than 30 CRM platforms. To perform the CRM data import, Trujay’s clients don’t need to have any technical skills.


Data migration is not an easy process and can take up valuable time and resources. Trujay’s tech team ensures a smooth and secure data import to meet your business’s needs. Try a Free Sample Migration in action right away. No risks and no technical skills required.  


Trujay offers various products and services for its clients:



Backup Tool


Create a backup plan to eliminate any data loss. You may use Trujay’s Data Backup to make your data secure. You can create a sample data backup to see how the service works. The backup process is based on an API request and can take from 5 minutes to several hours, as it depends on your data set and your system’s peculiarities. 



Migration Price Estimator


Visit our online Self Service estimator to estimate the cost of your Self Service Migration. The estimate depends on how many records you have. You can do it to get an estimate on an automated migration or for custom migration. 


However, the estimate is not your final migration cost. Final costs are subject to change. The estimator is used to get you the most accurate possible quote.



Self-Service Tool


Trujay’s Self-Service tool is an automated migration that migrates customer data for you, so you don’t have to lift a finger. We bridge the gap between almost all CRM data migrations, including Salesforce and HubSpot.


Perform the data migration process on your own with Trujay’s Self-Service Wizard. The main features of this option are:


  • Free Sample Migration
  • Cost-conscious migration
  • Quick turnaround 
  • Objects and users matching
  • Automated migration process



Guided Self-Service


In case you’ve reviewed our self-service tool, but you don’t want to use the self-service tool on your own, we have your back. 


Our Guided Migration Service allows you to pay for 5 hours of technical support only. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and do the entire Self-Service Migration for you. For more details on our Guided Service, visit our Guided Self-Service Migration and get in touch with our experts at Characteristics:


  • Cost-conscious 
  • 5 hours of expert support
  • Less time-consuming
  • Personal account manager
  • Automated migration process



Custom Migration


Trujay’s Custom Migration Service is a more personal and less DIY-type of approach. Our account managers will guide you through the entire process. 


Custom Migrations provide you with a personal account manager, migration setup, customization of migration, migration assistance, and the following features:


  • Higher cost 
  • Almost no limitations 
  • Very low involvement
  • Personal approach
  • Little to no time consumed
  • Pre/Post-migration validity
  • Automated migration process


You can find the difference between Self-Service Migration and Custom Migration here and more useful information in our blog.  


Custom migration offers these following packages.





Be aware of all tips and tricks on how to perform a successful CRM data migration without headache. It can increase your business productivity. Start migrating today!