Why Switch CRMs in 2021?

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Why Switch CRMs in 2021?
by Anastasiia Dyshkant

Did you know that over 50% of enterprises and about 30% of mid-sized companies use a CRM tool to manage their customers? If they’re doing it, shouldn’t you? It’s hard not to overestimate the value of CRM. However, many companies still use spreadsheets, emails and many other outdated methods to organize their customer details. Habits are difficult to change but creating efficiencies in managing your customer data is integral to any business growth. So, if you’re currently using a CRM platform and finding that it doesn’t meet your business needs, you should consider migrating to a better platform.



The value of CRM to Your Business

The right CRM can deliver significant benefits to your business, such as:

  • Improve efficiencies and accountability for your sales team
  • Track and monitor your team’s performance at a glance
  • Identify where your sales engagement is working and where it needs improvement
  • Understand where each sales opportunity is at and follow-up accordingly
  • Develop a robust customer relationship management strategy
  • Run effective marketing campaigns directed at your key audience

New CRM platforms are being launched and existing platforms are improving. If you already have a CRM and have invested time, effort, money and training, then why change to a new platform? Excellent question.


New CRM platforms can offer better management options, sales capabilities, product features, which all result in more efficiencies and fewer costs. Your CRM may be good, but there could be better solutions out there.

Capterra performed an analysis on the top reasons why businesses migrate to a new CRM:


  • The current solution lacks functionality
  • The platform does not continue to develop its features
  • Costs increase for the CRM, making it a cost-prohibitive option
  • Companies have outgrown their current platform
  • The platform was too complex, difficult to implement and/or require extensive training

If your company faces one or more of these issues, it’s probably time to consider changing your CRM.

Take a close look at the main points that signal the need for a new CRM. Examples include benefits for your business, how you can create a strong customer relationship management strategy, enhance your marketing, and boost sales.  

5 signs you need to migrate to a new CRM 

    1. Your business has outgrown your current CRM

      This is the first and most common reason to consider a new solution. Successful businesses grow and expand but sometimes your software platforms aren’t able to grow at the same pace. For many businesses, their first CRM was a great option when they first started. However, as their business grows, their platform is less accommodating to new departments or a larger staff. If your solution is outdated, it can affect business operations due to a lack of essential capabilities that are available in other CRM’s.

      Below are some common issues faced by businesses who don’t upgrade their CRM:

      • CRM database will get old, unorganized and inefficient without regular updates
      • Functionality becomes obsolete
      • Integrations with current sales and marketing apps could be complex and costly
      • An increase in manual activities to accommodate for the lack of automation

      Never forget that more powerful CRM’s can offer capability and integrations that your current solution simply can’t. Consider the following options:

      • Scripts can automate support operations and consumer-facing business processes
      • CRM helps you improve your sales team by managing/sorting leads and selling to the hottest prospect
      • CRM enables you to integrate website forms, payment gateway, and IP telephony (VoIP) straight into the CRM
      • It lets you make calls straight from the solution 
      • Use only one dashboard to manage all business processes
      • Builds a strong relationship with your customers based on mutual trust and success 
      • Improved team performance and marketing strategy
    2. An overly complex CRM platform

      CRMs with advanced functionality can be seen as a great option but this isn’t always the case. If you are a small business or only require limited automation capabilities, there is no use forcing a complex system into your business. It will only consume unnecessary time, confuse and overwhelm users, and become expensive to your business if you’re not using its full potential. Why pay for features you won’t use? 

    3. Poor user experience

      Imagine this frightening scenario: You invest heavily in a new CRM with countless features, extensive training, incredible support, and more automation options than you can count. But after you integrate it into your business, no-one uses it. Your sales team is ‘too busy’ to learn how to adopt the new system, your marketing team has continued using the software they used before, and your management team is confused by the new features. This happens more often than you may think. Take a look at this research by Software Advice, which indicates why sales reps do not want to implement CRM into their workflow.

      Key considerations for your internal users:

      • Choose a CRM platform that is easy to use, includes critical functionality that users will find helpful and ideally will grow with your business
      • Always offer training to your users provided by the CRM provider to allow your users to maximize the use of the system once introduced
    4. Inefficient GDPR functionality

      The General Data Protection Regulation (GDPR) is a new legal requirement for all individuals and businesses that operate in the EU. The GDPR gives more control to individuals with their personal data and imposes new requirements on businesses who store user data.

      All CRM’s will gather, store and use customers’ personal information. The new legislative requirements can impact your sales activities and cost a lot of money for non-compliant companies. Check out if your CRM is GDPR-compliant to avoid legal problems and ease the burden of obtaining and storing clients’ permissions in a lawful way. If your current CRM platform doesn’t meet GDPR requirements then you should find one that does.

    5. Poor CRM support

      CRM is a critical system within a business and you should be able to access specialist knowledge, training, and support at any time. If you’re not getting the immediate support you need, then it might be time to look for other options. You and your team should always receive in-depth training when implementing a new CRM solution. Ongoing support via phone, chat, or in-person is critical to solve day-to-day user issues and avoid a slowdown in your business activities.
      If your chosen vendor does not guarantee reliable support or if you think it’s more cost-effective to not include this in your solution, you should think about the impacts on your sales, marketing, and operational groups if something goes wrong. So, select a CRM vendor that can provide hands-on, interactive training and robust support.



You’ve got a new CRM, but what about your old data?


Moving your critical customer data from your old system to your new CRM may seem like a simple process, but usually, it’s not. Most CRM’s are not built to be compatible with other platforms, so moving your data can be a time-intensive, risky and sometimes costly exercise.

Many CRM’s offer migration options from within the platform, but these can lack the flexibility, security, and reliability you need. It’s not uncommon for users to automate some of their migration and then manually migrate the remaining data. This puts a heavy load on the person doing the migration and can be costly if mistakes are made.

Simplify the process and use Trujay to manage your data migration for you. You get reliable specialists, 100% CRM uptime, no interruptions to your business processes, and access to a FREE sample migration to make sure this service is right for you. Don’t risk one of your most precious business assets. Let Trujay do the hard work for you. Start a conversation with us at any time by visiting our website. 



CRM data migration tips & tricks

Check out the following list to be sure that your team and your business are ready for the upcoming CRM switch:

      • Use a free trial or free edition to test if the new CRM functionality meets your business needs 
      • Examine, filter, and delete any unneeded or outdated information in your database
      • Generate a backup to secure your data in case anything goes wrong 
      • Notify your employees about the upcoming change and provide them with the necessary training

After you’ve set up your new CRM, you can complete the CRM data migration with Trujay and get the following advantages:

      • Security regulations that exclude the possibility of any data loss
      • 100% uptime of both CRMs with no interruptions to your business processes
      • Map fields and users based on your individual requirements
      • Get a FREE CRM sample migration trial to see if this solution is right for you

Here are some general tips that you should consider after any data migration:


      • Check if records are transferred to the correct fields
      • Check if the relationship between datasets have been restored correctly
      • Set any filters you need for reporting requirements
      • Build personalized workflow rules to create efficiencies in your business
      • Continue to educate your staff about the new system by providing training and offering support


Final words on CRM migration


In summation, effective CRMs improve marketing strategy, boost sales, create an ecosystem within your company, and avoid legal pitfalls. Check whether it still suits your business, if your team happy with it, if you get the support you need, and if it’s compliant with regulations?

If you think any of these aspects aren’t meeting your business expectations, then it’s time to migrate to a new CRM. Change can be difficult, but if it delivers a better outcome, what’s stopping you? 

Contact us for any data migration requirements. Let Trujay manage your data migration for you. We can guide you through the steps, manage the process, and ensure that your data is reliably transferred to your new CRM. Start a conversation with us at any time by visiting our website. 


Our Guided Migration Service allows you to simply pay for 5 hours of technical support. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and/or do the entire Self-Service Migration for you. For more details on our Guided Service, check out this page.