The ultimate CRM data migration checklist

As you start to build a CRM system you may realize that you need to start CRM data migration to it. You can use a tool to help you migrate your data to CRM and there are a variety of them out there. If you don’t have enough time there are lots of resources on the internet about how to migrate data from one system to another using an assisting CRM migration tool, it could take a few hours, or even a week or two depending on the data existing in your CRM database.

The problem with CRM software is that it’s hard to navigate, but the data stored in the database also does not work well with off-the-shelf CRM reports; this is where a CRM data migration can come in handy. It is also a great way to reduce the workload (stress) of the IT department.

A successful CRM implementation can result in innumerable benefits for a business, such as increased sales, leads, customer satisfaction, etc. However, if not implemented correctly, a CRM system can have the opposite effect and lead to decreased sales, fewer leads, and disgruntled customers. This article will look at the top 10 CRM implementation processes that you need to watch out for to ensure a successful deployment of your CRM software.

With the rise of digital technology, most CRM software companies have integrated various new features into the CRM platforms making them more user-friendly. Even though these changes are very well-crafted and user-friendly, there is always a chance to make the wrong move, seriously disrupting any business’s CRM performance. A good CRM migration process will ensure smooth data transfer and avoid any major disruptions or glitches during the migration.

Many entrepreneurs start businesses with out-of-the-box CRM software. However, as the company grows, so does its need for more advanced CRM features. They often switch to a different CRM (Customer Relationship Management) tool.

CRM data migration
CRM Data Migration

Prepare your business for a CRM changeover.

Before starting, thoroughly evaluate your business and the benefits and drawbacks of a CRM deployment. It would help if you also decided which CRM system to deploy. It is essential to know that not all CRM systems are the same. Some are built for small businesses, while others are better suited for large enterprises.

Migration or move is moving things from place to place, so it is migrating CRM data from one system to another. Data that includes contacts, events, task assignments, and more can be moved using the migration process.

One of the essential preparatory tasks to be carried out is to assess your business processes to identify the ones that should be automated and those that can be handled manually.

CRM services cover CRM consulting, implementation, testing, support, and more. Most CRM consultants are also implementation specialists. CRM implementations are usually a very time-consuming process, so it is important to have the right CRM consultant on board. Consultants are paid based on the amount of time they work; this is called the hourly rate. A consultant can earn anywhere from $100-$200 an hour.

CRM Goals and KPIs

It is advisable to set a goal for the CRM implementation. You should be aware of what you want the CRM system to achieve and how you will measure its success. You should also set some KPIs to measure the success of the implementation and include these in your CRM plan.

It would help if you did not rush things regarding a CRM implementation. You should plan your project in stages and always stick to this plan.

If you do go too fast, you will be overwhelmed with the amount of data to convert. And if you are not prepared for this, you will end up with many data inconsistencies and many headaches. In this case, it is advisable to use a CRM tool called “CRM on Demand.”

CRM Data Migration and Planning.

If you are starting a new CRM implementation, there is absolutely no reason not to start with a clean slate. A clean slate may be the best way to approach a new CRM implementation. If you do not use data migration tools, you will have difficulty migrating your data from your current CRM system to your new CRM system. You’ll have to import data from one CRM system into the other manually, which can be highly time-consuming.

So, if you’re starting a new deployment, it may be a good idea to start with a clean slate. If you’re starting with an existing CRM system from a previous deployment, you may also have some data that you need to migrate.

Plan your CRM data migration.

The second step in a CRM implementation is content migration. Content migration is moving data from one content management system to another. This process can be time-consuming, so it’s important to plan content migration.

If you have many data fields or many content types in your CRM system, content migration can take time. If you have a small number of data fields, content migration may be a simple process.

Once you’ve completed data migration and content migration, you’re ready to implement your CRM.

Find a CRM data migration expert.

If you have no data migration experience, you will need to find a data migration expert. There are plenty of companies that specialize in this type of work. If you are working with a more extensive CRM system, it may be worth your while to spend some time doing some research to find a company that specializes in CRM data migration.

If you are working with a small or medium-sized CRM system, it may be worth your while to hire a data migration expert or to hire a team of data migration experts. The costs of data migration can be pretty high, and it will be necessary to find a company that specializes in this type of work to get the best results possible.

Your CRM data is made up of several settings that you will have to configure for it to be used by your CRM system.

CRM Migration Checklist For Your CRM Migration

1. Search for a CRM tool

If you have decided to move over to a new CRM system, it is essential to have the mindset of change. You need to trust the new CRM system and get ready to face change challenges. When you have decided to shift the data, you need to accept that you will be out of the old CRM system for a while. But that’s it for now! You have a new approach to work with. So, it is better to embrace the change and focus on the new system. If you feel that you cannot do this, then it is better to postpone the migration.

2. Identify Available CRM Systems

A successful CRM data migration isn’t possible without adequate resources. It is essential to determine the existing resources, including hardware, software, and human resources. Knowing the current system and identifying the cost implications of shifting to a new CRM software. If you consider moving to a cloud-based CRM system, there might be a need to look at the IT infrastructure, connectivity to the internet, and the number of servers. It is also essential to know the existing data storage. Depending on the current data storage, you might need to consider upgrading the storage capacity or opting for cloud-based storage.

3. Keep track of existing CRM data elements

While it is essential to track the data elements, Keeping track of the data structures attached to that data element becomes even more critical. This is especially important when migrating data from one CRM to another. This is because you will most likely have to adjust data structures to fit the data elements of the new CRM tool. Much time could be wasted in the CRM data migration process if you do not do this.

Once you have a handle on the data structures, you will be able to do data validation. Data validation is significant because it helps identify data errors and missing values. This step will ensure data integrity. If you do not perform this step, you could have incorrect data in your new system.

4. Check your CRM Data Quality

The first and foremost step of a CRM data migration is to perform a data quality assessment. In the same way, you need to ensure that the data elements you need to migrate are of good quality. If you find that the data is of poor quality, it is best to start over from scratch. The following are the types of data quality checks you must carry out:

  • Data Integrity
  • Data Validity
  • Data Size
  • Data Format
  • Data Cleanliness
  • Data Reuse
  • Data Preservation
  • Data Validation

5. Check your CRM Data Map Structure

Next, it becomes vital to do a data mapping. Data mapping is mapping the data elements from the source CRM system to the target CRM system. It will enable you to determine the migration of data elements, the data structures, and the data attachments. It is easy to get a clear picture of the existing data elements and their migration if you follow this process.

Once you are done with the data mapping, it’s time to move ahead with data migration. This phase will ensure you move the data elements safely and securely to the target CRM system. This is where the migration software comes into play. This software will help you migrate all the data without losing data integrity in transit.

6. Look for a Compatible CRM Migration ToolOpens in a new tab.

Numerous CRM tools can help you move data from one CRM to another. 

These are the apps designed to help you migrate your CRM data. They are developed by CRM vendors and are free to use. CRM vendors also provide customizations to these apps, which need to be taken care of before the migration. There are a couple of third-party apps that have good CRM data migration features, such as:

  • Bulk Import App
  • Bulk Export App
  • Import/Export App

7. Create a Backup of your CRM Data

As the final step, it is imperative to ensure that you have an up-to-date backup of your source data, this would make a safe file transfer, but it would also help recover any data loss during the migration process. This step is critical because it will help you perform a data recovery process in case of any data loss.

It is essential to transfer a backup of your source data to the CRM system that you have chosen. If you face any data loss or data corruption, you must have a backup of the data.

8. Test CRM Data Migration.

Data migration testing is a process of validating your CRM data migration strategy. It is a must process that could be skipped at your peril. Data migration testing is a process by which you test the migration of a subset of data. It is a great way to validate your data migration plan. After the testing, you will be able to identify data migration errors, glitches, and other anomalies.

Additionally, you can also run data migration testing with the help of a CRM data migration service provider. So, choose your service provider carefully. The service provider would help you test the migration of your entire data without a hitch.

9. Migrate your CRM Data

After running the testing phase, you will be able to know whether there are any flaws in the data transfer process and where they lie. If you cannot rectify them, you may have to start over. The CRM data migration process may involve multiple steps.

Documenting the CRM data migration is a critical step. You need to create documentation for successful data migration. Documentation allows you to record what has been done, what has not been done, and what the next step is to be taken. Additionally, it will also help you stay on track. Documentation should follow a proper format to determine what has been done and what has not quickly.

10. Validate & Clean Migrated CRM Data

It is always good to give the migrated data a thorough test before closing the project. The best way to do this is by testing the migrated data against the source data. You can also use the same tool to carry out the data validation and cleanup process. Also, it is a good idea to check if you will be using any custom fields or any other customization. If you are, it would be good to make sure they are migrated with the same formatting as they were in the source system.

CRM data migration is tedious, especially when there are too many things to be taken care of. If you know what you are doing, you can do away with all the troubles in the world. However, if you are new to the CRM data migration world, it is best to take all the above precautions to get the maximum out of your data migration project.


CRM migration is a vital task to keep up for the betterment of your business. With the right tools and team, you can achieve the best results.

CRM is a database that can track your customers’ information. This data is stored on a server and is used by companies to keep track of what customers do. CRM software stores customer information, including their names, addresses, phone numbers, and purchase history. Companies can use this data to keep their customers informed and track down any problems. CRM software is a valuable tool that can help companies improve customer service and retain customers. Salespeople can also use CRM software to help them track their customers.

CRM solutions are a critical part of any marketing team. Whether you’re a small business, a large company, or a nonprofit organization, you’ll need a CRM system to organize your sales and marketing efforts. CRM software is designed to simplify your day-to-day operations and manage your data so you can make better business decisions. When you’re ready to migrate CRM software from one platform to another, you need to prepare for thorough data migration. The process can be challenging because you’ll need to ensure your CRM data is transferred from one system.

James Ndungu

James is a one-on-one business consultant who helps CEOs, executives, and solopreneurs build their personal and professional branding.

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