5 do’s for converting existing data into CRMs

So your company has decided to consolidate data into your CRM! This is an important first step. It’s not the only step, however. You also have to decide what data needs to be moved and develop a strategy for making your move as seamless as possible.

Once you have these pieces in place you can focus on tactics to translate your current data into your CRM’s terminology and get your entire staff up to speed, which will support your entire company. It all sounds simple, right? Well, maybe not right away, but with a little help it can be.

In our previous blog we discussed six integrations that will help any business simplify its process and data while providing more value to users. Today we’re going to focus solely on the conversion aspect that can be so confusing when moving that existing data to a new CRM. Follow these tips and your transition will be as easy as the new system is helpful.

1. Have a vision and know your goals.

Many companies make the mistake of migrating all of their data to a new CRM without realizing this is actually a tremendous opportunity to conduct a much-needed purge. You should never transfer data to your CRM unless you know its purpose. What business goal does it solve? Does it help with reporting or can it be used to impact future decisions, like accounting data that can benefit future sales and marketing decisions? If the goal of the data is not readily obvious, it may be better abandoned.

2. Make sure you have the right mechanisms in place.

Your previous system probably had a process for the entrance of data. If the process worked, bring it to your new CRM. And if the process had a few hiccups, the transition makes for the perfect excuse to iron those out.

3. Find a common translation.

Most CRMs, including Salesforce, use comma-separated values (CSVs) to export data because they are object orientated. This means they store data in separate, but related, records. But for systems like Accounting or ERP that lack this model, such translation can be difficult. If your company has data in these systems, the records will have to be separated manually. Be ready for this added expense, which is quite time-consuming, but your data will emerge more congruent when the process is finished.

4. Obtaining the data may require negotiation.

Before you begin exporting your data, you need to see which of your vendors has a proprietary data clause built into their contract. This clause could prevent you from exporting the applicable data. Exporting this data may be as simple as a one-time expense payment to make the move. However, depending on the clause and the company, it could require further negotiation. It’s a good idea to have a knowledgeable expert in your corner for these discussions.

5. Deal with data size.

The phrase “less is more” applies to data as well, particularly if this data deluge swamps your new CRM. Transaction data from existing accounting systems or loads of email attachments are common culprits here, so refer to point No. 1: If there isn’t an obvious, immediate goal, leave it be. This data problem can extend beyond the initial transition, and if you set up a batch import to migrate data from an old database and replicate it into your new CRM, be cognizant of how often data will move into the CRM. If this transition is eating up 10,000 accounts a week, you’ll reach your data limit in no time. Cut where you can and establish boundaries before beginning the transition, as being proactive is much simpler than trying to clean it up afterward.

That’s it for today. If you have any other concerns regarding transitioning data to your new CRM that weren’t addressed above, contact us and we can help you find a solution for a quick, seamless transition.