Thinking About Changing Your CRM? Key Considerations That Could Save You Time and Money

Make sure a new CRM solves, not repeats, your challenges.

Switching to a new CRM can be a game-changer for your business, but many companies make the leap expecting to fix data or functionality issues—only to encounter the same problems post-migration. Before you commit, take a step back and assess whether a switch is the right move.

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1. Decide whether a CRM switch is necessary

Are you using your current CRM effectively?

Many CRMs have built-in automation, integrations, and reporting tools that businesses underutilise. Before switching, ensure you’re maximising your existing platform’s capabilities. A few adjustments or training sessions could resolve your concerns without the need for migration.

Identify the real source of your problems

Is the issue truly with the CRM, or is it related to data quality, user adoption, or integration gaps within your tech stack? Poor data management or lack of staff training can often be the root cause rather than the software itself.

Does a new CRM truly meet your needs?

A slick sales presentation doesn’t always mean the new platform is the right fit. Clearly define your business requirements and make sure the new system aligns with them. Request a demo and trial period, and get input from key stakeholders to confirm that the CRM truly supports your objectives.

If the answer is yes, what’s next?

If you’ve assessed these points and still find that your current CRM is holding you back, then a switch may be necessary. Here’s how to do it right.

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2. How to effectively move to a new CRM

Use the migration as an opportunity to clean data

A CRM migration is the perfect time for a clean-up to remove outdated or duplicate records. A clean database improves reporting, automation, and customer insights from day one in your new system.

Tag and export audience segments and engagement data

Before migrating to a new CRM, ensure all audience segments and engagement tracking data are properly tagged and exported. This includes customer lists, lead scoring, interaction history, and behavioural data from emails, website visits, and sales touch points.

Without accurate segmentation and tracking, valuable insights could be lost, making it harder to personalise outreach and maintain continuity in customer relationships.

Audit and map your data structure

Conduct a thorough audit of your current CRM’s tagging and categorisation system, and verify that all necessary fields will map correctly to the new platform.

Plan a structured transition

Properly exporting and reapplying these data points ensures a smoother transition and prevents disruptions in marketing automation, reporting, and customer engagement strategies.

Avoid downtime by mapping out a clear migration plan. Define key timelines, responsibilities, and testing phases to ensure data accuracy and minimise disruption. 

Document a segmentation framework and naming convention

After migrating to a new CRM, maintaining clean and well-segmented data is essential for effective marketing and sales.  

Standardise naming conventions for lists, properties or tags, and custom fields to ensure consistency across teams and prevent data duplication or misclassification. Clear guidelines for data entry, automation rules, and segment updates will help keep your CRM organised, making it easier to track customer interactions, personalise campaigns, and generate accurate reports.

Train your team for a smooth adoption

A CRM is only as effective as the people using it. Provide thorough training and support to ensure your team fully understands the new system and its benefits.

Seek expert advice

Consulting with CRM experts—both from your current and prospective platforms—can provide insights that help avoid common migration pitfalls. They can guide you on best practices, ensuring a smoother transition.

What should you do next?

By assessing your current system, defining your needs, and ensuring data quality, you can avoid common pitfalls and set your business up for success with a new CRM that truly works for you.

Changing CRMs is a major decision that requires careful planning, so if you need help reach out.