CRM transition: 5 steps to switching CRM

switching CRM

Are you contemplating an upgrade from your existing CRM? Have you identified gaps in your CRM features and functionalities? Or is your CRM budget undergoing modifications? CRM (Customer Relationship Management) software is an essential component of a company’s software toolkit, addressing its most fundamental source of revenue…customers. If your requirements are changing or aren’t being met, it’s time to consider switching CRM software.

In this article, we delve into the CRM transition process and 5 steps to consider when switching CRM. 

Project evaluation and planning

The key to unlocking the full potential of a CRM lies in ensuring your CRM solutions align seamlessly with user needs. The first step is to evaluate your existing CRM features and functionalities. Are your Sales, customer success and marketing teams happy and successfully onboarded? Is there a gap in skills? Was their training sufficient? 

In this case, optimizing business performance often requires changes to your CRM design. Switching CRM requires effective planning that identifies the needs of your users and business. Map out the positives aspects and limitations of your existing CRM software. Evaluate the expenses and costs associated with your CRM implementation project to create a clear estimation of costs. Only then can you begin to allocate the technical, financial and human resources necessary for the project.

Selecting the right CRM software

Switching CRM requires in-depth research into different CRM options. We created a list of top 20 CRMs you might consider.

Choose the right CRM

What are you looking for in a CRM? To make the right choice, start by assessing your specific needs and objectives. Gather input you collected from stakeholders in the planning stage and consider their feedback during the selection process. Look for a CRM solution that aligns with your industry, offers scalability for future growth, and integrates seamlessly with your existing tools and systems. Prioritize user-friendliness and training options to ensure smooth adoption by your team. Evaluate the reputation and track record of CRM providers, and don’t hesitate to seek input from other users for firsthand insights. Ultimately, the right CRM should not only address your current requirements but also support your long-term business goals.

Data migration

When migrating your CRM information to a new system, begin with a thorough assessment of your data. Identify what needs to be transferred and what can be archived or discarded. Involve key stakeholders in the process to ensure you capture all critical data points. Look for a CRM solution that offers robust data migration tools or services, making the transition smoother. Prioritize data cleansing and mapping to ensure accuracy in the new CRM. Train your team on the new system and establish a clear data migration plan, setting timelines and milestones. Throughout the process, maintain data integrity and backup protocols to mitigate any potential risks. The successful migration of CRM data depends on meticulous planning and execution.

User training

Introducing any new tool requires effective user training. One of the key challenges in the CRM implementation process is the adjustment period for users as the new systems often differ significantly from their predecessors, featuring updates and novel features. Establishing effective training strategies is essential to not only familiarize users with the new system but also to encourage its widespread adoption

Common Sales CRM Adoption Challenges

Sales challengesBusiness challenges
Repetitive data entryChecklists and automation
Time-consuming tasksStandardize processes
Lack of supportInternal (company) and external (vendor) support
Loss in productivityTraining in the CRM
Mistrust of the tool (seen as a measurement of performance)Education through change management
Inability to identify the value of a CRMManagement and leadership CRM advocacy

Monitoring and fine-tuning your CRM tool

Performance monitoring is the compass guiding your CRM system towards achieving its objectives. This process involves the continuous collection of real-time data to gauge how effectively your CRM solution serves your business needs. This invaluable insight empowers you to pinpoint areas in need of improvement.

To assess the performance of your CRM tool, you can track various key performance indicators (KPIs), including:

  • System uptime: Ensuring the system remains operational and available when needed.
  • User Adoption Rate: Measuring the extent to which your team embraces and utilizes the CRM.
  • Data entry accuracy: Identifying and rectifying errors in data input.
  • Customer engagement levels: Evaluating the CRM’s effectiveness in enhancing customer interactions.

Performance monitoring plays a pivotal role in optimizing your CRM system, enabling you to extract the maximum value from its array of tools and features.

Optimize CRM adoption with Lemon Learning

Lemon Learning’s digital adoption platform streamlines onboarding, training, communication, and support. Create and customize interactive guides and engaging instructional content to assist users in navigating their CRM right from the moment they start using the tool. 

With a DAP, you have all the necessary analytics to measure the success of your CRM applications and user adoption across departments:

  • Monitor several projects at once with Learning analytics
  • Adapt training workflows to user results 
  • Provide in-application support 24/7
Tags: CRM

Sarah C

Sarah oversees all things inbound marketing, exploring the many business uses and topics surrounding digital adoption. Her previous experiences include B2C and product marketing in the social listening space, uncovering emerging industry trends.