Step
Choose one client flow
Pick something with a clear start and finish — from accepted proposal to started project, for instance. Everything else waits until this works.
Move to a new CRM without stopping daily work. Start with one important process, assign clear owners, and expand after the first stage works.
Turn migration into an actionable plan
Start with a small sample. For each group of data, clarify its source, who reviews it and what must work before moving the rest.
Completed fields
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Examples are illustrative. They do not certify any provider’s features, prices or outcomes.
| Data and source | Destination and preparation | Owner and date | Acceptance test | If the test fails | |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 | |||||
| 4 |
Summarize what you will do, who owns it and when you will review it.
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Keep daily work running during the migration
The plan should state which system will be used at each stage, how changes will be recorded during the transition, who approves the result, and when to restore the previous version.
Practical guide
Migrate one complete process first
These steps organize the migration around team tasks and commitments to clients.
Step
Inventory active records and attachments
Identify where each piece of data comes from, how it is recognized, which client or process it belongs to, which documents accompany it, what is duplicated, and what you must retain.
Step
Assign an owner to each set of data
Data moving does not mean data is right. Put a name to whoever can settle the doubts and say “this one is correct now”.
Step
Clean the data and define its destination before importing
Decide where each field belongs, which statuses to use, who owns each decision, and what should be merged, archived, transformed, or left out.
Step
Rehearse with a representative sample
Do the import as a rehearsal, do the real work on top of it, and compare counts and relationships. Also practise fixing things and rerunning a batch that fails.
Step
Validate the result before expanding the migration
Confirm with whoever uses it that the first part works. Add the next only when you already know who answers, how to ask for help, and how to fix things.
Evaluation question
What has to be decided before you switch
Define who decides and which criteria confirm that the migration was successful to avoid later corrections.
Which records deserve to move?
Separate active, historical, duplicate, required, and unnecessary records. Migrate them according to usefulness and retention requirements.
Who makes final decisions during the switch?
Say which system rules for which period, where the new work gets written down meanwhile, and what to do if the two disagree.
How will you know the migration worked?
Use numbers that add up, relationships that still hold, and somebody who has done the whole job start to finish. And put a name to whoever approves it.
How it protects your team
Features for the first stage of migration
Start with active clients, sales, current work, and the documents your team needs. Add the rest after the first stage is approved.
Pick up any client with all the information availableExplore related features →
Opportunities without a next stepExplore related features →
Check owners, dates, and progress without asking for another reportExplore related features →
Get answers with the source clearly shownExplore related features →
Keep it for later
Take the migration plan with you
Print the order of the data, the owners, and the review points to prepare your rollout.
Define the first step of your migration
Bring a few real clients and their current processes. We will help you decide where to import each piece of data and how to confirm it is correct.
Prefer to explore on your own? Work out your current costs, see how the Assistant works or use the CRM evaluation guide.