5 Signs to Migrate CRM: Top Reasons To New Platform Switch

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5 Signs to Migrate CRM: Top Reasons To New Platform Switch

Imagine the situation that your company has invested a lot of time, efforts and money into CRM system over several years. The internal and external costs of implementation, customization, upgrades, user and customer support have been enormous. Nevertheless, the platform has not kept up with your organization requirements, and the pain is starting to set in. According to Capterra CRM Industry User Research Report, the vital reasons for the CRM transfer are the following:

  • the former system lacked functionality options;
  • software does not evolve anymore;
  • the platform's maintenance has become too expensive;
  • the solution didn’t support company size anymore;
  • CRM was too hard to use and required additional training.

Consequently, if your business undergoes several above-mentioned issues, then it's time to set up a search for the game-changer system. Usually, there is the natural hesitation over migrating to a new CRM since so much has been invested in the existing solution. Yet, if you decide to move data from the current CRM to the future one, will it be throwing the baby out with the bathwater? The answer is “no.” Many companies have found that, for a number of reasons, the advantages to migrating to a new CRM outweigh the costs of making the switch.

So, let’s look closer at the main signs to migrate CRM to the desired platform that can help you improve business process, enhance customer experience and boost sales.  


5 Signs to Migrate CRM to Fully-Featured Platform

Depending on your business requirements and budget, there is a wide range of factors signaling that the time to make a CRM switch has come. To simplify the process of indicating whether your company is ready for the data import, consider a list of “symptoms” below and analyze if you find them familiar with your situation:

1. Outgrown Company Size

One of the main signs to migrate CRM can be the fact that the current solution doesn’t fit the size of your organization anymore. Firstly, you kept things small starting from hiring from the handful of employees to obtaining the shoe-box office or even working remotely with your colleges. Now, your business has grown with many different departments and a number of team members that need more advanced tools to manage company processes efficiently. Apparently, your organization’s capacities increased together with the business objectives.

An outdated solution can easily lack some of the essential capabilities available to other solution on the market. For example IP telephony (VoIP) to make calls straight from your CRM, scripts to automate workflows and consumer-facing business processes, integration with special 3rd party applications to enable the use of digital signature, etc. As a result, your database gets old, the information input methods and functionality options become obsolete, and integrations with modern extensions for sales and marketing can become impossible. The saddest part is that you spend a lot of time and efforts on the tedious work without the help of the latest technology.


2. The complexity of CRM Platform

Obtaining CRM with a wide range of various features is not always a great idea. Sometimes, the businesses overestimate their companies’ needs regarding CRM capabilities. In this case, most of the features are not being used or even complicate the business processes. The Apptivo research determines CRM complexity is the number one aspect of CRM business satisfaction and data import.


3. Poor User Experience

It is not the best scenario when your employees, especially sales managers, reject to use CRM due to the different circumstances. According to Software Advice, the statistics indicate the main reasons why reps refuse CRM is that they consider it is a difficult and time-consuming solution.

signs to migrate crm

Besides, if the employees are forced to work with a complex solution, they can get even more confused and overwhelmed that leads to destroying the whole purpose of having CRM.  So, when you decide to select a new platform, it is essential to find the one that helps your team members enter and access the required data, automate the business processes, and so on. Also, don’t forget to train the colleges properly before new CRM implementation by providing with all required information and tutorials about the new platform.


4. Inefficient GDPR Functionality

It is well-known that obtaining CRM software means you are storing and using the information of the prospects and clients. Yet, it also means processing personal data of EU citizens should be fully compliant with General Protection Regulation (GDPR). Since the new legislative requirements came live in May 2018, a lot has been said around the rules lately in terms of impact on sales, marketing, etc. and costly consequences that non-compliant companies may face. In this case, you should take it seriously, if your current CRM platform doesn’t support GDPR-required capabilities and you have to store the documentation about the regulations separately. Accordingly, the GDPR-compliant solution will not only help you avoid legal problems and penalties but provide you with an opportunity to ease the burden of obtaining and storing clients’ consents in a lawful way. So, if you notice that your CRM is not fully GDPR compliant, it is definitely one of the signs to migrate CRM to the desired one.


5. Bad Vendor Support

Poor support from the vendor is another major symptom you need to change CRM. When adopting and implementing CRM solution, you require the sufficient and in-depth training. I this case, it is significant to select a CRM vendor that can enable you with hands-on, interactive training and support. Besides, if something goes wrong, like a malfunction or a bug, you should be certain you can contact your vendor and get help as fast as possible. Furthermore, you should skip the worries about receiving timely and hassle-free upgrades or running the complex integration and be sure you can request the vendor consultation in case of any unexpected troubles. If your vendor is not available for contact and doesn't offer reliable support, it can easily affect your business productivity and growth.

Of course, there can be numerous signs to migrate CRM that can influence your business processes, decrease your team performance and bring down your success. Take into the above-mentioned information and self-diagnose your current CRM solution. If you recognize any of the symptoms in your relationships with the platform, then it’s time to act and migrate to another CRM that fits your business requirements. In this case, you can take advantage of the automated migration service Trujay that can help you move data from the existing solution to the future one effortlessly.


CRM Data Migration: Tricks to Smooth Transfer

Since the appropriate planning and preparation steps are the essential keys to successful data import, follow the next recommendations to get ready:

  • try out the platform by running a free demo to check the new CRM functionality;
  • analyze and filter the information in your database, and delete the unnecessary or outdated records;
  • secure the items by preparing the backup plan;
  • notify your employees about the upcoming change and provide them with the required tutorials, etc.

After the pre-transferring stages are complete, you can complete the CRM data migration with Trujay and benefit from the next advantages:

  • security regulations that exclude the possibility of any data loss;
  • 100% uptime of both CRMs and no interruptions of the business processes;
  • fields and users mapping in accordance with the company requirements;
  • a free Demo Migration that allows exploring if the service functions are properly.

After you have prepared for data import and chose the desire migration tool, you can take the several easy steps to run the CRM migration smoothly:

  1. Register your account at app.trujay.com and sign in.
  2. Provide credentials of your current and future platforms.
  3. select the records you want to move, map the fields and launch a free Demo Migration.
  4. Satisfied with test results? Run your full CRM data import.

Now, when the hard part is over, it is suggested to take a few more actions to for the successful CRM implementation:

  • check out if the records are transferred to the proper fields;
  • find out if the relations between the items are restored in the right way;
  • set up the filters for reporting tools;
  • make sure to build personalized workflow rules;
  • continue to educate your staff about the new system by providing training and holding the meetings.



By and large, it is essential to analyze your CRM capabilities and check whether the platform perfectly fits your business demands on a regular basis. Thus, if you notice any signs to migrate CRM, don’t hesitate to move data to the more advanced solution and open up new company opportunities.

Move a part of your records from another CRM to the chosen platform by running Free and Secure Demo Migration.

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