Mistakes to Avoid When Migrating CRMs
Migrating CRMs isn’t just about moving data. It’s your chance to start fresh and build the system you’ve always wanted. Whether you’re switching because your current CRM no longer meets your needs or you’re adding one for the first time, the real focus should be on setting it up correctly from day one. A well-planned migration gives you the opportunity to streamline processes, clean up outdated information, and create a CRM that truly supports your firm’s goals. Done right, you’ll walk away with a powerful, organized foundation instead of simply transferring old problems into a new system. Before you make that leap to your new CRM, here are some mistakes to avoid and be aware of.
1. Avoiding Pre-Migration Clean Up
It’s tempting to wait until after you’ve finished migrating CRMs to clean up your data. Migrating CRMs is a lot of work, and you would think that seeing your data in its new spot would make it easier to clean up. However, this is not actually the case. By waiting until the migration is finished to start the cleanup, you actually add more time to the process. Even worse, you might not do it at all and end up with the same mess you started with. If at all possible, clean up your data first. It’s the same principle as getting rid of junk before you move. Then your new house only has what you want or need in it.
2. Skipping the Homework on CRM Selection
What CRM are you choosing? Why are you choosing it? What role will it fill in your firm? How will you utilize its tools? These questions are all important to ask first. CRMs are powerful and complex tools with a lot of functionality. When you leap before you look, you risk choosing a CRM that doesn’t fit your needs. Then you’re back at square one. Avoid this by sitting down with your team and defining your goals and processes before you move forward with a CRM. It is very important to do your due diligence including trials, asking other Advisory firms, and experts.
3. Underestimating the Importance of Tags and Custom Fields
For a Financial Advisory firm, a CRM is only as good as its data. Not only are clean, up to date contact records important for day-to-day functioning, but they are nonnegotiable for audits and compliance purposes. One way to keep your data functioning well is with tags and custom fields. By tagging clients in specific groups, you can quickly and easily segment them based on repeatable lists. For a personal touch, this allows you to send birthday cards or anniversary congratulations. Keeping up with clients in this way boosts your connection to them and fosters stronger relationships. Likewise, custom fields allow you to tailor your CRM to your firm. The data that matters to you is not the same for another business. When you utilize custom fields, you empower your CRM to support your practice. When migrating, most CRM systems accept tags and custom fields.
4. Overlooking Internal Adoption and Training
An important factor in success with CRM migration is post-migration usage. When you have a team, it is essential that everyone is on the same page in terms of processes. If there are some people who use it one way, others who use it sparingly or incorrectly, then data gets entered wrong, tasks fall through the cracks, and the firm’s ability to serve clients suffers. During CRM migration, it is important your whole team is involved in the process in some capacity. They need to know what the setup is, what their roles are, and what the expected usage is. A team that is cohesive and functioning together makes migrating CRMs more effective.
5. Not Knowing How to Use Your CRM Effectively
Migrating CRMs is a fresh start, a new foundation, but only if you take advantage of it. If you bring over bad habits, messy notes, and incorrect client information, then your new CRM isn’t going to do you much good. Instead, take the time to look at what worked and what didn’t work in your old CRM. As the tip above mentions, clean up your data! Getting a good ROI has a firm foundation in utilizing best practices. What seems like a lot of work now, saves you a great deal of headaches in the future.
Migrating CRMs is a big undertaking with a lot of hidden pitfalls. Instead of tackling this job by yourself, take advantage of the CRM Foundations Track. Designed for firms or team members who are new to Redtail or Wealthbox, this track offers step-by-step guidance to build out your CRM with confidence.
With the Foundations Track you receive:
1. CRM Migration Implementation & Training
Using best-practice templates and a customized design tailored to your firm’s needs, we guide you through a 3–5 month program to implement your processes and train your team on how to get the most from your CRM.
2. Post Migration CRM Data Triage
If you didn’t have the chance to clean up your data before migrating, we offer post-migration support to address duplicates, formatting issues, missing client information, and more.
3. Training Resources & Quarterly Health Checks
We offer a variety of training resources and ongoing support post-migration to ensure your team is using the CRM effectively and leveraging additional features as your firm grows.
You don’t have to do CRM migration alone. By building your foundation first, and checking it frequently, you can get a strong ROI, give better customer service, and save time in the long run. Have more questions? Interested in hearing how migrating CRMs would work for you? Schedule a call here. It’s time to invest in your future by building a CRM foundation in the present.
