How to Run an Advanced Data Migration

If you are moving off of a legacy CRM and you require a lot of data to be migrated, you may need an advanced CRM plan. Prioritizing problems to solve, creating your ideal CRM environment and enabling reps to use the tool are all important milestones in an advanced CRM migration.

Click here to download HubSpot's template for an advanced migration. Below, find an overview the phases and milestones of an advanced migration plan.

(If you need an express or have a simple migration, click here.)

Phase 1: Needs Analysis + Planning

• As Is To Be assessment completed
• Stakeholder identification & assign roles / involvement levels
• Map out current use of existing CRM
• Map out full calendar timelines from day 1 of migration to full roll-out complete
• Research CRM platforms - see demos of systems
• Analyze current data - volume/depth
• Plan CRM Migration Budget
• Understand whether 3rd party assistance is needed

Phase 2: Investigation

• Communicate the change to stakeholders - why exactly are we moving CRMs?
• Formulate ideal sales process and map to CRM capability 
• Shortlist software vendors
• Get full budget approval
• Identify pilot groups

Phase 3: Tools & Partner Selection - Pilot Planning

• Fine tine the new 'to be' sales process
• Select CRM vendor and agree to terms
• Map out old to new CRM data points for migration
• Identify proof goals & success measures for a pilot
• Identify super users of new system
• Data back up

Phase 4: Pilot and Tuning

• Test out the new 'to be' Sales process
• Complete contracts with chosen CRM vendor
• Scale back usage of old CRM
• Build dashboard of key activities to measure pilot activity
• Run pilot with first group of reps + super users
• Training with pilot group
• Document any difficulties arising from pilot
• Carry out training/survey of Reps on new tools
• Aggregate feedback from reps

Phase 5: Rollout and Fine-tuning

• Implement new 'to be' sales process
• Assign all applicable CRM licenses to users
• Close down old CRM
• Report on KPIs of sales process
• Roll out to all sales reps
• Create playbooks for all Reps to follow
• Iron out difficulties from pilot
• Document aggregated time-savings and calculate ROI