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Data Migration

5 Signs it's Time to Upgrade or Reimplement Your Old CRM System

CRM change is a strategic step that takes business to a whole new level. We will analyze the stages of CRM update, learn how to choose new software and when to use it.

Ivan Karp
Written by
Ivan Karp
Ivan Karp
Ivan Karp

Managing Director at SyncMatters, Europe

More from Ivan Karp

Published: Apr 05, 2024

| 8 mins read

Why is a CRM upgrade so intimidating?

The benefits of having a CRM are obvious, but once you have a system in place, you can't just forget about it. Software tends to become obsolete and obsolete. When this happens, you understand how necessary periodic automatic updates of the online CRM platform are. But if your system does not provide such updates? Or do they no longer save your old software?

As soon as you start noticing problems with your CRM, take a step back and consider whether you need to improve through an upgrade or if a new system is a way to go. You can do this through your current provider or find another one. New system or modernization of an existing system?

Before you can make the decision to upgrade or replace your CRM, you need to go through a short decision process.

If you decide to change your CRM and are still looking for a new one, pay attention to the following options:


CRM Reimplementation

Depending on the needs and current scale of your enterprise, you can do it yourself, with a dedicated data migration tool, or a customized migration with a specialist. In most cases, the introduction of a new CRM in an enterprise is carried out by a system administrator, an employee of the sales department, etc. But this is not the best solution. People who have not been involved in such a business, who do not have experience and relevant knowledge, will not be able to fully implement the system and configure it so that it works 100%. That is why such work should be entrusted to professionals. We recommend using the Trujay service. With it, you can quickly and conveniently migrate to a new CRM without losing data. As a result, you get a fully tuned system that works perfectly with all the features of your business. 

Signs it's time to change your CRM

If the topic has surfaced, then you have questions about your program. Just make a list of what does not suit you and see how it can be solved within the framework of the CRM system that is. If it is expensive (additional modules, development by programmers), impossible or long - look for a new one. First, you need to analyze the "problem" areas. What could it be?

Your CRM is universal but not "tailored" for your business.

For example, a specialized trading CRM system has unique options: Customer card, Product catalog, Bulk actions with goods, Quick dispatch, Warehouse, Integrations (delivery services, marketplaces), etc., without which it will be difficult. Sometimes they are already included in the basic version.

Inconvenient, overloaded interface.

In the modern world, there are simple, intuitive systems (KeyCRM) for every user with a convenient menu, tooltips, tags for quick search, and even the ability to customize the interface for each employee (see only what you need on the screen).

You don't want CRM on your server, you need a "cloud" solution.

Perhaps the “box” has become too small for you, you want to enter your CRM account from any device anywhere in the world. You are tired of solving technical and financial issues with the server, paying IT specialists for maintenance, etc.

There are no integrations you need.

Someone needs a certain delivery service, someone needs synchronization through the official API. Some sell directly through the Instagram Direct messenger and look for it in the list of CRM system integrations. Ideally, the required module should be in the package, "finishing" is expensive and time consuming.

You are not satisfied with the price.

You want to pay less or with a more transparent tariff scheme. Perhaps you have a large number of employees and this number is growing, and the current CRM program has a co-payment for each user.


Which Path is Right for Your Organization?

When deciding which program to switch to, use our tips:

  1. How to Choose a CRM System: Checklist with 6 Tips
  2. CRM for B2B And B2C: What it is & How is it Different?
  3. How to Migrate from HubSpot to Salesforce: A Hassle-Free Guide
  4. How to Choose the Right CRM
  5. Salesforce to HubSpot Migration: How to Move CRM Data
  6. Compare CRM systems
  7. CRM System: Complete CRM Buying Guide for Beginners

Carefully check the list of "problem areas" and your wish list, and study the functionality, tariffs, and reviews of CRM before choosing a new one. Always think ahead. Perhaps, after a couple of years, you want to expand your business abroad. It will be cool if the new CRM helps you scale (multi-currency, integration with foreign marketplaces, and international postal services).

Considerations to make the transition success

To begin with, it is worth sketching out a diagram of your business processes with all its elements and connections. So you will see the big picture, the information that is entered at each of the stages, and the employees involved in them. You will be able to highlight the categories of data that need to be carefully transferred to the new CRM and what can be “sent to the trash” (duplicates, irrelevant).

You can export all data intact and safely, but no migration to a new CRM program guarantees that all links between them will be preserved. For example, you can transfer the entire client profile: name, contacts; it is very difficult and expensive (we are talking about tens of thousands of y.e.) to link the entire history of correspondence in messengers to it. Record in advance all the connections that are important to you in any convenient form (screenshots, photos, tables).

Do not forget to permanently delete the data in the old CRM after they are fully transferred to the new platform, this is important to protect your information. Check the number of pages (export and import), the data should be transferred in full.


Migrate your outdated CRM in time

An entrepreneur is always looking for the best options. Changing a CRM system can be easier than endlessly “finishing” the one, that is, putting up with the inconvenience and unjustified costs for its maintenance. Despite the fact that the transition from one system to another is always a complex and difficult process, it is necessary to do this if you are using an outdated or low-functionality CRM. You can find a new CRM system using our Wizard tool.

Compare CRMs

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Ivan Karp

Managing Director at SyncMatters, Europe

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