In this guide, we’ll cover what a successful CRM and data migration should look like, key steps to follow, and best practices to ensure data integrity and operational continuity.
Organizations decide to switch CRMs for various reasons, including:
✅ Inefficient workflows that slow down operations
✅ Low user adoption due to a complex or cobbled tech stack
✅ Lack of automation and sales acceleration tools
✅ Poor data quality with duplicates and inconsistent records
✅ Limited scalability that prevents business growth
A modern CRM like HubSpot Smart CRM provides better automation, integration, and data intelligence to help businesses optimize their customer relationships.
A data migration plan is essential for setting clear expectations, minimizing risks, and ensuring a smooth transition. This plan should include:
✔ Data inventory and clean-up strategies
✔ A timeline for the migration process
✔ Backup procedures to prevent data loss
✔ Key stakeholders and assigned roles
Migrating messy, inaccurate, or outdated data can cause serious issues in your new CRM. Before migration, clean and structure your data by:
✔ Removing duplicates and incomplete records
✔ Standardizing formatting (e.g., dates, phone numbers)
✔ Ensuring data aligns with the new CRM's structure
✔ Creating necessary custom properties ahead of time
Different businesses require different migration strategies:
Big Bang Migration: The full dataset is migrated at once, best for smaller databases.
Trickle (Phased) Migration: Data is transferred in stages, minimizing downtime and allowing parallel usage of the old CRM.
Delta Migration: Ensures any data added, changed, or deleted during the transition is migrated to the new CRM.
If downtime is a concern, a trickle migration ensures your business operations continue smoothly while data is moved in phases.
Before executing the full migration, a test migration using a small sample (about 10% of records) helps: ✔ Identify formatting or mapping issues
✔ Validate associations between objects
✔ Prevent errors before the final migration
Once testing is complete, import the full dataset while ensuring: ✔ The correct import order for records (contacts → companies → deals → tickets, etc.)
✔ Associations are properly mapped
✔ Data is verified post-migration
✔ A rollback plan is in place in case of unforeseen issues
After migration, conduct user acceptance testing (UAT) to ensure: ✔ Records are complete and correctly associated
✔ Key processes (workflows, automation) function properly
✔ The system is fully operational before user adoption
A CRM is only effective if users embrace it. A post-migration training program should focus on:
✅ Sales intelligence tools (prospect insights, data enrichment)
✅ Sales acceleration tools (email tracking, playbooks)
✅ Mobile CRM capabilities for on-the-go productivity
Encouraging users to leverage HubSpot’s automation tools and analytics will maximize efficiency and ROI.
🚫 Failing to clean and validate data before migration
🚫 Ignoring associations between contacts, companies, and deals
🚫 Overlooking automation and workflow configurations
🚫 Not scheduling a delta migration when users continue working in the old CRM
🚫 Skipping user training, leading to low adoption
Avoiding these mistakes ensures a smoother transition and long-term CRM success.
Migrating to a new CRM—especially HubSpot Smart CRM—requires careful planning, testing, and execution. The key to success is a structured data migration strategy, robust testing procedures, and effective user training.
By following best practices, businesses can ensure that their new CRM is not just a database but a powerful tool that enhances customer relationships, improves efficiency, and drives revenue growth.
Looking for expert help with your CRM migration? Contact us today to ensure a seamless transition to HubSpot Smart CRM!