Migrating to a new customer relationship management (CRM) system is one of the most strategic moves an organization can make, especially for nonprofits that rely on strong donor engagement and streamlined operations. With the right CRM, organizations can improve donor engagement, optimize fundraising efforts, and efficiently manage data. However, the timing and execution of this migration are crucial to ensure success.
In this blog post, weโll break down the perfect timeline for migrating to a new CRM using insights from experts in the field.
When Should You Begin Migrating to a New CRM?
Timing is everything. The right time to begin your CRM migration journey often aligns with two major factors: your software renewal date and your budget cycle. For most organizations, itโs recommended to start planning the migration nine to 12 months before your current CRM contract is up for renewal. This timeline gives you ample time to conduct research, identify your needs, and secure budget approval without rushing.
You should also consider the flow of your fundraising calendar. Aligning the migration around your campaigns will ensure that you donโt interrupt vital fundraising efforts, which could otherwise suffer during a busy transition period.
Thus, by planning ahead, you can avoid disruption and maximize efficiency.
Key Phases of CRM Migration
A phased approach is essential to guarantee that your new CRM aligns with your organizational strategy and improves operational efficiency. Below is a breakdown of the two key phases of CRM migration:
Phase 1: Preparation and Vendor Selection (4-8 weeks)
The first phase of migration is all about preparing your organization and determining which CRM is best suited to your needs. This includes:
- Stakeholder interviews to ensure that all departmentsโ needs are understood.
- User stories to document and prioritize requirements.
- Mapping your current systems to understand how data flows and identifying potential pain points.
- Conducting vendor demos and narrowing down your selection based on features, costs, and usability.
This phase typically lasts between four to eight weeks, depending on the complexity of your organizationโs requirements.
Phase 2: Implementation (18-26 weeks)
Once youโve selected your CRM vendor, itโs time to roll up your sleeves for the implementation phase. This phase typically lasts between 18 to 26 weeks and involves several key activities:
- Design Refinement: Finalizing how the data will be structured in your new system based on your organizationโs needs.
- Testing: Rigorous end-to-end testing ensures that the system is functioning correctly before going live.
- Data Migration: Migrating historical data from your old CRM to the new one is a critical part of the process and may require multiple phases to ensure accuracy.
- Training: Training your team on how to use the new system is essential for a smooth transition.
- Go-live: This is when the system is fully launched, and your team begins using it day-to-day. Post-go-live support is also crucial to address any issues or bugs, which could feasibly fit into a phase 3: post-go-live training and assistance from your new CRM platform.
Common Challenges When Migrating to a New CRM
Migrating data from legacy CRMs, such as Raiserโs Edge, can be particularly challenging due to complex data structures and limited flexibility. You should budget more time for migrations involving these systems, particularly if your team has a lower appetite for change. Starting the process 12 months before your contract renewal is advisable for larger, more complex migrations.
Running a Fundraising Campaign During Migration
One of the most pressing concerns for nonprofits migrating CRMs is how to run a successful fundraising campaign during this transition. The key is to ensure that the CRM migration doesnโt interfere with ongoing campaigns. Here’s how you can manage both:
- Bridge data: To avoid gaps in donor data during the migration, use a second migration phase to account for any new contacts or donations acquired during the campaign.
- Focus on historical data: Migrate the majority of your historical data upfront, leaving room to add new data after the campaign wraps up.
Get Started Today
Migrating to a new CRM can feel daunting, but with a well-planned timeline, the process can be smooth and highly rewarding. Begin by assessing your needs and timing the migration around key organizational activities, such as your contract renewal date and fundraising calendar. Break the migration into manageable phases, and donโt hesitate to seek professional support to ensure success.
If youโre ready to elevate your donor engagement and operational efficiency, Schedule a demo with Virtuous or contact CauseMic for expert advice on CRM migration. The right CRM is waiting for you. Are you ready to make the switch?
