How to Manage a CRM Database Transition

As creatures of habit, many people don’t like change. But sometimes major CRM database changes are necessary to keep up with business demands or increased growth. 

This could be anything from better security, new functionality, inventory tracking, or centralising your systems.

When major disruption occurs at an organisational level, it needs to be handled strategically. It requires enthusiasm from your organisation to overcome the obstacles you may come up against. 

Building a foundation of trust with your employees will help them to understand and support the database transition. This is important as a new database could bring additional responsibilities to their roles and new skills that will need to be learnt. 

Supporting organisational change

In order for your team to get the most out of the process, they will need support and training throughout and it’s really important to devote adequate resources to this. It’s crucial to communicate clearly and effectively throughout the project. 

This is not just to maintain the enthusiasm and trust, but to ensure that the project runs smoothly and that ideas are captured, evaluated, and incorporated where appropriate. 

Even if ideas don’t quite fit this project, they could come in handy for a subsequent project.   

Database change management

For a database change to be successful there needs to be a strategy. An effective database strategy should focus on the most relevant ideas from the team and assign team members to an appropriate role within the project.

If you have skills gaps within the team, This can sometimes mean bringing in the help of CRM database specialists from outside, or employees from other departments. 

Although the administrator who has maintained the old system will be a crucial resource in the database transition, they may not be the best person to lead the whole project.  

Rather, you should appoint someone who the team feels comfortable in sharing their feedback and suggestions to get the best input from your end-users.

Effective planning

To keep your CRM transition project on schedule and within budget, the planning of each phase is important. 

Key milestones, measurable goals, plus research into training needs and potential security restrictions should be established early on. 

The project timeline should also be shared with the appropriate team members to help everyone stay on the same page and work within the assigned deadlines.  

For more advice and guidance on planning a successful CRM database project, read our step-by-step guide, ‘Planning a Successful CRM Project’. 


If you feel your organisation would benefit from our technical expertise, please do not hesitate to get in touch with our team. 



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