Breaking up is hard to do, especially when it involves your Customer Relationship Management (CRM) platform. The process is daunting for a nonprofit, especially when there are multiple data sources to migrate. Fear not! We’ve distilled the wisdom from a recent Virtuous and SJ Consulting webinar into five actionable steps to help your nonprofit navigate this transition smoothly. Here are five ways to survive—and thrive—through a nonprofit CRM breakup.
- Look after your data
- Get your support network ready
- Preference is not process
- Focus on the transitions
- Get excited for your future
1. Look After Your Data
Your CRM contains a treasure trove of data, and during a breakup, this data needs to be handled with care. You might not even have all your data in your CRM. Perhaps you have multiple spreadsheets, a CRM, an email tool, and more.
First and foremost, ensure you have a comprehensive backup of all your information. This includes constituent contacts, donor giving, communication histories, and other crucial data. Be sure to pull it from all your tools and sources.
Don’t leave any data behind.
To prevent data loss, verify that your backup is complete and accurately reflects your current data. If you’re making a switch, consider using data migration tools or services that specialize in transferring data from one CRM to another. Remember, your data is not just information; it’s the lifeblood of your donor relationships and operations.
Remember to continue to look after your data once you switch to a new CRM. Make sure the CRM is used as a single source of truth for the whole organization. This will help streamline your operations so you can focus on meaningful work, not menial work.
2. Get Your Support Network Ready
Switching CRMs is a complex process, and having a support network is essential. This network should include both internal and external resources.
Internally, make sure your team is prepared for the transition. Consider creating a cross-functional internal team or committee to work on the project. This will help ensure voices across the company are heard, and the needs of various teams are considered and met.
Communicate clearly about the changes and timelines and provide training if necessary. Externally, don’t hesitate to contact your CRM partner, consultants, or industry peers for advice and assistance.
An organized support network can help troubleshoot issues, provide insights, and offer emotional support during stressful times. By leaning on your network, you can ensure a smoother transition and minimize disruptions to your operations.
Now is the time to break down silos if they exist in your organization. Each team must be aware of the change and the timeline affecting them. The fundraising team needs to know when there will be outages, and finance needs to know when vendors need to be paid. Keeping everyone informed will go a long way.
3. Preference is Not Process
When dealing with a CRM breakup, it’s easy to get caught up in personal preferences or how things were done in the past. However, it’s crucial to focus on processes rather than just preferences. Assess the features and capabilities of potential new CRMs based on your actual organization’s needs rather than on personal likes or dislikes.
Evaluate CRMs based on their ability to streamline your workflows, integrate with other tools, and provide actionable insights. By prioritizing process efficiency over personal preferences, you’ll be better equipped to choose a system that truly meets your requirements.
4. Focus on the Transitions
Transitioning from one CRM to another involves more than just data migration. It’s essential to manage the various phases of the transition carefully. Create a detailed transition plan outlining key steps, timelines, and responsibilities. This plan should include data migration, user training, and system testing. Successful integrations happen by doing training early in the process, so don’t skip it!
During the transition, monitor progress closely and be prepared to address any issues that arise. Regular check-ins with your team can help ensure that the process stays on track and that everyone is aligned with the new system’s functionalities.
5. Get Excited for Your Future
Finally, a CRM breakup is not just an end—it’s a new beginning.
Embrace the opportunity to explore new tools and technologies to enhance your operations. The right CRM can offer improved features, better integration capabilities, and a more intuitive experience, so celebrate those positive changes. Champion the new software to get others in the organization excited about it, too.
Whether it’s increased efficiency, better data insights, or enhanced donor interactions, focusing on the future can help you stay motivated and excited about the potential benefits ahead.
While a CRM breakup can be challenging, focusing on these five steps can help you navigate the process with confidence. Embrace the change, and you’ll find that your CRM breakup might just lead to a more prosperous and streamlined future for your nonprofit.
