For good reasons, real estate agents change CRMs. There might be a glitch or update in the website that causes the site to be down. Suddenly, they find themselves without access to their database, clients, and any documents they’ve uploaded. Sometimes, the price is so high that it makes sense to make the move.
When you do decide to make that change, be prepared. You have clients, listings, closings, drip campaigns and documents on the CRM system . Plan to recreate each of these in the new system you plan to use. Is this where you’re at?
It can feel like a daunting task, but much is accomplished with patience and organization. After all, it would be a shame for you to move your contacts, checklists, projects, and calendar from one system to another and to find out after you’ve cancelled the first system that you missed something. Believe me, the first CRM won’t necessarily be cooperative, even if they have a way to recover data. And it happens …
I’ve worked with TopProducer, WiseAgent, Ixact Contact, and (recently) Realty Jugger. Basically, they all have many of the same features (some are prettier and have more bells and whistles) and we all have our favorites. In the end, though, what really matters is having a functioning CRM in place.
Prepare for the Move
Take a good look at your current CRM. What must be moved, and what can you live without?
Here’s a few ideas for a checklist you can create:
- Closed Transactions (your accountant will thank you)
- Categories (for contact)
- Drip Campaigns
- Upcoming Calendar Dates
Download What You Can
Some CRMs will let you export your contacts and a few other tasks. Take advantage of this feature. The time it takes to learn to do this is well worth the time. Transferring via a transfer tool (if provided) can save you untold hours of copying and pasting.
If your current CRM doesn’t let you export your contacts, just the same, it needs to get done. While it will take time, there will be an end (or ahhhhh moment). Suddenly you will realize that you have moved all of your data to your new CRM.
During the Move, You Will Use Both
Prepare to use both CRMs during the transition. Current clients need to be contacted, tasks need to be completed, and listings and closings must be coordinated. Work both CRMs, until they have been moved, and then you can breathe a sigh of relief and give yourself a pat on the back.
Jargon Comes and Jargon Goes
What will likely change is how to find the new tasks. Getting to know the new lingo will cut down on frustration. An action plan may now be called a task. You may have used tabs at the top to find your clients, tasks, closings and listings, and now you may need to find the right icon or tab. In the past, you may have found both buyers and prospects using the same contact tab. The new CRM might give them each their own tab.
Get to know the terminology and the transition will run smoothly.
Get Ready to Roll Up Your Sleeves
There’s no doubt about it. I’ve helped real estate agents move their CRMs and you need a positive mindset, “At the end, I will have accomplished …” With this in mind it will be time to transfer your transactions, clients, documents, prospects, etc.
If You Need Help
A lot of preparation takes place when real estate agents change CRMs. Please feel free to contact me if you don’t have the time to transfer your data or if you simply don’t want to. I’ve helped others, and I’d be happy to help you.