A business doesn’t stay the same as the time progresses. Sometimes, it may grow, sometimes it may not.
But when it does grow in complexity, your software needs to be updated with certain new features to make the extra burden simpler.
The real questions arises when you are stuck between upgrading and totally re-implementing your CRM software.
How do you know which option is right to choose? But choosing the right method can be tricky to opt for your business.
CRM Reimplementation
Re-implementation as the name suggests, is deploying the newest version of the CRM software in your system. And starting it all over.
The process will include re-configuring security structures, entities, workflows, business rules, reports and dashboards, integrations, and plug-ins.
In addition to that, you also have to migrate data from old version to new version. And for that process to be effective enough, you need to make sure your data is cleaned properly. This takes more efforts from the company’s employees.
And to perform re-implementation, you need to re-configure the following:
- Security Structure of your CRM Software(users, teams business units, security roles)
- Entities, forms, fields, entity relationships, etc.
- Processes: Workflows, Dialogs and Business Process Flows.
- JavaScript and Business Rules.
- Reports, Dashboards and Templates.
- Integrations and Plug-ins.
CRM Upgrade
Upgrading your system, as obvious as it sounds, is just enhancing your old version until it leads to the latest features of the particular software you hold.
Like, in order to reach – take it as – ninth version of your CRM software. You need to go through eighth version first as an intermediary step.
But if you choose to update the CRM software, make sure that all your customizations, processes, and reports of your company work properly and compatibly with your newer version.
Sometimes you may want to add enhanced features to your CRM system along with your upgrade. Enhancements to your CRM software might give you extra benefits but make it as your secondary priority.
Focus on the upgrade first and then have a separate project afterwards for the enhanced features. You would want to make sure your system is settled and running smoothly before you add in new functionality. Think of it from a troubleshooting standpoint, working on the upgrade and enhancements simultaneously unnecessarily complicates the project.
When Should You Choose Re-Implementation?
Re-Implementation is not necessary in every situation where you need more features for your CRM software. But there are scenarios where you might need to launch a new version of your already existing CRM software.
- You can install a completely new version when its finally time to reconfigure your entire system, clean your data, and change your CRM format.
- When you started your business initially, you install your CRM based on the requirements, then. But as your company grows, your business processes and requirements have changed since your initial CRM implementation.
- You can also launch a new version if the original configuration was not done properly following best practices.
- Security standards, requirements, or roles have changed.
- The CRM version you’re using is significantly out of date.
Re-implementing will give you a clean slate to start with when it comes to interface design, data, security, and processes.
When Should You Choose Upgrading?
In simpler words, upgrading your current software is less risky and less expensive because there is no need to reconfigure your entire system or reevaluate all your processes.
But why is there a need to upgrade your system instead of re-implementing? Following are the reasons;
- You can update your existing system when no significant changes to your system are needed or no processes need to reconfigured.
- You don’t have a large data quality issue. In simpler words, if your data is clean and up-to-date, just a CRM upgrade would do fine.
- Upgrades are typically less time consuming than re-implementations. Since there are not many changes that take place while upgrading your CRM software, you can’t really waste your time for the update.
Tips For The Process To Be Successful?
The majority of the CRM implementations that failed are usually because of the management of the projects instead of the technology implementation.
You can make use of the following tips in order to successfully launch or upgrade a CRM software:
- If you are senior leaders, you need to steer the project – starting with building awareness about the need for the change and explaining how new tools and processes will benefit both employees and clients.
- Anticipate employee reaction to change and facilitate responses accordingly.
- Create new business processes that will soften the blow of change, such as aligning employee reward structures to support better customer service.
- Bring employees onboard by allowing them to be involved in the change process and making sure they realize the benefits that will follow.
When you begin to plan your CRM software change, keep in mind that a one-phase solution can present risks. Instead, create short-term goals via pilot programs and project milestones that allow for adjustments along the way.
Summary
To summarize, consider a re-implementation if you want/need to start with a fresh instance in a new CRM organization. An upgrade is typically better if you don’t have a need for imperative configuration changes and if you don’t have a major data quality issue.
