Have you been wondering when and how to switch CRM systems for your business?

It’s no secret that switching CRMs can be a difficult process. It involves finding the right software for your company, determining if it will work with your current systems, and putting in the time to learn all of its features.

That being said, switching CRM systems is an important step when you need to improve sales operations or just want better customer management capabilities.

There are many benefits to switching out your old CRM but there are also some common pitfalls that could stop you from making this change at all. This post outlines what you should know about switching CRMs and how to do so successfully.

7 Telltale Warning Signs It’s Time to Change Your CRM System

If you’re feeling overwhelmed by the amount of data and information that comes through your business every day, it may be time for a change in your CRM software. Here are tell-tale signs that indicate it’s time to switch:

1. You’ve outgrown your current CRM

Is your current CRM limiting your growth? Here’s how to tell.

If you’re not yet tracking important data about your customers, you may need a more robust CRM solution. Perhaps the current system cannot provide enough information or it does not collect all of the required data points for your business.

Your CRM should be an integral part of building customer relationships in your business. If it’s not – it’s likely time for a change.

The good news is there are many great CRMs available these days that can scale as you grow and transition from smaller to larger businesses.

2. It doesn’t integrate data from other business apps

Data is valuable for generating insights about customers, their history with your company, and what has worked (and hasn’t worked) when it comes to interacting with them. This includes customer service history, communications, and more.

If you’re unable to generate these insights because your current CRM doesn’t provide you with the data points, can’t connect easily to your other systems, or you have to input information into your CRM manually, it’s probably time for an upgrade.

3. You spend more time archiving and organizing data than actually performing tasks in your CRM software.

Are you spending time managing the system rather than using it to manage your prospects and customers? If so, it’s probably time for a change.

Upgrading your CRM can make a big impact on how your organization operates. You’ll find yourself able to track leads faster, close deals quicker, and get back to doing what matters most – business growth!

4. You have no strategy for how to collect relevant customer information from social media activity

Data comes from a lot of different sources these days, and your CRM should be able to integrate with as many as possible, such as:

  • Social media activity
  • Email marketing efforts
  • Sales conversations
  • Business analytics
  • and more

If you want to tap into the most up-to-date information about your customers, you need to connect to as many different systems as possible and use that data in conjunction with what’s collected on the back end.

Remember, CRM stands for “customer relationship management.” So, your tool should be helping you learn more about your customers and their journey working with your business.

5. Your team is constantly frustrated with your current tool.

Frustration is a huge red flag when it comes to your team’s use of your CRM. If you’re hearing from employees that they can’t do their job because of limitations in the system, chances are high that switching will make a big difference.

It makes sense to switch when you find yourself saying “we can really do better here.”

6. You’re tired of fussing with your current CRM or spreadsheets.

You’ve come to realize that you spend so much time working ON your CRM (or fussing with spreadsheets if you don’t have a CRM), you’re not actually spending any time working IN it.

It’s no longer an asset for your business — it has become a waste of time and resources you could be investing elsewhere.

7. You’re seeing a lack of ROI from your CRM.

Has your company not seen the return on its investment that it had hoped for? If you feel there is no clear strategy for how to get the most out of your new CRM, switching may be a smart choice.

When you’ve been growing more and more frustrated with one or more of these issues, switching CRMs may benefit your business. If not, that’s great news! You don’t have to make the switch anytime soon, but it’s good to know when you should.

Is It Time For A New CRM Implementation?

When switching out your CRM, it’s important to understand what’s causing the frustrations your team is having with the current system.

Maybe you need a better tool for tracking sales opportunities and identifying potential customers. Or maybe you’re looking for something that will help you get further into the sales process. It could be that your current CRM doesn’t connect easily to all of your other software or that your sales team isn’t using it because it’s hard to use.

Once you know what the exact problem is, switching CRMs will be much easier.

When switching your CRM, look at what’s working well in the system you’re switching from as well as the new system that you’re considering switching to.

  • What do other people in your industry use?
  • Which one will help you achieve your specific business goals in the best way possible?

Switching out your CRM doesn’t have to be stressful if you choose the right system. Once you understand the problems that need to be solved, migrating to a new CRM software can make a big difference in how your team is able to manage their day-to-day tasks.

How To Choose An Effective CRM Software

Choosing CRM software can seem like a daunting task. There is no shortage of options available on the market today.

And if you’ve been using the same CRM for more than 5 years, chances are high you’ll hesitate before making such a big decision as replacing your platform.

But think about what can happen if you don’t make the switch? What will happen to your company if you continue working on outdated solutions?

If you decide it is time to switch to a new CRM, consider what you actually need in order to improve your sales operations.

One of the biggest reasons a new implementation fails is that the decision or rollout was rushed. So before you randomly pick a new platform, take these things into consideration:

  • Get clear on how your CRM will help you reach your business goals
  • Talk to your team and anyone who will use the new tool to get their input on what is needed
  • Build a list of must-have features
  • Create a list of requirements for integrating with other software(s) you want to connect
  • Determine if the CRM will grow with your business is it adaptable?
  • Consider how easy it is to import and export data
  • Do you need a mobile app?
  • Plan for the human side of things such as training
  • Be prepared for the training and development cost of implementing a new CRM solution

Keys To Successfully Switching CRM

Once you’ve chosen a new CRM platform, it’s time to plan out your implementation and launch.

And a big mistake many companies make when switching CRM software is neglecting to plan for or invest in the rollout and training of their team members (or worse, expecting them to figure it out on their own).

This approach only leads to frustration and mistakes, which can easily cause your team to lose faith in the system.

But with a little foresight and planning, your new CRM system will pay for itself, so don’t get discouraged. Take a little time to plan out your migration and take into consideration:

  • Remember to stay customer-focused rather than technology-focused
  • Involve the whole team
  • Choose your CRM partner wisely
  • Test drive the new CRM with your own team and your own data
  • Migrate clean data
  • Integrate everything


Switching CRMs can seem overwhelming, but it doesn’t have to be. As long as you know what problems need solving and how switching out your CRM will help with those issues, switching is fairly easy.

Ready to make the switch?  Download our Free System Migration Checklist right here for a smooth and successful changeover. 

Or, if you’re having trouble deciding when the right time is to switch CRM systems or which system would work best for your business needs, feel free to reach out to our team of experts at any point in the process. We’ll do a deep dive on all of the features that are available so we can recommend an option based on what’s going to work best with your company goals and needs.