The Leverage Co and Brivity - Migrate your Databases to one Central CRM
You have decided that it has to get done - Migrating all your databases and your CRM (Or multiple) to one central CRM like Brivity is a daunting task. One you are perhaps procrastinating on when you start thinking of the seemingly impossible that lies ahead.
It is definitely a daunting task, one that can get confusing fast! With multiple CSV files and duplicate contacts, where do you even start? How do you keep things organized amid the chaos? And because it is not something that you often do, it gets pushed ahead, because it is not defined in your head - the steps are not clear.
Don't let this ruin your sleep for one day longer. Here at TLC, we have successfully helped many clients migrate their CRMs, so we know a thing or two about the possible calamities, the little things easily overlooked, and the absolute relief and joy when things finally work as they should.
In this post, we detail the specific process to migrate to Brivity, as this is the CRM we use and recommend to our Clients. Follow these steps, and you should make a success of Project Migrate.
Before you start
For any project to be a success, its elements must be well defined and communicated so that everyone understands.
One of these elements is your processes and procedures. To give you clarity on all systems, document each step guiding everyone in the right direction.
Step 1
Clearly define each team member's roles and responsibilities, then assign these roles in your new CRM.
Step 2
Assign due dates to any events in your standard pipeline that will have tasks resulting from them, such as showings, closing dates, and inspection dates. Also, assign dates to auto emails you will be using in your specific processes. Fluidly approach this - you want things to run as smoothly as possible, not in a stop-start manner. Enter these dates into Brivity.
Step 3
To help you decide on appropriate tags, remember that their purpose is to sort, label, and filter things. See how having your processes clearly in mind will aid in this step? Brainstorm and decide on these, and then assign them in your CRM.
A good rule is not to assign too many tags, decide on the absolute minimum needed. You can always give one or two more if the process calls for it.
Step 4
The next step is to assign statuses you will be using for leads. Since you can't edit them later, you need to choose your team's best ones before entering them into the new CRM. When assigning a status, define what it means to you and your team.
Keep it simple, and you will be fine.
Step 5
Now take your most used emails and create templates. This step seems unnecessary but will make sense in the following steps when you set up your procedures involving clients and transactions. So please stick with me; it will all come together!
In each email or text title, add instructions, like [Needs Editing] Or [Needs attachment], so that anyone using these may not make an embarrassing mistake.
Step 6
Again your procedures will come in handy at this step. Next, you will set up how you deal with clients, leads, and referral agents.
Step 7
Your efforts with procedures and templates come together when you create auto procedures from user intent, using the tags and status. Using the text and email templates from step 5 to nurture leads as they enter your system.
Step 8
Now set up the plans tied to any transaction type, like listings, closings, open house, etc. Then decide how you will start the task sequences - By computed date, contingent on the completion of a previous task or based on the dates you set up in step 2.
That is it! Your new CRM is ready for importing your contacts! Yes, it takes effort and time, but it is worth the smooth flow once it's done.
But, before you go ahead.
Step 9
Don't just import all leads from different systems as you will end up with duplicates or dragging along leads that have never responded.
Instead, export everything to a spreadsheet and scrub the data to a point where you are happy with the leads you would like to nurture.
Step 10
Before you import to Brivity, turn off all auto triggers so that all your leads won't receive unwanted prompts or messages!
Step 11
Consider setting up a message to inform all contacts that they will be receiving alerts and reports or anything they need to expect to happen differently. Set up the listing alerts and rep reports at this point.
Step 12
Import your contacts!
Step 13
Turn auto triggers back on. Aaaand.. You’re done!
Follow these steps, and you will succeed. If it all sounds overwhelming, let us do the groundwork for you. From setting up official procedures to transferring your leads, we have the expertise to set up your new CRM account efficiently.
meet Sheena
Backed by two decades of demonstrated experience, I help purpose-driven women in real estate grow their businesses and achieve ultimate success with proven systems.
