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3 Strategies for Transitioning Your Nonprofit to a New CRM

Having a unified constituent relationship management system (CRM) is vital for your nonprofit’s operations. To accomplish everything from finding major donor prospects to promoting upcoming fundraising events, your staff needs easy access to supporter data. If your current CRM isn’t meeting your needs, it could be time to switch to a new system.

However, making the move to a new CRM is a major undertaking that should be approached strategically. We’ll cover three proven strategies you can use to make the transition as smooth as possible.

1. Take time to evaluate your needs and goals.

Even if you already know which software you want to adopt, it’s important to thoroughly evaluate your current technology needs before you dive into an implementation. You’ll want to:

– Assess where your current CRM is lacking, making note of any functionalities you don’t have that would be useful.

– Consider any add-ons or customizations you’ll need, such as integrating a marketing automation tool.

– Address the CRM needs of all team members, from your development director to your volunteer manager.

Then, determine a set of goals for your new CRM with these needs in mind. Think about how you can fill in your current system’s gaps and equip your team with the best tools to achieve better results for your organization. 

If you want expert help, partner with a consultant to perform your needs assessment and help you navigate the implementation process. Consider consultants who specialize in the CRM you’re implementing for the best results. For instance, if you choose one of Salesforce’s nonprofit products, look for a qualified nonprofit Salesforce consultant who knows the ins and outs of Salesforce.

2. Create a thorough implementation plan.

After evaluating your needs and goals, Redpath’s Salesforce implementation guide suggests outlining a detailed implementation roadmap that includes the following stages:

1. Platform setup and configuration: This includes setting up customizations, integrations, and apps that mold the CRM to fit your unique needs. 

2. Testing and fixes: Conduct multiple rounds of testing early on to reduce the chances of running into problems down the line. 

3. Data migration: Budget several months for migrating all of your constituent data from your old system to your new one. Working with experts during this stage can help you avoid data loss.

4. Team training: Plan for all relevant team members to spend time getting familiar with your new system. Everyone from your fundraising staff to your marketing team will need some level of training. 

Include a general timeline for each stage in your implementation plan to ensure you have enough time to complete each step successfully. For instance, the setup stage could take multiple months if you need a variety of integrations.

3. Prioritize transparent communication throughout the process.

As with adopting any new technology, it’s important to keep lines of communication open as you implement your new system. Use these tips to keep everyone on the same page throughout the implementation process:

– Be open about your goals. Your staff will appreciate any context you can give about why you’re making the change, especially if anyone is hesitant about moving to your new CRM. Let them know that your goal is to improve your data management or achieve better fundraising results by switching to a more unified system.

– Answer staff questions and concerns. Any major change in your organization will naturally bring up plenty of questions. Consider scheduling an open meeting at the beginning of the implementation process for team members to ask questions or voice concerns. Then, take their feedback into consideration as you move forward.

– Give frequent progress updates. Throughout the implementation process, keep team members in the loop about where you are and what they can expect next. If they’ll need to adjust their workflow to accommodate the changes, let them know well in advance. 

Remember that even though this change will have wide-reaching benefits for your organization in the long run, there will still be an adjustment period. The more patient and communicative you can be during this period, the easier it will be for everyone.

As you start using your new CRM, pay attention to what’s working well and what aspects of your system could be improved. It will take time and dedication to leverage your new system to its fullest potential, so be sure you’re putting in consistent effort to make it worthwhile.