NexaMind Technology GroupBefore you move from Excel to a CRM
A CRM migration starts with the way your team works, not with an import button. Use this checklist to prepare a useful brief for your team or development partner.
1. Identify the source of truth
List the spreadsheets holding leads, contacts, customers and follow-ups. Decide who owns each file and whether another tool already contains more accurate information. Choose the source for each record type so conflicting files do not become conflicting CRM records.
2. Agree fields and clean records
List what each column means, which fields are required and which values should be standardised. Check dates, phone formats and duplicate records. Decide how to handle incomplete or old records before importing. Use anonymised sample data while discussing scope.
3. Define the daily workflow
Write down how a lead arrives, who owns it, how it moves through sales stages and when the next follow-up is due. Note the reports a manager needs. These decisions make the CRM useful after the import, rather than simply creating a new place to store the same spreadsheet.
4. Set roles and access
Identify who can view, change, export or delete information. Decide whether team members see their own records or a shared pipeline. Consider who will administer users and maintain fields after launch. Confirm those permissions against representative tasks.
5. Test a sample import
Map a small representative set of records into the proposed CRM. Check field values, record counts, relationships, ownership and follow-up dates. Have actual users try the resulting workflow. Record issues and resolve the mapping before moving the complete dataset.
6. Plan cutover and adoption
Agree when the old sheet stops receiving updates, how a backup is retained and who signs off the migration. Train people on the tasks they do each day. Review the first release after real use, then prioritise additional reports, integrations or automation.
What to include in your project brief
Share your approximate record count, user roles, workflow stages, must-have reports, existing integrations and preferred timing. An anonymised sample structure is enough to start. NTG can use this brief to scope your custom CRM and migration plan.
Plan your next step with NTG
Tell us about your project and we can discuss the scope and requirements.
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