So your nonprofit organization is considering switching to a new data management platform. Whether you have one in mind, or you are realizing your current system is not a fit, and are currently exploring alternative options, this task can seem a bit overwhelming. Your organization has years of organized data stored and the transition may feel impossible. It is time to make the platform a reality, since you are most likely not getting everything your organization needs out of your current platform.
You are not the first person to have to deal with this daunting challenge and there are helpful tips documented all over the internet. We have put together a list of basic steps to begin your transition. These steps are from our learnings from past experiences, and by researching and talking to others in the community.
Below are a few simple guidelines to get your organization started with their transition:
- Research new potential platforms
More and more data management platforms are coming into fruition in these coming years, and some offer more features than others. Not only is fulfilling your needs important, but also making sure you are getting the best possible option at the best price point. Some platforms may have everything you need but at a high price point. There are definitely similar options at lower prices out there. Look around before settling on the first one you find that seems to fit your organization.
- Schedule Demos
You will want to do some research on your own then schedule demos with the platforms team to fully understand the product and how it can be helpful and fitting to your organization’s needs. Make sure you ask a lot of questions about how the platform handles fund tracking, reporting needs, etc.
- Familiarize your case managers with the new platform
It is important that your case managers are familiar with the new system before implementing it. Having a few practice sessions and explaining the new features with your team is extremely important. This will help prevent them from feeling overwhelmed, confused, and will allow for a smoother transition.
- Keep data organized and accurate for easier transfer
You have a ton of data that needs to be transported. This step can seem to be the most tedious. If your data loads are full of unnecessary information and are not properly organized you may have a hard time transitioning all of the data to your new platform. Neat and tidy data properly stored will make for a much easier transition. Some systems even offer support or facilitate data migrations of historical or current records.
- Support your case managers while they are learning
Be patient with your team. Listen to your case managers about possible struggles they are experiencing and help find solutions. The platform you choose may offer training support as well.
- Reach out for more information from your new platforms support team
Work with the new platforms team to help you find solutions to possible issues your organization may be experiencing. They know the tool better than anyone and will be glad to support your organization through the transition. The right partner will be there for you. If you are not getting the necessary support your organization needs you should keep looking for the
Changing platforms is not an overnight decision for your organization. Although, it is sometimes a very necessary step for your organization to meet its full potential. Consider these recommendations and we encourage you to do some research on your own to help make this transition as painless as possible.
References: https://www.nten.org/article/10-questions-you-need-to-ask-when-considering-a-new-crm/, https://sleekconsulting.com/5-change-management-rules-to-live-by-when-implementing-a-crm-at-your-nonprofit/, https://www.prialto.com/blog/transition-crm-platform-8-steps
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