Marketing Automation & CRM Platform Migration Checklist | created & shared by Optimal Business Consulting

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1	Marketing Automation & CRM Platform Migration Checklist	Last updated:	9/23/2024
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3	created & shared by Jeff Kemp @ Optimal Business Consulting (if you are a consultant or solution provider we ask that you keep the attribution)
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5	Instructions: Go to File > "Make a copy" to make it your own. (Be sure to unprotect your copy for editing if needed.)
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7	Checklist Item	Category	Status	Done	Sequence

8	When do your current related contracts end? If you were going to migrate, how long are you going to keep paying for your current contract?	Business	Proposed		1
9	Which stakeholders need to be involved?	Business	Proposed		2
10	Are stakeholders ok with all new reports and dashboards?	Business	Proposed		3
11	Will the new reports and dashboards provide the needed information?	Business	Proposed		4
12	Does the new platform have the features you need now or you will grow into?	Business	Proposed		5
13	Which MAP and/or CRM should you go with?	Business	Proposed		6
14	When should we engage with a vendor (solution provider) or consultant to help with the migration?	Business	Proposed		7
15	How long will the migration take?	Business	Proposed		8
16	When should we start the migration?	Business	Proposed		9
17	Will you need to run both new and old platforms in parallel (two concurrent platforms) for some limited time during your migration process? (Or can you just 'pull the switch' to cut off one platform then 'turn on the switch' for the new platform?)	Business	Proposed		10
18	How many licenses are needed?	Business	Proposed		11
19	What are hard platform costs compared to what you are paying now? If applicable, is there a non-profit or 'startup' discount?	Business	Proposed		12
20	Is there a huge jump in costs if someone on your team imports or syncs thousands of new contacts?	Business	Proposed		13
21	What vendor or consultant should you use for your migration?	Business	Proposed		14
22	How much will migration cost for consulting?	Business	Proposed		15
23	How much will migration cost in time lost for any business functions?	Business	Proposed		16
24	What is the break-even amount in terms of investment cost and long term revenue benefit?	Business	Proposed		17
25	What is the time required for break-even in terms of revenue benefit?	Business	Proposed		18
26	When should your new contracts begin?	Business	Proposed		19
27	Do you have one or more in-house expert admins lined up to manage the new platform?	Business	Proposed		20
28	Set proper expectations. Do stakeholders realize that even if you take the opportunity to clean up some things during a migration, that there is usually not enough planning and prep to clean everything up and start with a really good setup? It may take more optimization and investment over time to meet their expectations.	Business	Proposed		21
29	If your current MAP and CRM are integrated as one platform, are you migrating both?	Technical	Proposed		22
30	Does the new platform have deep integrations between CRM and MAP and other integrations you need?	Technical	Proposed		23
31	If migrating your CRM, how much sales activity will carry over to the new platform? What about campaigns?	Technical	Proposed		24
32	If migrating your MAP, how much marketing activity will carry over to the new platform? What about campaigns?	Technical	Proposed
33	How are marketing campaigns structured on the new platform compared to the existing platform? Can you keep your current campaign structure or do you need to create new campaigns and campaign structure?	Technical	Proposed		25
34	Are there separate business units you'll need to consider transferring over?	Technical	Proposed
35	Are there custom objects that need to be considered?	Technical	Proposed		26
36	What are the known limits of the new platform?	Technical	Proposed		27
37	When should you start the migration process so you'll have enough time to switch over?	Migrating	Proposed		28
38	Can you get a no-cost or low-cost pre-production full-function trial version from your new vendor while you are setting up the new platform?	Migrating	Proposed		29
39	How long should you allow for migration, and should there be phases like MVP then iterative optimizations?	Migrating	Proposed		30
40	What should migration phase dates be?	Migrating	Proposed		31
41	Do you have a hard cut-off (shut down) date on the old platform?	Migrating	Proposed		32
42	Do you need to create a sandbox or dev environment for testing before migration?	Migrating	Proposed		33
43	What are your test plans?	Migrating	Proposed		34
44	Do you have enough time to perform the migration with your selected vendor?	Migrating	Proposed		35
45	Data ETL (Extract Transform Load): can you get all of your data out of your existing platform?	Migrating	Proposed		36
46	Data cleansing: how much data cleansing and transformation is needed or practical before import into the new platform?	Migrating	Proposed		37
47	Data transformation: how much data transformation is needed before import into the new platform?	Migrating	Proposed		38
48	Data import: are you aware of data loss for what data won't import into the new platform?	Migrating	Proposed		39
49	What types of new reports and dashboards are needed? Do you have screenshot examples?	Migrating	Proposed		40
50	Will you need an external solution for Business Intelligence reporting in addition to any new platform?	Migrating	Proposed		41
51	Do you need to set up new data entry rules in the new platform to keep your data well structured?	Migrating	Proposed		42
52	How many and which custom fields are needed?	Migrating	Proposed		43
53	If migrating your MAP, how many segmentation lists will need to be re-created? Are they documented, especially any that use conditional logic to determine the segment?	Migrating	Proposed		44
54	How many and which forms will need to be re-created? Do you have screenshot examples?	Migrating	Proposed		45
55	How many pieces of form code will need to be updated on your website?	Migrating	Proposed		46
56	How many and which email templates will need to be re-created? Do you have screenshot examples?	Migrating	Proposed		47
57	Is there dynamic content that will need to be re-created?	Migrating	Proposed		48
58	Is there dynamic content in email templates, forms, or your website that will need to be updated?	Migrating	Proposed		49
59	How many and which automations, workflows, or nurture flows will need to be re-created? Are there diagrams for these?	Migrating	Proposed		50
60	Can you use the same User Roles?	Migrating	Proposed		51
61	Who is doing what in regards to migration? Have all of the required tasks been properly delegated?	Migrating	Proposed		52
62	What types of custom reports & dashboards are needed?	Migrating	Proposed		53
63	How much training will be needed on the new platform, and are there new procedures to train on?	Migrating	Proposed		54
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