Data Migration
You're switching CRMs, or moving from spreadsheets to a project tool, or consolidating client files. The risk isn't the new tool—it's losing or corrupting data in the move. Data migration is moving client or business data from one system to another in a way that keeps it accurate and usable. It often comes up when you're upgrading tools or scaling infrastructure; doing it wrong means missing records, broken links, and hours of cleanup.
Same data, new home. Without a plan: export from the old system, hope the columns match, import into the new one—and discover duplicates, missing fields, or wrong mappings. With a plan: you know what you're moving, in what format, who checks it, and what to do if something fails. Migration is a project: scope it, test it, then run it.
Migrate once, correctly. Map fields, clean data first, test with a subset, then do the full move.
When you need it
Switching core tools. New CRM, new project management tool, new file storage. Client records, project history, and documents need to move so you're not starting from zero.
Consolidating. Two spreadsheets or two tools become one. You're not just moving data; you're merging it and deduplicating.
Scaling infrastructure. You outgrow a simple setup (e.g. everything in Drive) and move to a structured system. Data migration is the bridge.
How to do it safely
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List what you're moving. Which data (contacts, deals, files, notes)? Which fields? Export from the source and document the structure. That's your map.
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Map to the new system. How does each field or file go into the new tool? Some will map 1:1; some need transformation (e.g. date format, dropdown values). Write it down. Clean the source data if needed (e.g. fix duplicates, standardize formats) before migrating.
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Test with a subset. Migrate 5–10 records or one project. Check that everything landed correctly and that the new system behaves as expected. Fix the process; then run the full migration.
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Run and verify. Do the full migration. Spot-check records and key metrics (e.g. client count, pipeline value). Keep the old system read-only for a period so you can fix any gaps.