Ascendix TechnologiesOpen/Close Panel

CRM Consulting Services and Commercial Real Estate Software Since 1996

Open Search
  • Services
    • CRM Consulting
    • Dynamics 365 Consulting
    • Salesforce Consulting
    • Salesforce Implementation Services
    • Salesforce AppExchange App Development
    • Salesforce Integration Services
    • Software Development Outsourcing
    • Ascendix CRM Concierge Service
  • Products
    • Ascendix Search
    • AscendixRE CRM
    • AscendixRE Pricing
    • AscendixRE Capital Markets
    • AscendixRE Land
    • Composer
    • MarketSpace
    • Property Listings Website
  • Industries
    • Financial Services
    • Commercial Real Estate
  • About
    • Our Team
    • Meet Our CEO
    • Engagement Models
    • How We Work
    • Ascendix Videos
  • Clients
  • Blog
  • Contact
  • Login

Top 4 Issues of Real Estate CRM Data Migration and How to Resolve Them

March 15, 2018

CRM Data Migration Issues

49% of brokers planned to adopt a real estate CRM in 2018 according to the survey by TheBrokerList and Buildout.  And in 2021, even after economic slowdown, more than 50% brokers plan to invest in technologies more than in anything else.  In this post. we list the top challenges you might face when migrating your data to a new system and how to overcome them.

Whenever real estate brokers decide to shift gears and move their information from one real estate software to another, there is always slight apprehension.

Data is valuable, especially if it has taken you years to accumulate and the thought of misplacing it or even losing it is enough to paralyze users into sticking with the older system, which may be faulty and inefficient, but at least reliable.

It’s akin to living in a house for 10 years. You may need more space,  you may need something more updated, but ultimately you know where everything is because you’ve gotten used to just functioning day-to-day.

Table of Contents

  • Opportunities of Moving to a New Real Estate Software
  • Top 4 Issues of Real Estate CRM Data Migration
  • Challenges When Using Free Data Migration Tools by CRM Providers
  • Ascendix Technologies and CRM Space

Opportunities of Moving to a New Real Estate Software

 

Now you’ve considered moving into a new home, with a fresh new start. The possibilities are endless and sometimes overwhelming.

◈ Access your data easily

There are opportunities to compartmentalize your stuff for easy access; no longer are you just throwing things in the attic or storing in a garage “just in case.”

◈ Clean and arrange your data

A move to a new home is a chance to get rid of the junk; the stuff that was just occupying space but not contributing anything of value.

If you don’t sort through your ‘stuff’ from the old home, and just bring it over to the new home, you’ve done nothing but cosmetically change the surroundings. Junk is still junk, even in an updated environment.

 

Junk is Still Junk, Even in an Update Environment

 

But cleaning and sorting is a pain. It requires thought.

You can’t hire someone to get rid of stuff in general because you carry the insight of what is important and what isn’t.

It requires time and sacrifice, but it allows you to move into this new home with a sense that everything there was meant to be there. And you can start your new beginning….

So what are the key issues you might face when migrating your data to a new system? With further ado, let’s take a look at it.

 

Top 4 Issues of Real Estate CRM Data Migration

 

Data is very much like this. It represents years and years of accumulated Companies and Contacts and Leads and Dead Ends, Cold Calls and outdated Phone Numbers. A decision has to be made by your company of what moves to the new system and what doesn’t.

Top 4 Issues of Real Estate CRM Data Migration

Some organizations use a cut off time, such as if a Contact hasn’t been touched in 3 years, it’s not moving over. There are plenty of ways to determine what makes the cut and what doesn’t. But mostly they will be subjective decisions based on your organization, its philosophy and the manpower it has dedicated to such a cause.

Below are some common issues facing many commercial real estate organizations when it comes to moving their info from one system to another. Those legacy systems could be ACT!, Goldmine, Xceligent, or any other CRM.

 

◈ 1. Duplicate data

Issue: Multiple records for the same Company/Contact exist in your old database.

Solution: Designate a team of individuals to sort through duplicates and determine what should be merged and what should be deleted. You only want “one version of the truth” in there. There is little reason to have multiple records for the same company. It adds clutter and confusion.

 

A quick tip to expedite the process

 

◈ 2. Incomplete Data

Issue: There is insufficient information from the old system to fill the gaps in the new system. An example would be, Tenant ABC has a lease that expires in March 2015, but there is no indication in which Property or which location.

Solution: Qualify the data in advance. Either attempt to fill in the gaps or eliminate the data point completely. Just dumping a lease expiration date in the notes field somewhere is not an efficient way of tracking Tenants and their lease details within a Property. Every user will put their notes in a different place; making seeking or reporting on data almost impossible.

 

Learn how Rob Sattler, Senior Vice President at Cresa New York, moved over 8,000 records to their new CRM (AscendixRE)

 

◈ 3. Ownership Issues

Issue: Each organization defines how ownership is determined and how relationships are managed. Can brokers “own” companies and contacts? Should there be multiple owners or teams? What kind of security should be set up?

Solution: The more thorough those questions are asked during a discovery, the more seamless the data migration process becomes. They are theoretical questions, that when put into action, affect every user’s experience with the system.

 

◈ 4. Lost in Translation

Issue: Despite the fact that most commercial real estate firms do the same thing, on a large scale, there are still terminology differences that exist.

Solution: A new database, in this day and age, should be able to speak your language. If you call “Opportunities” “Deals,” that can easily be changed. If you refer to “Properties” as “Buildings,” that can also be changed. The goal is to understand what language already exists in the new system and see how it can be molded to fit your nomenclature. This ensures easier end-user adoption since there is not a need to learn yet another new thing.

 

 

Even with all of these points considered (back to the new home example), you will still have to research the neighborhood and drive around. You will still have to get used to the water pressure and the temperature.

Just by virtue of being in a different environment opens you up to the idea of adapting to something new, which can initially be frustrating, but ultimately will become a second-nature habit.

 

Challenges When Using Free Data Migration Tools by CRM Providers

We want to leave you with a quick tip about free data migration or mapping often offered by CRM providers.

You need to be careful about what “free” will get you.

As discussed above, you want to make sure that the data is carefully prepped and reviewed prior to moving it into your new CRM system.

If left to another vendor or if you have only one internal admin map and upload the data, you could run into a myriad of issues.

This includes duplications, incorrect record assignment, and issues with user adoption.

 

Ascendix Technologies and CRM Space

Ascendix Technologies has been in CRM business since 1996. We’ve worked with multiple CRMs, have our CRM solutions for commercial real estate companies, productivity apps for Salesforce and offer CRM development, configuration, setup, customization, integration, and data migration services.

We are experts in CRM world and can help you move to a new CRM successfully.  Get in touch with us to discuss your CRM needs.

 

Let’s start a new project

Recommended For You:

  • Salesforce Lightning Migration Guide: Why You Should…
  • Salesforce Benefits & CRM Perks Guide: How to Get…
  • All You Need to Know about Real Estate Commissions…

AscendixRE CRM Blog Commercial real estate Tagged With: CRM

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

About us

  • About Ascendix
  • Our Services
  • Case Studies & Reviews
  • Ascendix Videos

Products

  • Ascendix Search
  • AscendixRE CRM
  • AscendixRE Capital Markets
  • AscendixRE Land
  • Composer
  • Commercial Property Listings Website

Contact Us

  •   +1 888-346-3276 Ext 2
  •   +1 972-889-8090
  •   Contact Sales
  •   Request Support
  •   Ascendix Corporate Office
    12222 Merit Drive Suite 1760
    Dallas, Texas 75251
  • Facebook
  • LinkedIn
  • Twitter
  • YouTube

© 2021 Ascendix Technologies. All Rights Reserved | Privacy Policy Sitemap

We use cookies on our website to give you the most relevant experience by remembering your preferences and repeat visits. By clicking “Accept”, you consent to the use of ALL the cookies.
Read MoreCookie settings
REJECTACCEPT
Privacy & Cookies Policy

Privacy Overview

This website uses cookies to improve your experience while you navigate through the website. Out of these cookies, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyze and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may have an effect on your browsing experience. Read our privacy policy.
Necessary
Always Enabled

Necessary cookies are absolutely essential for the website to function properly. This category only includes cookies that ensures basic functionalities and security features of the website. These cookies do not store any personal information.

CookieTypeDurationDescription
__cfduid11 monthThe cookie is set by CloudFare. The cookie is used to identify individual clients behind a shared IP address and apply security settings on a per-client basis. It does not correspond to any user ID in the web application and does not store any personally identifiable information.
cookielawinfo-checkbox-advertisement01 yearThis cookie is set by GDPR Cookie Consent plugin. The purpose of this cookie is to check whether or not the user has given their consent to the usage of cookies under the category 'Advertisement'.
cookielawinfo-checkbox-analytics01 yearThis cookie is set by GDPR Cookie Consent plugin. The purpose of this cookie is to check whether or not the user has given the consent to the usage of cookies under the category 'Analytics'.
cookielawinfo-checkbox-necessarypersistent11 monthsThis cookie is used to store the user consent for the cookies in the category "Necessary".
cookielawinfo-checkbox-non-necessarypersistent11 monthsWe use this cookie to store the user consent for the cookies in the category "Non Necessary".
csrftoken011 monthsThis cookie is associated with Django web development platform for python. Used to help protect the website against Cross-Site Request Forgery attacks
iopersistentSessionThis cookie is set by HeyOliver and it preserves user session state across page requests.
pctrk01 yearUsed to count page views by unauthenticated users against license usage.
PHPSESSIDpersistent1 yearThis cookie is native to PHP applications. The cookie is used to store and identify a users' unique session ID for the purpose of managing user session on the website. The cookie is a session cookies and is deleted when all the browser windows are closed.
viewed_cookie_policypersistent11 monthsThe cookie is used to store whether or not user has consented to the use of cookies. It does not store any personal data.
Analytics

Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics the number of visitors, bounce rate, traffic source, etc.

CookieTypeDurationDescription
__utma02 yearsThis cookie is set by Google Analytics and is used to distinguish users and sessions. The cookie is created when the JavaScript library executes and there are no existing __utma cookies. The cookie is updated every time data is sent to Google Analytics.
__utmb030 minutesThe cookie is set by Google Analytics. The cookie is used to determine new sessions/visits. The cookie is created when the JavaScript library executes and there are no existing __utma cookies. The cookie is updated every time data is sent to Google Analytics.
__utmc0The cookie is set by Google Analytics and is deleted when the user closes the browser. The cookie is not used by ga.js. The cookie is used to enable interoperability with urchin.js which is an older version of Google analytics and used in conjunction with the __utmb cookie to determine new sessions/visits.
__utmt010 minutesThe cookie is set by Google Analytics and is used to throttle the request rate.
__utmz06 monthsThis cookie is set by Google analytics and is used to store the traffic source or campaign through which the visitor reached your site.
_gapersistent2 yearsThis cookie is installed by Google Analytics. It registers a unique ID that is used to generate statistical data on how the visitor uses the website.
_gat_gtag_UA_76342539_1persistent1 minuteGoogle uses this cookie to distinguish users.
_gat_UA-76342539-1persistent1 minuteThis is a pattern type cookie set by Google Analytics, where the pattern element on the name contains the unique identity number of the account or website it relates to. It appears to be a variation of the _gat cookie which is used to limit the amount of data recorded by Google on high traffic volume websites.
_gidpersistent1 dayThis cookie is installed by Google Analytics. The cookie is used to store information of how visitors use a website and helps in creating an analytics report of how the wbsite is doing. The data collected including the number visitors, the source where they have come from, and the pages viisted in an anonymous form.
_uv_id02 yearsThe cookie is set by Slideshare.net. It collects data on the user's visits to the website, such as which pages have been read.
bcookiepersistent2 yearsThis cookie is set by linkedIn. The purpose of the cookie is to enable LinkedIn functionalities on the page.
browser_idpersistent1 yearA unique indentifier for the web browser
bscookie12 yearsUsed by the social networking service, LinkedIn, for tracking the use of embedded services.
cusidpersistent30 minutesThis cookie is set by Clickdimensions and is used to establish and continue a user session with the site. When a user views a page on the site, the script code attempts to update this cookie. If it does not find the cookie, a new one is written and a new session is established. Each time a user visits a different page on the site, this cookie is updated to expire in 30 minutes, thus continuing a single session for as long as user activity continues within 30-minute intervals. This cookie expires when a user pauses on a page on the site for longer than 30 minutes.
cuvid02 yearsThe cookie is set by ClickDimensions. This cookie is typically written to the browser upon the first visit to the site from that web browser. If the cookie has been deleted by the browser operator, and the browser subsequently visits the site, a new __cuid cookie is written with a different visitor unique ID. This cookie is used to determine unique visitors to the site and it is updated with each page view. Additionally, this cookie is provided with a unique ID that the application uses to ensure both the validity and accessibility of the cookie as an extra security measure.
cuvonpersistent30 minutesThis cookie is set by Clikdimensions and is used to signal the last time a visitor viewed a page. It expires in 30 minutes from set/update.  
GPS030 minutesThis cookie is set by Youtube and registers a unique ID for tracking users based on their geographical location
heyo_pPersistentRegisters a unique ID that is used to generate statistical data on how the visitor uses the website.
heyo_ssessionRegisters a unique ID that is used to generate statistical data on how the visitor uses the website.
ho_*-active_quickview_tabPersistentKeeps the current state of the web app and is set by HeyOliver.
ho_*-heyoliver_referrersessionThis cookie is set by HeyOliver and collects information of the user's referrer.
ig_did19 yearsThis cookie is set by Instagram.
li_sugrpersistent2 monthsLinkedIn Insight Tag, when IP address is not in a Designated Country
lisscpersistent1 yearUsed by the social networking service, LinkedIn, for tracking the use of embedded services.
UIDR01 yearThis cookie is set bu scorecardresearch.com. The cookie is used to tracks the users activity across the internet on the browser such as visit timestamp, IP address, and most recently visited webpages. and may the data send to 3rd party for analysis and reporting to help their clients better understand user preferences.
vuid02 yearsThese cookies are used by the Vimeo video player on websites.
YSC1This cookies is set by Youtube and is used to track the views of embedded videos.
Advertisement

Advertisement cookies are used to provide visitors with relevant ads and marketing campaigns. These cookies track visitors across websites and collect information to provide customized ads.

CookieTypeDurationDescription
_fbppersistent2 monthsThis cookie is set by Facebook to deliver advertisement when they are on Facebook or a digital platform powered by Facebook advertising after visiting this website.
fr12 monthsThe cookie is set by Facebook to show relevant advertisments to the users and measure and improve the advertisements. The cookie also tracks the behavior of the user across the web on sites that have Facebook pixel or Facebook social plugin.
IDE12 yearsUsed by Google DoubleClick and stores information about how the user uses the website and any other advertisement before visiting the website. This is used to present users with ads that are relevant to them according to the user profile.
uid01 yearThis cookie is used to measure the number and behavior of the visitors to the website anonymously. The data includes the number of visits, average duration of the visit on the website, pages visited, etc. for the purpose of better understanding user preferences for targeted advertisments.
UserMatchHistorypersistent1 monthThis cookie is set by Linkedin and is used to track visitors so that more relevant ads can be presented based on the visitor's preferences.
VISITOR_INFO1_LIVE15 monthsThis cookie is set by Youtube. Used to track the information of the embedded YouTube videos on a website.
Functional

Functional cookies help to perform certain functionalities like sharing the content of the website on social media platforms, collect feedbacks, and other third-party features.

CookieTypeDurationDescription
langpersistent1 yearThis cookie is used to store the language preferences of a user to serve up content in that stored language the next time user visit the website.
lidcpersistent1 dayThis cookie is set by LinkedIn and used for routing.
mid09 yearsThe cookie is set by Instagram. The cookie is used to distinguish users and to show relevant content, for better user experience and security.
test_cookiepersistent11 monthsThis cookie is set by doubleclick.net. The purpose of the cookie is to determine if the users' browser supports cookies.
upersistent2 months
Save & Accept