A recruitment software migration is no trivial task, it’s one of the most critical decisions you can make as a recruitment leader, shaping your future successes or challenges. Yet, the journey through data migration is often clouded by myths and hard-to-swallow truths that can intimidate even the most seasoned professionals.
This article taps into the real-world experiences and expert insights from industry leaders— Kamal Ladwa, Founder of Syun Consulting; Derry Holt, CEO of OneUp Solutions; Sophie Bubb, Managing Partner & Co-Founder of dSb Recruitment Consultancy LTD; Emily Redmayne, Software Product Owner at NRL; and Fergal Hartley, Director at Hartley People.
Drawing on discussions from recent webinars—'Demystifying Data Migrations' and 'Stay or Switch? Don't Let the Fear of Changing Systems Haunt You'—the article provides a deep dive into the hard-truths, myths and nuances of data migrations.
Critical steps before a recruitment software migration
Expert tips to consider before you make the switch.
1. Do your due diligence
Jumping straight into a demo might be tempting, but first, make sure you do the groundwork. Do your due diligence and engage in an extensive internal analysis and needs assessment to understand exactly what your agency needs.
"It's crucial to engage in a detailed business analysis and requirements exercise to truly understand what you need. This step is often overlooked, but it's fundamental in ensuring the CRM you choose aligns perfectly with your business objectives."
- Kamal Ladwa, Founder at Syun Consulting
2. Address the ‘why’
Effectively integrating new tech within your team starts by addressing the core reasons behind the move. Identify the specific hurdles and operational friction points. Show how the new system resolves these issues, making a tangible difference in everyday work. This strategy not only demystifies the technology but also secures team buy-in by linking the new tools to direct benefits.
"In my experience, the most effective way to introduce new technology is by directly addressing the 'why.' When I talk to my team about adopting a new tool, I don't just present a business case. Instead, I delve into the specifics—identifying where the friction is, what's slowing us down, and what's getting in our way. It's about making the case relatable and framing it in terms of how it directly improves their work and solves real problems. This approach makes the new technology much more tangible and understandable, much like explaining the reasons behind a personal decision in everyday life."
- Derry Holt, CEO at OneUp Solutions
3. Ask the right questions
Look beyond the features of potential CRM software, explore how each system will benefit your clients and candidates. During demos, probe how the software addresses particular challenges unique to your agency and enhances workflows.
"When evaluating potential CRMs, don't just look at the features. Probe how the system will enhance the experience for candidates and clients—these are the quick wins that can deliver real value. Ask targeted questions during demos to discover how each CRM might resolve specific issues or improve processes, ensuring the new system brings substantial improvements to your operations."
- Kamal Ladwa, Founder at Syun Consulting
Common myths and hard truths on recruitment software migration
Hard Truth #1: Migration is inevitably time-consuming
One undeniable reality of software migration is its time-consuming nature. Industry experts note that a typical migration process for recruitment software like Vincere can span anywhere from 12 to 14 weeks. This period includes data extraction from the legacy system, data cleaning, field mapping, and the final data transfer.
Often, businesses underestimate the required time, leading to rushed migrations that compromise data integrity and user adoption.
Myth #1: Migration is just a technical challenge
It’s a common misconception that software migration is purely about overcoming technical hurdles. In reality, the technical elements, while important, are just one part of a much larger puzzle. Resistance to change poses a much more aggressive challenge than the technical aspect themselves.
If you have people on the team who are eager to learn and have a natural technical ability, then that’s all you need. If you don’t have technical team or an in-house team of experts, this shouldn’t stop you from making the move.
By empowering your team to embrace new challenges and providing them with the right tools and training, you can successfully navigate the migration process. Don't let perceived technical barriers hold you back—capitalise on the talents and adaptability of your team to drive your migration forward.
"Facing the challenge of not having an in-house tech specialist, I realised the entire data migration process would fall on me. Balancing my dual roles as a managing partner and an active recruiter, I was keenly aware of the time pressures.
Opting for simplicity, I decided it might be smoother to manage the migration solo, ensuring more streamlined decision-making without redundant meetings. Ultimately, taking on the responsibility myself—despite the significant planning and structured approach required—was the right decision for integrating the migration into my already packed schedule."
- Sophie Bubb, Managing Partner & Co-Founder at dSb Recruitment Consultancy LTD
Hard Truth #2: Cost implications are real
Another hard truth about software migration is the cost implication, not just in terms of the software but also in terms of the time investment from internal teams. Costly migrations are a reality, but these costs are often justified by the long-term benefits of improved efficiency, better data management, and enhanced user experience.
Myth #2: Immediate ROI post-migration
The expectation of immediate ROI post-migration is a common myth, the real benefits of migration unfold over time. Early hurdles, such as adapting to a new system's interface or addressing initial teething problems, can mask the deeper, more enduring advantages like heightened efficiency and improved data access.
The true ROI should be measured in terms of improved operational efficiency and user satisfaction over months, if not years. It's essential for businesses to manage expectations realistically and communicate these to all stakeholders effectively, ensuring continued support for the migration initiative well into the future.
"The push for our CRM migration was largely driven by the team itself, highlighting the need for change. Initially, we focused on mastering the basics to avoid overwhelming everyone and to manage the transition smoothly.
Exceptional support from our provider was crucial during this phase, offering us the guidance needed to optimise the new system effectively. This involved continuous training and recalibrations to ensure the system was used efficiently across our team. Monitoring these activities post-migration confirmed that the new system was indeed enhancing our recruitment process, proving that the migration was a worthwhile endeavour."
- Fergal Hartley, Director at Hartley People
Hard Truth #3: Comprehensive preparation is key
The intricacies of data migration demands thorough preparation, encompassing more than just technical readiness. It also involves preparing your team for the upcoming changes. Data must be meticulously cleaned and accurately mapped to the new system, a process that is often painstaking and detail-oriented.
During the discussion, panellists emphasised the important of fully understanding the existing data structures and the necessity of data cleansing. Ensuring that the migration actually enhances data quality—rather than merely transferring existing issues to a new platform—is crucial.
"Start by thoroughly understanding the new system to align your processes effectively. It's straightforward in some areas—like mapping first names to first names—but you must also grasp how deeper integrations, such as billing with payroll and accounting systems, will function. Ensure a deep understanding of the user experience to optimize system efficiency. It’s vital to comprehend the underlying data structures, as this insight will help you anticipate and manage any quirks in your data. Before beginning data migration, prioritize cleaning up your data for a smoother transition."
- Emily Redmayne, Software Product Owner at NRL
Myth #3: Anytime is a good time for migration
Determining the right time for migration is critical and is not as straightforward as it might seem. Both Sophie and Emily discussed the strategic timing of their migrations, planning them during less busy periods to allow for adequate adjustment and training without overwhelming their teams.
The misconception that migration can be initiated at any convenient time is just that—a myth. Instead, migration demands strategic planning, aligning with business cycles to minimise disruption and maximise team readiness. This careful timing is vital to ensure a smooth transition and successful integration of the new system.
“We strategically planned our migration to coincide with a quieter period for our business, targeting December when our operations are more about managing processes than peak activity. This timing allowed us to meticulously plan each stage with our project manager, ensuring a smooth transition without disrupting our core activities.”
- Sophie Bubb, Managing Partner & Co-Founder at dSb Recruitment Consultancy LTD
Myth #4: Data migration will disrupt my business flow
The fear that shifting to cloud-based systems will disrupt daily operations is widespread, yet largely unfounded. Implementing a phased migration strategy can significantly mitigate this concern. By transitioning gradually and maintaining your existing system during the switchover, you can ensure minimal disruption. Partnering with skilled experts further smooths out this process.
Hard Truth #4: Data cleaning is mandatory, not optional
CRM data migration offers an opportunity to significantly improve data quality. Before initiating the migration process it’s essential to thoroughly clean your data to avoid polluting the new system. This means sifting and sorting through incomplete records, duplicates, and outdated information.
This process can be time-consuming and requires meticulous attention, but it's imperative for leveraging the full capabilities of your new CRM.
“Cleaning up your data before starting the migration is high priority. We did extensive data cleansing, and even with significant efforts, it wasn't perfect. The Vincere team was instrumental in this process, but it's important to manage expectations—aim high, but understand that achieving absolute perfection is unlikely. There will always be anomalies, so prepare as best you can and take all the advice you can get to position your data well for the migration.”
- Emily Redmayne, Software Product Owner at NRL
Hard Truth #5: Full user adoption is challenging
Even with a state-of-the-art CRM system, the success of the migration heavily depends on whether your team fully adopts and utilises the new system. Change resistance is common, and without proper training, communication, and management support, the transition can result in low user engagement and poor data practices. This can undermine the benefits of the new CRM, making the costly and intensive process of migration less worthwhile.
"Full adoption is critical for success. It's not just about using the system at its most basic level; you have to dive deep and leverage all the functionality that's relevant to you. That's how you'll see significant improvements and get the real return on your investment."
- Fergal Hartley, Director at Hartley People
Myth #5: Our information Isn't safe in the cloud
Security concerns are valid, but it's not the cloud itself that determines data safety - it's the credibility of the cloud provider and their security measures that truly matter. Features such as multi-factor authentication (MFA), data encryption, and role-based security all further enhance the security of your data.
At Vincere, we deliver advanced security measures, ensuring your data is well-protected. We handle regular backups and security updates seamlessly, requiring no intervention from your team. This proactive approach to security allows you to focus on your core business activities, trusting that your data is safe and continuously maintained to the highest standards.
Final Thoughts
Deciding to migrate your recruitment software is a pivotal step towards future-proofing your agency, offering a journey rich with opportunities. This blog has outlined essential steps and dispelled myths, highlighting the importance of both thorough planning and addressing the importance of the human element alongside technical implementation.
Successful adoption depends on robust team engagement and clear communication, transforming migration from a challenge into a significant advantage that enhances operational efficiency and user satisfaction. With the right preparation, this journey is not just manageable but an exhilarating opportunity for growth, setting your agency up for success and competitive edge.
For more insights into how we've helped hundreds of rec agencies switch onto our all-in-one CRM Vincere, check out our page here.
Other resources you might be interested in:
- CRM Implementation: A 5-Step Guide for Recruiters
- Cloud Recruitment Software vs On-premise: Differences & How to Choose
- How to Use Vincere to Streamline and Grow a Recruitment Business
- Your Recruitment Tech Stack
- A CRM Buyer’s Guide for Recruiters
- Nailing Your CRM Rollout Strategy
- How to Techify Your Client Experience Strategy