The fact of the matter is, migrating business data is difficult. Many companies prefer to avoid having to deal with such a complicated process. The problem is that many companies find themselves shackled to these outdated systems. The longer a company postpones the migration of its data, the harder it becomes.
For example, several manufacturing factories use a computerized maintenance management system. However, most of these systems are outdated and do not provide the functions required to operate in a modern business environment. So companies choose to implement a newer CMMS system.
While this is an intelligent business decision to make, as many of the newer software systems available are cloud-based or have 5g capabilities, it is still not done willingly. This is because businesses are hesitant to leave valuable data concerning their customers and company and start afresh on a new system. Here is where data migration comes in.
So how exactly can a company go about successfully transferring their data without losing any of their crucial information? Here are a few tips on how to do so.
Prioritize data migration
As previously mentioned, data migration is a complex task. Therefore any project that consists of transferring data between platforms requires focus and a designation plan. The plan must be developed separately from a company’s daily projects. The plan should include a budget, approach, and timeline.
This is crucial so that employees working on the projects are not caught off guard if a problem arises. The approach taken is also vital, as it will determine the scope and timeline. For example, will the company transfer all the data at once, or will it be done in phases? Thorough planning will lead to successful execution.
Keep realistic estimates
The key to a good plan is providing realistic estimates of each process. Underestimating the amount of time certain activities can take will lead to a lot of stress. Once a plan is created, realistic time frames must be allocated to each aspect.
For example, two weeks can be allotted toward measuring the data accuracy, and one week can be set aside for testing. Realistic time estimates also ensure that the team involved does not become more anxious as the deadline grows closer.
Review the quality of the data
Overestimating the quality of data stored on a legacy system is a mistake many companies should avoid. After all, the data migration from the legacy system is due to its inefficiencies, so relying on reports from a legacy system that states there are no data issues can be a costly mistake.
Another reason to view data is that requirements change with time. For example, if your business uses a Customer Relationship Management system from over 20 years ago, then the need for an email address was not as vital as a fax number. However, today emails are a necessary form of communication.
Taking the time to review the data on the system allows companies to review old information, correct anything that may be inaccurate, and discard any data that is no longer relevant. It is also vital as it is during the review process where companies can decide how much information they want to expert. Do they want to transfer data from the beginning of the company’s operations, or should they choose a specific point in time?
Engage employees
With a better understanding of the importance of data, we can see why it would be wise to engage employees during the process. Employees are the people with the best understanding of their clients. Gaining their input will allow companies to more clearly understand which data should be transferred and stored and which data is redundant and can be removed. It would be prudent to record the decision-making process during this exercise to reduce any issues in the future.
Another reason why it would be a good idea to include employees during the data migration process is that they will be the people who eventually use the system. Yes, companies can spend the time and money required to select a new business platform. But if the employees do not adopt and use the system, then what is the point? Having a dry run with some of the test data available and providing employees with the opportunity of test driving the new systems will yield a lot of useful information for the company.
Conclusion
At the rate at which business systems are advancing, being held back by a legacy system due to the data it stores is no longer an excuse. By implementing the simple tips provided, companies can keep their data and use a new software system within their company too.
Author: Shayur Maharaj, Marketing Analyst
