Before You Start
Written down what "success" looks like (specific, measurable goals)
Mapped your actual current sales/support process — not the ideal version
Identified who owns the CRM project internally
Set a realistic launch date, with buffer for training and testing
Budgeted for the full project, not just the software subscription
Choosing & Planning
Shortlisted CRMs based on your actual requirements, not feature lists
Confirmed the platform integrates with your existing tools
Tested the top choice with a free trial and real sample data
Defined your pipeline stages (5–7 max) before opening any settings
Agreed on which fields are actually required to track
Data Migration
Cleaned up existing data before migrating — removed duplicates and outdated records
Mapped old fields to new CRM fields
Run a test migration on a small data sample first
Verified record counts and spot-checked data accuracy after the full migration
Backed up the original data before switching over
Configuration
Set up pipeline stages to match your real sales process
Configured required fields and validation rules
Set user permissions and access levels by role
Built automations for follow-up reminders, lead assignment, and notifications
Set up reporting dashboards for the metrics that matter to your team
Integration
Connected email and calendar syncing
Integrated accounting or invoicing software, if relevant
Connected marketing tools (forms, email campaigns, ads)
Tested that data flows correctly in both directions between systems
Training & Launch
Ran hands-on training with real data, not just a walkthrough demo
Created simple reference guides for common tasks
Identified a go-to person for questions during the first weeks
Set a clear "old system is retired" date so people don't keep using both
After Launch (30/90 Days)
Checked in at 30 days on adoption — who's actually using it, and who isn't
Reviewed data quality — are required fields actually being filled in?
Adjusted pipeline stages or automations based on real usage
Reviewed progress against the goals you set at the start
Assigned an ongoing owner to keep the CRM clean and useful long-term
Want this checklist handled for you, end to end?
PMD Solutions runs CRM implementations from planning through post-launch review, so nothing on this list gets missed under deadline pressure — and your team isn't the one absorbing the risk.
