Most agencies don't switch systems because it looks like weeks of lost work. It doesn't have to be. The plan below keeps deals moving the whole time, and the old records stay where they are until the new ones are proven.
Week 1: take stock
- List every place records live: spreadsheets, diaries, WhatsApp groups, phones of agents who left.
- Choose one person to own the move. It is a job, not a side task.
- Decide the fields you actually use for a property and a client. Fewer is better.
Week 2: bring in what's active
- Import properties you are marketing now, with sizes in the unit from their documents.
- Import clients with open requirements. Leave closed deals from past years for later.
- Give every agent an account and show them the three screens they will use most.
Week 3: run new deals in the system
- Every new lead, offer and token from this week goes into the system first.
- Keep the old sheet for deals already in progress, so nothing is lost mid-transfer.
- Hold a short weekly review from the system's data, not from the diary.
Week 4: switch over
- Move the remaining in-progress deals across, with their payments and dates.
- Archive the old spreadsheets as read-only. Don't delete them.
- Agree that from now on, a deal that isn't in the system doesn't exist for commission purposes. It sounds strict, and it is what makes the switch stick.
We help agencies plan and carry out this move.
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