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The likelihood of an effective conversion

by Keal Technologies

Conversion is a term that strikes fright into many brokers considering a broker management system (BMS) change. Migrating to a new system causes a disruption to the workflows of a brokerage. What disruption is acceptable in the pursuit of improvement? Movement of data is a huge undertaking and takes studious planning and expertise. Ensuring your new BMS software partner is up to task is equally important.


Brokers will spend at least 20 years on their chosen system so it’s understandable that few know exactly where to start and what questions to ask when evaluating a conversion partner. Here are our top tips to guarantee a new successful partnership: 

What information gets converted? 

Client details, risk & billing information, conversation history, abeyances/follow ups and documents. Ask your new partner for a document outlining what gets converted. A successful conversion will start you in your new system with your needed data from day one. The alternative is to start fresh in a new BMS and keep a copy of your old software on a search basis. This is not only expensive and inefficient, but opens your brokerage to needless E&O exposures. 

What prep-work/data clean-up is required prior to conversion? 

Conversion is an opportunity to do some data clean up. Your BMS partner should do the heavy lifting on this job. Your role is to validate and advise. If a significant amount of your time is needed during the conversion process, your partner is not doing the heavy lifting.

How will your new partner co-ordinate your conversion?

Communication and an almost military precision are needed. Your implementation and conversion team should have this process down to a science. They should be able to craft and follow a customized project plan detailing what needs to be done and they should stay on task and on time. We know this is a scary undertaking for any broker, and your conversion partner should go on this journey with you every step of the way.

Is your partner experienced at converting from your BMS to theirs? 

This is your livelihood. Unless you’re comfortable being a guinea pig, you shouldn’t trust this project to amateurs. 

References – contact them! 

Get names from your new partner of their most recent conversions from your BMS. Use your network to find brokers that have recently converted. Ask them for their feedback, you won’t regret it. 


Perfection is unrealistic, but excellence is not. With the right tools, processes and partner, you can minimize difficulties and set your team up for success with a new BMS.

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