About the Episode
About The Episode:
This episode reveals the real prep work for implementing Element451 — the parts that never make it into the sales deck. You’ll learn how to identify your project manager, early risks to watch for, and effective change models to guide your people. You’ll walk away knowing exactly what to look for in an effective project leader, what to prepare them for, and whether you need expert guidance to get there.
Key Takeaways
- Element451 is an AI-powered platform — not just a CRM, but a full transformation engine built for higher ed.
- Project management and change management are essential for a successful implementation—technical know-how alone won’t cut it.
- Clean, purposeful data migration is critical—"migrate as much as you need, and as little as possible" should be your motto.
- Assign the right implementation captain—this person needs relational authority and process fluency, not just a fancy title.
- Don't drag old data problems into a new system—Jake uses a “hoarder’s garage” analogy to illustrate the pitfalls of unchecked data imports.
- Most implementation failures aren’t technical—they’re human—unclear roles, misalignment, and resistance to change are the real culprits.
- AI and automation are your allies—Element451 unlocks new levels of efficiency and student engagement, but only if implemented strategically.
Episode Summary
What makes Element451 a true transformation platform?
Element451 isn’t your standard CRM—it’s an AI-powered platform purpose-built for the higher ed ecosystem. Unlike traditional CRMs like Dynamics 365 or Salesforce that are retrofitted for education, Element451 was designed from the ground up with students and campus workflows in mind. It connects recruiting, admissions, and enrollment functions seamlessly, with automation and AI features that drastically reduce time-to-action for staff and simplify engagement for prospective students.
This makes Element451 a true engine of change—not just a tool. When campuses adopt it, they’re not just swapping systems—they’re rebuilding how they connect with students across the entire enrollment journey.
Why do so many implementations struggle or stall?
According to Jake Tolman, the challenge isn’t the software—it’s everything around it. Campuses often underestimate the scope, behaviors, and change management involved in an Element451 rollout. Project managers aren’t always assigned, data is brought in without proper cleanup, and processes remain stuck in outdated models.
Most campuses think they need someone with technical expertise at the helm—but Jake argues what they really need is someone who can bring clarity to ambiguity, manage expectations, and guide change. Without that kind of leadership, even the best platform will underperform.
How should campuses approach data and process readiness?
Jake offers some hard truths: Your data is likely a mess, and your current processes probably need to be reimagined. Instead of dragging years of legacy data into a new platform, he urges institutions to focus on the 20% of data that delivers 80% of the value—enrollment information, academic records, and demographic details.
He also warns against importing a decade's worth of unstructured records, likening it to moving junk from a hoarder’s house into a brand-new home. The better path? Be surgical. Be intentional. Know the purpose of your data and align it with your outcomes.
Subheads and Insights from Jake Tolman
The Role of the Project Manager: Clarify, Don’t Just Coordinate
Jake underscores that the project manager’s job isn’t just about staying on schedule—it’s about creating clarity out of chaos. Great project managers have relational authority (people naturally listen to them), and they can communicate up and down the org chart. They become the glue between campus teams and Element451’s implementation support, ensuring nothing falls through the cracks.
When choosing a team lead for your implementation, Jake advises not to pick someone just because of their title. Instead, look for someone who knows the systems, understands the people, and has the influence to move the project forward. This person is the captain—and they’re essential for success.
Change Management Isn’t Optional—It’s Your Lifeline
Jake dives into the ProSci ADKAR model—Awareness, Desire, Knowledge, Ability, Reinforcement—to explain how campuses can navigate the human side of implementation. Awareness and desire to change are often high, especially when people are frustrated with their legacy CRM. But when it comes time to actually change behaviors, resistance kicks in.
To move through the “valley of innovation,” campuses must support their people through confusion, discomfort, and learning. A well-prepared team doesn’t just adopt Element451—they evolve alongside it. And that’s where real transformation takes root.
The Final Step? Pick Your Pain—and Your Partner
In one of the episode’s most compelling moments, Jake shares the story of a campus that wanted change but wasn’t ready for it. They rejected Element451 because it wasn’t familiar, even though their existing system caused daily headaches. That’s the tension: People want results without disruption. But that’s not how change works.
So Jake leaves us with this: Pick your pain. Do you want the pain of growing into a better system, or the pain of staying stuck in inefficiency? For campuses ready to grow, partnering with experts can make the difference between stalled progress and success at scale.
Enrollify is produced by Element451 — the next-generation AI student engagement platform helping institutions create meaningful and personalized interactions with students. Learn more at element451.com.
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