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How To Select The Right PIM System For Your Business.
Choosing the right Product Information Management (PIM) system is a strategic decision. A well-chosen PIM can ensure accurate, up-to-date product data across your entire organization and sales channels. This blog discusses the key questions you should ask when evaluating a new PIM-system for your business.
Quick access:
- Do You Need A (New) PIM System?
- Choosing A PIM System
- Key Features Of PIM
- Cloud vs On-Premise PIM
- Compare And Evaluate PIM Solutions
- Frequently Asked Questions
Do You Need A (New) PIM System?
Before investing in a (new) PIM system, you need to assess whether your current processes are struggling to keep up with product data complexity. Common signs that you need a PIM include the following:
- Inconsistent or inaccurate product data. When different channels show conflicting product information, customers get confused. Inconsistent data can damage customer trust and lead to lost sales. PIM centralizes data to avoid this.
- Manual, time-consuming processes. Spending hours on spreadsheets or copy-pasting information suggests inefficiency. PIM automates data entry and updates, saving valuable time for your teams for higher-value work.
- Multiple sales channels. Selling in stores, online, through marketplaces or in different languages increases complexity. Any business selling products at scale through multiple channels needs a PIM system to keep data consistent.
- Large or complex catalog. The more SKUs, variations or digital assets you have, the harder it is to manage them manually. PIM provides a single source of truth for all product attributes.
In short, if you find your team consistently cleaning up product information, launching new products slowly or experience scaling pains as you sell across channels, it is a good time to consider a (new) PIM system.
How To Prepare For Choosing A PIM System
A successful PIM project requires collaboration across departments and careful planning of your product data. Start by defining clear goals and requirements, mapping out current processes, and identifying pain points. Distinguish between must-have features and nice-to-haves to create a solid framework for the project. Form cross-functional teams including stakeholders from product management, marketing, sales, IT, and other relevant departments, so the PIM requirements reflect the real needs across the organization.
Equally important is preparing your data and planning for adoption. Identify all sources of product information, clean the data early, and start migration in advance to resolve quality issues proactively. Invest in training and change management to ensure users understand the benefits of the new system. Involving end-users early helps tailor the PIM to their needs, making it more user-friendly and driving faster adoption. By organizing people and data upfront, you set the stage for a smooth PIM selection and successful implementation.
Key Features Of PIM
Not all PIM systems are built the same. Here are a few core capabilities to look for that address common business needs:
- Centralized product repository. The PIM system should provide a single source of truth for all your product data. This guarantees consistency, replaces error-prone spreadsheets and lets multiple users collaborate in real time.
- Integration with existing systems. Ensure that the PIM system can connect to your ERP, CRM and other tools and platforms without problems, to eliminate silos.
- Flexible model. You need a PIM system that adapts to your product assortment.
- Workflows and permissions. PIM workflows for reviews, approvals and data enrichment ensure quality and governance. Workflows can automate tasks like product onboarding, translation or publishing.
- Multichannel publishing. Check that the PIM system can syndicate product data to all your channels. Multichannel distribution functionality is essential for e-commerce and retail success.
- Digital Asset Management (DAM). Storing and linking digital assets directly to products is a must-have for rich listings. Many PIMs include integrated DAM or at least attachments for product media.
- Data quality and analytics. Validation rules, duplicate detection and enrichment alerts help maintain clear data. Look for reporting dashboards and analytics so you can track key metrics and improve your data over time.
The right PIM system will centralize your product data and support your business model.
Cloud vs On-Premise PIM
PIM systems can run in the cloud (SaaS) or be installed on your own servers. The choice you make has clear implications for speed, costs, and management. For example, a cloud-based PIM is quick to implement and accessible from anywhere, while an on-premise PIM offers more control and in-house security because it runs on the organization’s own servers. Both options come with advantages and drawbacks, depending on your organization’s IT structure and ambitions.
| Aspect | Cloud-based PIM | On-premise PIM |
|---|---|---|
| Implementation | Fast, immediately online | Slower, via own servers |
| Cost | Low start, subscription based | High start, no subscription needed |
| Management | Supplier executes updates | Own IT-management needed |
| Scalability | Easily scalable | Restricted, extra hardware needed |
| Accessability | Everywhere via internet | Only internal or via VPN |
| Governance & security | Less governance, provider-dependent | Full governance and security |
| Best choice for: | Flexible, growing businesses | Large organizations with strict data-demands |
Weigh factors like data security, IT support, budget and performance needs to see what type of PIM system suits your business most.
How To Compare And Evaluate Different PIM Solutions
Once you know your needs, use a structured evaluation to pick the best fit.
- Define evaluation criteria. Start with must-have features and integrations and evaluate each PIM system against these, as well as weighted criteria like budget and data security. Also include both functional needs (features, scalability) and non-functional needs (ease of use, vendor support).
- Research vendors. Look beyond product features. Consider the reputation of the different vendors, their industry focus and track record. It’s also helpful to review case studies or customer testimonials, especially from businesses similar to yours.
- Conduct demos and trials. Practical testing is crucial. During demos or trials, you can watch how the system handles tasks you care about. This hands-on evaluation helps you ensure the software fulfills your requirements before entering into a commitment.
- Evaluate support and services. Find out what support the different vendors provide. Also consider long-term support. Good support can make or break a project, so compare responsiveness and onboarding options.
- Compare costs and ROI. Evaluate the pricing models carefully. Calculate the total cost of ownership (TCO) (which includes license and implementation fees, consulting, ongoing maintenance, etc.) and balance this against the expected benefits. This helps you consider how those efficiency gains or increased sales justify the investment.
- Make a final decision. After testing, eliminate any options that lack crucial features. Compare the final options side-by-side on your weighted criteria and involve stakeholders from different departments who will use the PIM system, and incorporate their feedback.
How Squadra Supports Your PIM Journey
Feeling overwhelmed by all these steps? Selecting a new PIM system that’s aligned with your business goals can be a difficult, complex process, especially with multiple teams, systems and stakeholders involved.
At Squadra, we have a proven track-record of helping organizations with a PIM RfP. We guide you from need assessment to final selection. Our experts ensure your PIM-system is set up for long-term success. Want to know more? Contact us today!
FAQ
Make your PIM selection simple and future-proof.
Selecting the right PIM doesn’t have to be overwhelming. With Squadra’s proven approach, you’ll navigate the process efficiently and choose a system that fits your business.
Contact us to explore how we can support your PIM journey.
