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Everything you need to know about PIM systems
Today, a PIM system is indispensable for companies that want to manage product data centrally and use it across all channels. In times of digital transformation, correct and consistent product information is a clear competitive advantage. Find out in our PIM guide what PIM is, how it can be integrated and what you should look out for when making your choice.
Request PIM guide
Here you will find a compact excerpt for quick orientation:
What is a PIM system?
A PIM system serves as a central platform for managing, enriching and distributing product data across all sales channels. It enables the central storage of information such as technical specifications, prices, images, marketing texts and translations and ensures that they are available quickly and in consistent quality. At its core, a PIM system is about managing the entire life cycle of product information - from input and maintenance through to publication and distribution.
There are a number of features and functions that all PIM systems have:
For whom is the use of a PIM system worthwhile?
A PIM system is required by companies that need to manage large volumes of product data in an efficient and structured manner. It is particularly important for organizations that need to keep their product information synchronized across different sales channels (e.g. online stores, marketplaces, catalogs, stores) and for whom accurate and consistent product presentation is crucial.
A PIM system unfolds its full potential when the following criteria are relevant:
Volume and complexity of product data
Multichannel sales and playout
Data quality and consistency
Multilingualism and internationalization
Integration with other systems
Increased efficiency through automation
Growth and scalability
Improving time-to-market
Compliance and legal requirements
Dissatisfaction with existing solutions
What are the advantages of using a PIM system?
A PIM system is particularly useful for companies with numerous products that require explanation and extensive product catalogs, as well as for companies that need to manage their product information consistently and efficiently across different sales channels.
However, a PIM system is not just a technical tool, but above all a strategic instrument for optimizing product data management.
Advantages
What cost savings can result from using a PIM system?
The introduction of a PIM system can lead to considerable indirect and direct cost savings.
These can be achieved in the following areas in particular:
What should you look out for when choosing a PIM system?
The introduction of a PIM system requires careful planning and preparation.
The idea that a PIM system automatically leads to smooth multichannel or omnichannel communication and efficient data management is a misconception. Although a PIM system provides the technical basis for the central management and distribution of product information, even the best software cannot reach its full potential without optimized processes and clearly defined responsibilities.
The implementation of a PIM system requires thorough planning and preparation. It is often overlooked that internal processes need to be reviewed and optimized if necessary.
Before implementing a PIM system, companies should carry out a comprehensive analysis of current processes to identify weaknesses and make the best use of technological possibilities.
Another key factor for the success of a PIM system is the assignment of clear responsibilities. It is not enough to introduce a new software solution and expect the data quality to improve on its own. Who is responsible for data entry? Who checks the completeness and accuracy of the data? These questions need to be clarified in order to ensure efficient use of the PIM system.
Decisive selection criteria
When selecting an appropriate system, several criteria should be taken into account to ensure that the system meets the company's specific requirements.
We recommend the following approach when selecting a PIM system:
1. Data Model and Data Maintenance
2. Translation and Multilingualism
3. Media asset Management (MAM)
4. Import/Export and Interfaces
5. Workflows and Rights Management
6. Reporting and Analysis
7. System Technology and Operation
8. User Manual, Support and Training
9. References and Experience Reports
10. Costs/Editions
Our PIM guide covers this important point in detail. It also contains a recommendation on how to proceed when selecting a PIM system. You can request it free of charge at the top of this page.
What pitfalls should be avoided when introducing a PIM system?
Implementing a PIM system can present numerous challenges and potential problems. Here are some of the most common pitfalls and risks that should be considered:
The introduction of a PIM system can appear complex at first glance, as it requires careful integration into existing processes. However, with an experienced partner at your side, well thought-out planning and a competent project team, this challenge becomes manageable. With a structured approach, potential obstacles can be identified at an early stage and effectively avoided so that the implementation can be carried out smoothly and successfully.
What developments and optimizations can be expected in the future through the use of AI?
Artificial intelligence (AI) has the potential to significantly support PIM systems in many areas and considerably increase the efficiency and quality of product data management. Here are some specific areas in which AI can support users of PIM systems.
During the selection phase, ask PIM providers to demonstrate the available AI functionalities using specific examples. In this area, it is also important to have them show you the roadmap with functionalities that are about to be introduced and those that are planned.
These applications of AI in PIM systems can help to increase efficiency, improve data quality and optimize the user experience in the future. AI will increasingly become an integral part of modern PIM systems to help companies succeed in a dynamic and competitive market environment.
What should a catalog of requirements for a PIM system look like?
A well-founded and precise catalog of requirements is at the heart of every successful PIM system implementation. It ensures that all functional, technical and organizational requirements and expectations of the system are clearly and comprehensively documented.
A well-developed catalog lays the foundation for the entire selection and implementation process and enables all relevant stakeholders - from IT and product management to marketing - to be involved at an early stage. This ensures that the different needs and perspectives are taken into account in order to select an optimal system that meets the company's objectives.
The catalog of requirements not only serves as guidelines for the selection of a suitable PIM system, but also as a basis for the successful implementation and later evaluation of the system. With a detailed catalog, potential PIM solutions can be precisely compared, possible risks identified at an early stage and the long-term performance of the system ensured. The catalog thus creates clear criteria to ensure that the selected system manages product data efficiently, supports the multi-channel strategy and sustainably improves data quality.
How can management and employees be involved?
The successful introduction of a PIM system requires the active support of management and the involvement of all relevant employees. It is important that the benefits of a PIM system are clearly communicated and that all departments understand the necessity and benefits of centralized data management. This is the only way to ensure that the system is successfully introduced and used.
On-premise or cloud?
Companies have to decide whether they want to operate their PIM system as an on-premise solution in their own data center or rely on a cloud solution. Both options have advantages and disadvantages: While an on-premise solution often offers more control and data security, a cloud solution can score points for its flexibility and scalability. The choice depends on the company's specific requirements.
Open source or licensed software?
When choosing a provider, the question arises as to whether an open source system or software that requires a license is more suitable. Open source solutions often offer more flexibility and lower costs, while licensed (standard) solutions often offer more extensive support and regular updates. Companies should weigh up this decision carefully and tailor it to their individual needs.