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Angelika Gmeiner | Angelika Gmeiner / January 11, 2024

PIM system selection criteria: How to find the best product information management system. Once you've completed the necessary groundwork for setting up a product information management (PIM) system – getting everyone on board, cleaning up existing product data and getting your data management team involved – it's time to look for a suitable PIM system. However, if you've only just started your PIM system search, choosing the right tool can be a little overwhelming due to the sheer abundance of offers on the market. In this blog article, we ask some important questions, the answers to which will help you choose the perfect PIM solution for your needs.


Download checklist for PIM evaluation process


1. Which challenges do you face with data distribution in your company and how can the PIM solution help to overcome these challenges?

To ensure that your PIM system is not introduced in vain, you need to be clear about the challenges you are currently facing with data distribution and how PIM software should solve them. 

If product information has accumulated over time in many places and in different formats, this can lead to confusion, especially for new employees, and may even result in the loss of valuable leads. It will also only be possible to keep such scattered data up to date with a very large investment of time – if it is at all feasible to keep track of all data nests.

A PIM solution helps to overcome the challenges of data distribution in a company by improving the consistency and time intensity of data distribution while reducing manual effort and errors. This helps to increase efficiency, improve customer satisfaction and strengthen competitiveness.


2. Which data management functions are particularly important for your company and must be supported by the PIM solution?

Also important when deciding on a PIM system is to consider the data management features relevant to your business. Start by creating a comprehensive list of the product data your company manages, including product names, detailed descriptions, prices, images, technical specifications, SKU numbers... and should your program be multilingual?

Keep in mind that the terms you want to filter for later must be precise and consistent, as they form the basis of your products and presentations. Also identify any special requirements that are relevant to your business area. These could be legal regulations or compliance guidelines, just to name a few examples. It is also important that your system recognizes duplicates and assigns article numbers and categories correctly. It is essential to incorporate all these system requirements from the outset in order to achieve high data quality. An efficient PIM solution should be able to meet these requirements by supporting data management, synchronization and change tracking. This will ensure that your product information is always up to date and consistent, regardless of the different sales channels and markets you operate in.


3. Which team members will use the PIM solution in your company and what specific tasks will they perform with it?

Your PIM project will involve various teams and departments. Identify them first and also consider which specific tasks they should each perform in the PIM system and what a possible distribution of rights might look like on this basis. In most cases marketing, sales and product management will work with the system.

Employees in the marketing department use the product information in advertising texts or product videos. They can also provide the basis for (info) graphics. The sales team, on the other hand, will use the information from the system to ensure that they are always well informed and can present your products to customers in the best possible way. The product management team, on the other hand, will ensure that the information is entered into the system and kept up to date. Some employees will need viewing rights, others editing rights. The right to delete data, on the other hand, should only be granted to selected persons.

The central data basis standardizes statements about products and minimizes errors in marketing or sales documents. In addition, the teams no longer have to laboriously search for the latest product information as it is easily accessible in the PIM system. This saves time and increases efficiency. Centralized data management also eliminates the need for queries about product information, which can distract product managers from their actual tasks.


4. Are there any special requirements in terms of collaboration between different teams or departments when using the PIM software?

Consider how the data flowing between the departments will look like and how the teams involved will work with the new system.

PIM software should allow several users to work on product information at the same time. At best, the users involved receive a notification so that they do not hinder each other. The software should be able to prevent or easily resolve such conflicts in data processing.

The PIM software should also offer the option of creating approval workflows to ensure that all product information can be checked and approved before publication.

For departments that already work with other solutions such as ERP systems, e-commerce platforms and CRM systems, it should not entail any additional work or duplicate data maintenance. Instead, the systems should be able to integrate with each other and synchronize automatically, as PIM software should facilitate internal collaboration and communication between teams and departments.


5. Which PIM system is right for my company?

Now compile a list of available PIM systems and compare PIM based on the requirements you have previously identified. Consider factors such as range of functions, user-friendliness, scalability, support and costs.


Before deciding on a PIM system, it is advisable to carry out a pilot project to test the actual performance and user-friendliness. Gather feedback from the team members who will be using the system to ensure it meets their needs. If it is not possible to get to know the system beforehand in a pilot project, ask for a product demo to see the functionality live. This will allow you to make an informed decision about the most suitable PIM system for your company.

Remember that choosing a PIM system is a long-term decision that can have a significant impact on your business processes. It is therefore important to carefully consider the selection and ensure that the PIM system you choose meets your current and, above all, future requirements.

Remember that choosing a PIM system is a long-term decision that can have a significant impact on your business processes. It is therefore important to carefully consider the selection and ensure that the PIM system you choose meets your current and, above all, future requirements.


Talk to a PIM expert

Choosing the right PIM system for your company is crucial. Our PIM experts are here to help you make this important decision. With years of experience in implementing PIM solutions and a deep understanding of the unique requirements of different industries, we are ready to help you. 

From needs analysis and system selection to seamless implementation, we offer customized solutions that meet your requirements. Contact us today to find out more about our PIM agency services and speak to an expert. Your journey to optimizing your product data management starts here.

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Tags: PIM

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Sarah Wilhelm
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