PIM system selection - how to proceed?

How to choose the right PIM system.

A PIM system (Product Information Management system) is at the top of the list for optimizing time-to-market and conversion rates through high data quality and preventing purchase cancellations in online stores. Here, the PIM system is not simply a technical system. It is a strategy for managing product data centrally and consistently. A good PIM strategy provides profitable advantages and creates the basis for high-quality product content.

But how do you choose the right and suitable system for this strategy? You can find the answers to this challenge in a PIM system evaluation - and in this guest article.

The challenge of product data management

When it comes to product data management, many companies face the same day-to-day challenges:

  • Often, important information about the same product is spread across different systems. The consequences are lengthy processes and data silos.
  • For example, the initial creation of a new product usually takes place in a company's merchandise management system, where master data is maintained in addition to pricing. These data are visually prepared in catalog templates and enriched with suitable short texts, which are used for the print layouts. Optimization of these texts for search engines usually falls by the wayside.
  • If other online marketplaces are then to be supplied with brilliant product data, there are usually no firmly defined processes, including quality control, established with which the data can be transferred to the corresponding templates.
  • In addition to all features, digital assets also belong to products, such as assembly instructions, quality seals, product images and videos, etc. In practice, however, these are rarely located in the same place as the product features. Rather, they can be found on internal company network drives or other storage media, so that a clear assignment is only possible via the file name.

Every single one of these difficulties calls for a universal solution, for centrality and for consistency. Good news for all companies whose colleges face such problems in their everyday work: A PIM system makes it its business to do just that. As a hub for product data, such a system integrates itself into complex system landscapes, right in the middle. That is, where information from suppliers can be aggregated and enriched from merchandise management as well as from production in order to subsequently reach various target channels.

But now to the selection of the appropriate system. Here, the following does not apply: "The more expensive, the better." Rather, in addition to the exact requirements for the system, it must be aligned with the company's product data strategy and the following processes in the value chain for product data must be adapted:

  • The collection of product data,
  • the enrichment and creation of (channel-independent) information,
  • quality assurance of generated content and
  • the distribution of the finished product data sets.

What to consider when selecting a PIM

The project scope and the goals of the PIM implementation must be defined in order to create a requirements catalog. Requirements that are likely to be common to many companies in most cases should be covered, as well as special requirements related to the data model or to the connection to specific target channels.

General requirements are likely to be that all product information can be maintained, managed and retrieved centrally in one system. A powerful search function enables all information to be found quickly. Clarity, ease of use and convenient mass processing should also be fundamental criteria.

There are numerous software providers on the PIM market. Therefore, the goal is to arrive at a shortlist as quickly as possible in order to specifically compare requirements with features. Often, a few criteria such as an industry focus, the price category and a rough overview of offered modules are enough to filter the longlist. It is advisable to have the system selection accompanied by an independent consulting service provider who can shape the corresponding requirements into real use cases and evaluation criteria and who knows how to quickly classify software providers.

The providers on the shortlist can then be compared with regard to the available features. In order to be able to optimally compare use cases, it is worth inviting vendors to present their systems. The demonstrations of the systems will be more meaningful if the providers already have requirements to prepare. The evaluation can then be carried out in a point or school grading system, so that the best fit for the company can be represented numerically. A consulting service provider will not only highlight the "winner", but will show various scenarios in which PIM systems from different vendors offer added value.

The first common step for a PIM system evaluation for your company could be to conduct a scoping workshop. It serves for further recording of the current state regarding processes and systems as well as the delimitation of the project environment and content. The results are decisive for the consideration of success factors that go beyond the pure evaluation. hmmh will be happy to advise you on how to proceed.

In order to choose the right PIM system, you need different competences and skills. hmmh supports you with Expert:innen, who have the technical know-how in dealing with automation platforms and PIM systems. In addition, we offer you 25 years of professional expertise in the creation of search engine optimized and empathetic text content for your products, services or websites. Only in this way can the quality of the texts convince your target group.

How can we support you?

Would you like to know how a new PIM system can be introduced in your company? Our solution partner hmmh AG will be happy to advise you. We look forward to hearing from you.