If your organisation already uses a PIM system, you are probably familiar with its benefits and how it can improve your day-to-day work. However, you need to know that implementation is only the beginning.

The platform needs to be constantly monitored, optimised and developed to meet your needs in the most efficient way. This is the most time-consuming phase.

Once you start working with a new system every day, you may face different challenges and identify different areas for improvement.

In this article, you will learn how to address these challenges and work with your team and your provider to effectively enhance your PIM platform.
 

What are the challenges in using the PIM system?

The decision to implement PIM is not an easy one. However, we know from experience that it is the platform maintenance that takes the most effort. A lot depends on choosing the right provider, one that understands how a particular business operates.

At this stage, some potential problems could slow down platform development:

1. Lack of understanding of business needs.
   Failure to fully understand the business requirements can lead to mistakes in the design and implementation phases. It is important that as early as the pre-implementation analysis stage, the provider is given precise guidelines as to the needs of your business. The more they know about the company and its specifics, the better.
    
2. Functionality does not match the expectations.
   While the provider may promise to implement additional features, it may later turn out that those are impossible to implement or cost extra. Before contracting with a provider, find out which features are included and which require additional resources.
    
3. Delivery and implementation delays
   The whole project may be slowed down by delays in the delivery, implementation of the entire PIM system, or the development of plug-ins to the platform. One of the most important steps before starting a project is to agree on delivery and implementation dates, as well as on a fallback plan in case of any delays.
    
4. Difficulty in integrating with other systems.
   PIM needs to be integrated with other business systems, such as eCommerce platforms, CRM, ERP, etc. During the implementation work, there may be unforeseen problems with the integrations, which may lead to errors and hinder the use of the PIM system.
   
   It is therefore important to define the integration requirements and agree on them with the provider. It is good practice to thoroughly verify integrated systems and the integration capabilities in the pre-implementation analysis phase.
    
5. Lack of training and support.
   The supplier may not provide sufficient training and support for users of the PIM system, which may lead to difficulties in using it. The training and support required should be agreed upon before the project starts.

In summary, the success of the implementation and development of the platform will be determined by how well you interact and work with the provider.

To get to know each other's expectations and business needs, it is important to conduct a pre-implementation analysis. Learn more on how to prepare for it: link

PIM system - how to deal with potential problems?

There are some steps that can be taken to ensure a good relationship with the provider both before starting to implement, but also when using and developing the platform on a daily basis. This is a kind of guarantee that the implemented platform is designed to meet real business needs.

Step 1. Set clear requirements

It is important that your business requirements are clearly defined and agreed upon with the provider before the project begins. Project assumptions should be clear, detailed, and understandable to both parties.

This helps to avoid design errors when implementing or further developing and ensures that the system will work as expected. Define how to check whether the objectives are achieved (or not) to make the conditions for working clear and specific.

Step 2. Make sure to communicate regularly

It is a key tool for ongoing project progress monitoring and problem resolution. It is important to be in constant contact with the supplier and to exchange information on the progress of the project, problems encountered, and suggestions for solutions.

It is also essential to communicate with the team, who should be involved throughout the implementation process, from pre-implementation analysis to further development ideas. This approach allows systematic adaptation of the system to business requirements. The agile project delivery method improves communication and information workflow between Client and provider.

If there are no specific contraindications - our recommendation is to use this method in design.

Step 3. Be flexible

When things get tough, flexibility, and openness to change are key. This may involve adjusting the project schedule or requirements to reflect changing environmental conditions.

Step 4. Test and monitor

The new system must be thoroughly tested before it is finally put into operation. Testing should include all functionalities as well as integration with other systems.

If any problems are found, report them immediately to the provider, so that it is correct before starting the system. This is important not only for implementation but also for developing the platform and extending it with dedicated solutions.

Proper optimisation is the key to developing the PIM system

Optimising the PIM system can involve many activities, for instance:

• Controlling data quality, removing duplicates, and updating information to ensure the accuracy and consistency of product data.
   
• Improving new product introduction and management - ensuring better collaboration between different parts of the organisation such as production, sales, marketing, and logistics.
   
• Improving the efficiency of sales processes - providing accurate and up-to-date product information to multiple sales channels, including websites, catalogues, mobile applications, and more.
   
• Delivering a better customer experience - providing accurate and consistent product information across different sales channels, increasing customer confidence in the brand and products. It is also important that this information is presented in an attractive way.
   
• Optimising the cost of product information management - automating processes, using data management tools and analytical data to make business decisions.

Ongoing optimisation of the product information management system is important for any organisation that sells a wide range of products online (or other sales channels), or that is a manufacturer or distributor of its goods. This helps to increase sales, improve customer satisfaction, reduce product information management costs, and ensure a better market position.

Find out more about how PIM can improve the way manufacturers and distributors work and reduce their fixed costs 

Dedicated PIM solutions

Dedicated plug-ins, which are completely tailored to the needs of a particular company, contribute to the complete development of the PIM system.

Such customisation can include but is not limited to the user interface, supported business processes, reporting and analysis management, user rights or integration with other systems.

Examples of the extensions that we have built:

Sales Creator

This is an add-on module for creating promotional materials, such as flyers, mailings, or banners, based on pre-defined templates.

Using pre-designed templates and datasets, the Client can generate a range of promotional graphics, including product information and photos, from the dedicated category database.

This approach to creating promotional graphics saves time for the graphic designer and enables faster communication of information about sales within and outside the organisation. Ready-made offers can be sent to specific recipients or mailing groups.

Variant Generator

If the Client offers similar products from a number of different suppliers and the product range is extensive, the Variant Generator can help to organise the data according to the individual needs of the platform user.

By separating key product attributes and marketing description issues, the user can obtain more detailed data on a given object, such as product dimensions and colours, which may vary from provider to provider.

This functionality allows for separating variant descriptions from the main product description, thus facilitating information management and positively influencing e-Commerce customers' perception of the product and their expectations.

Automatic import of data from files

It is possible to extend the PIM platform with the option of automatically importing data from different file types such as CSV, Excel, or XML. The mechanism developed allows users to easily load and edit data from external files into PIM. This improves the process of updating data and increases work efficiency.

Products linking

To enhance the PIM system, it is possible to create links between products. For example, users can create sets or collections that contain many different products. This makes it easier for consumers to access related products, and therefore increases sales and improves site navigation.

Adapting website labels and features for other language versions

Another way to develop the PIM platform is to adapt labels and product features to different languages. The possibility to translate labels, product descriptions and other metadata into different languages enables companies to adapt their products for the global marketplace and more effectively reach customers in different geographies.

Optimising connectors to popular e-Commerce platforms

For efficient development of the PIM tool, you can install or customise connectors for the most popular e-Commerce platforms and marketplaces such as Amazon, eBay, Shopify or Magento. This enables direct integration with these platforms, simplifying product data management, synchronising and updating information, and automating online sales processes.

Export data to PDF folders

The PIM platform can be developed to ensure the proper exporting of data in PDF format. This enables users to create personalised product directories that can be shared with customers or used for marketing purposes.

More examples of our dedicated soultions
are available here.

Conclusions

Although PIM greatly enhances current work, it is a tool that must be continually adapted and optimised to perform its functions effectively for as long as possible. Much depends on a properly developed pre-implementation analysis and agreements with the service provider.

The approach of the team is also important. If they have been involved in the implementation process from the beginning, they will be more willing to share ideas on how to develop the platform.

This, in turn, contributes to a better performance of the system and a wide range of optimisation possibilities.

In addition, an important element of the development process is the development of a platform with additional, bespoke functionalities. If you have not yet found a module that can help you manage your data on a daily basis, please contact us. We will help you develop a solution that fully meets the needs of your business.