Does my organization need a PIM system?

Working with a PIM System and Exact

A question that both Alistar and ShopWorks often get from new or existing clients or customers: “Do I need a PIM system?”

The decision to add a PIM system to the back-end landscape is often based on multiple considerations and varies from organization to organization. 
 
So in this blog, we can't simply answer the question of whether or not your organization should purchase a PIM system, but we can provide you with more information.

First, we’ll describe what a PIM system is. In addition, both Alistar and ShopWorks have spoken with a number of clients and customers to find out what factors influenced their decision to either proceed with or decide against implementing a PIM system.

What is a PIM system?

PIM stands for Product Information Management. It is a system that allows you to manage all kinds of information about your products. The PIM system serves as the central hub for collecting, managing, enriching, and distributing all product data across your organization’s various channels, such as a website or online store, as well as apps and newsletters. 

This system ensures that all data is managed from a single platform and distributed across all channels. Because multiple people within an organization often have access to the PIM system, it is easy to manage and enrich product information.

For example, the PIM system contains dimensions, detailed product information (possibly in multiple languages), product composition, images and videos, related products, and sometimes prices as well. This information can then be shared via an integration with, among other things, an online store, an ERP application, and a variety of other marketing channels.

What choices did other organizations make, and why?

For Company A, a particular consideration leads to the implementation of a PIM system, while Company B sees that very same consideration as a reason not to do so. Below, we examine situations involving several organizations and the challenges they face:

Situation 1: “We purchased PIM because we want to easily manage products across multiple sites and storefronts.”

ShopWorks has been working with this client since early 2020. This company manufactures and distributes a wide range of unique and patented ‘biophotonic’ violet-tinted glasses. It operates in 50 countries and offers approximately 800 products.

At the end of last year, the decision was made to begin implementing the Ergonode PIM system. The decision was based on four key considerations:

“We purchased PIM because we want to easily manage products across multiple sites and storefronts. Make a change in one place and have it automatically applied to four sites. We also want to establish smarter connections between products. To put it simply: products in Shopware (the e-commerce platform) aren’t aware of each other’s existence. With PIM, it’s easier to work with product families and variants.”.

Finally, we want to create a single central location that contains ‘the truth.’ Many people need access to the product data, but we don’t want to give everyone access to the site’s CMS. A fourth consideration was the existing integration with the Shopware e-commerce platform. As a result, Ergonode turned out to be the most suitable candidate,” said the marketing and e-commerce manager. 

Situation 2: “We have more than 17,000 products, and they change frequently. To save time, we’ve opted for a PIM system.”

Alistar has many large clients, including one with a vast product catalog. With more than 17,000 products—which, on top of that, change regularly—it was the perfect time for this client to switch to a PIM system.

This system gives them a better overview of the content, allows them to enrich articles with information more quickly, and enables this information to be posted on the website more quickly as well. Previously, they tracked everything in Excel, and the ERP system was used only to manage master data.

The advantage is that we now have a clear overview of who is working on what. Product data can also be added more quickly, which means everything gets posted to the website faster.  

Situation 3: “At this time, a PIM system is not a priority. There are many projects underway within the organization, so now is not the right time.”

Another Alistar client notes that now is not the right time, as there are many projects currently underway within the organization. Another important consideration is that they do not currently believe the investment is worth the benefits.

A serious assessment had been made previously, given the number of articles and the complexity of the article database. After reviewing the options, they concluded—for now—that it is not yet necessary to switch to a PIM system.

Do I need a PIM system?

After speaking with suppliers and customers, we can say with complete confidence: it varies from organization to organization. A large product catalog, an international company, restricted access to data, a high product turnover rate, or ‘simply’ a matter of time—the considerations are diverse.

Whatever the reason may be: if you're wondering whether or not your organization needs a PIM system, please contact Alistar/ShopWorks.