How to choose your PIM : a complete 5-step guide

PIM (Product Information Management) is a software system designed to centralize, organize and enrich a company's product data. It serves as a single base for managing information such as descriptions, images, technical specifications, prices or translations, harmonizing them across all sales channels (e-commerce, marketplaces, print catalogs, etc.). 

Its role? Eliminate data silos, reduce manual errors and ensure optimum consistency of customer experience.

For companies, especially those with complex catalogs or an international presence, a PIM is no longer a luxury, but a necessity. It improves operational efficiency (by automating time-consuming tasks), enhances data quality (essential for SEO and conversion) and facilitates adaptation to local markets (multilingual management, regulatory compliance). Without it, product data sheet errors, time-to-market and management costs soar.

Yet choosing the right PIM can seem daunting when faced with the multitude of solutions available. This article will guide you through 5 clear steps to identify your needs, compare tools and make an informed decision. 

You'll discover how to avoid common pitfalls (over-sizing, unnecessary features) and select a platform that will grow with your business.

Step 1: Identify your needs and objectives

Choosing a PIM without having clarified your specific needs would be like navigating without a compass. This step, often underestimated, is the key to avoiding oversized or inappropriate solutions.

1. Analyze your current processes

Start by mapping your current product data management and listing your friction points: 

• Data silos: Information is dispersed between departments (marketing, e-commerce, logistics), which lengthens time-to-market;
• Recurring errors: Contradictory descriptions on the website and print catalogs, or visuals that don't match the products;
• Manual processes: Validations by email, translations via XLS files, or media management on Dropbox.

2. Define objectives in line with your strategy

Your objectives must be concrete and measurable. Be inspired by your company's challenges:

• Operational :
  
  • Reduce product file enrichment time by 30%;
  • Automate 80% of exports to channels (e-commerce, marketplaces, print).
• Qualitative :
  
  • Eliminate data errors with validation workflows ;
  • Guarantee regulatory compliance (e.g. labeling, compositions).
• Business :
  
  • Accelerate product launches in new markets (multilingual management) ;
  • Improve natural referencing with optimized metadata.

3. List essential features

Prioritize features according to your business. For example, for a company, the non-negotiable criteria are:

• Technical integrations :
  
  • Automatic synchronization withERP (e.g. technical data retrieval) ;
  • Connectors for marketplaces (Amazon, Cdiscount) and print tools.
• Collaboration :
  
  • Modular validation workflows (e.g. marketing approval > legal > e-commerce) ;
  • Fine-tuned management of access rights (e.g. restriction by brand or region).
• Internationalization :
  
  • Centralized translation with version tracking ;
  • Management of local specificities (currencies, standards).
• Scalability :
  
  • Capacity to manage over 50,000 references and 10 languages;
  • Robust API for connecting future channels (e.g. mobile apps).

Step 2: Evaluate key PIM functionalities

When choosing a PIM (Product Information Management), it's essential to understand the key features that will make the difference for your business. Here are the five main aspects to evaluate:

1. Centralized product data management

A PIM needs to centralize all product information in one place. This includes descriptions, images, technical specifications, prices and much more. 

A centralized database eliminates information silos, reduces errors and ensures that all teams are working with the same up-to-date data. This is particularly crucial for companies managing thousands of product references.

2. Ability to manage multilingual and multi-channel catalogs

If your company operates internationally or sells through multiple channels (e-commerce, marketplaces, physical outlets, etc.), your PIM must support multilingual and multi-channel management. 

It must enable product descriptions to be easily translated, and content to be adapted according to regional specificities or the requirements of each sales channel. This flexibility is essential to deliver a consistent, personalized customer experience.

3. Integration with other systems (ERP, CRM, e-commerce, etc.)

A good PIM must integrate seamlessly with the other tools you use, such as your ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), or e-commerce platform. 

This integration automates data flows, avoids repetitive manual data entry and ensures consistency between different systems. For example, stock updates in the ERP should be automatically reflected in the PIM and on your e-commerce site.

4. Ease of use and intuitive user interface

Ease of use is an often underestimated but crucial criterion. 

A PIM with an intuitive interface and easy-to-learn features reduces the learning curve for your teams and increases their productivity. Look for solutions that offer clear dashboards, customizable workflows and collaboration tools to facilitate teamwork.

5. Scalability and flexibility to adapt to company growth

Finally, your PIM must be able to grow with your business. 

Whether you're adding new products, new markets or new sales channels, the system needs to remain high-performance and easy to adapt. Scalability is particularly important for companies undergoing rapid expansion, as a rigid PIM could quickly become a hindrance rather than an asset.

Step 3: Compare the solutions available on the market

Once your requirements have been clearly defined, the next step is to compare the various PIM solutions available on the market. This comparison should focus on three key aspects: functionality, pricing and deployment models. Here's how to approach this step without naming specific competitors.

1. Feature comparison

The functionalities of a PIM are at the heart of its usefulness. Here are the elements to consider:

• Centralized data management: Ensure that the solution allows you to centralize and efficiently structure product information, including technical attributes, marketing descriptions and associated media;
• Multilingual and multichannel support: If you operate internationally or across multiple sales channels, check that the PIM supports translations and adaptations for different markets;
• Integrations : The ability to integrate with other tools (ERP, CRM, e-commerce platforms, etc.) is essential to guarantee smooth data flow and avoid information silos;
• Scalability: Choose a solution capable of adapting to your company's growth, whether in terms of product volume or data complexity.

Take the time to test features via demos or free trials to make sure they meet your expectations.

2. Price comparison

The costs associated with an PIM can vary considerably depending on a number of factors:

• Pricing models: Some solutions offer monthly or annual subscriptions based on the number of users, products or features used. Others may charge upfront implementation fees and recurring maintenance costs;
• Hidden costs: Beware of additional costs associated with integration, customization or team training. An apparently economical solution can quickly become costly if it requires significant technical investment;
• Return on investment (ROI): Evaluate how PIM can generate savings or increase revenues by improving operational efficiency or boosting sales.

3. Comparison of deployment models

PIM can be deployed according to different models, each with its own advantages and disadvantages:

• Cloud: Cloud solutions are generally easier to implement and maintain, with automatic updates and accessibility from anywhere. They are particularly suitable for companies looking for a flexible, scalable solution;
• On-premise: Locally installed solutions offer total control over data and infrastructure, but require in-house technical resources for management and maintenance;
• Hybrid: Some solutions combine the advantages of cloud and on-premise, enabling flexibility while maintaining control over sensitive data.

4. Case studies or testimonials

To get a concrete idea of a solution's effectiveness, look for case studies or testimonials from companies that have implemented a PIM. This feedback can help you understand :

• How PIM has solved specific problems (e.g. managing complex catalogs, improving the customer experience);
• Challenges encountered during implementation and how they were overcome ;
• The results achieved in terms of time saved, fewer errors or increased sales.

Step 4: Testing solutions

Once you've identified the PIM solutions that seem to fit your needs, it's crucial to test them before making a final decision. This step enables you to validate whether the software meets your expectations and integrates well with your existing ecosystem.

Evaluate ease of implementation and quality of customer support

Implementing a PIM can be a complex process, especially if you need to integrate it with existing systems such as an ERP or e-commerce platform. 

During the test phase, evaluate the ease of installation and configuration. Ask questions about the time needed for full implementation, and the internal or external resources required. 

In addition, test the responsiveness and quality of customer support. Good support is essential for resolving problems quickly and maximizing PIM adoption by your teams.

Feedback from user teams

Involve your teams in the testing process, especially those who will be using the PIM on a daily basis (marketing, product management, IT, etc.). 

Their feedback is invaluable in identifying potential bottlenecks or missing functionalities. Organize feedback sessions to gather their impressions of the software's ergonomics, performance and usefulness. 

These insights will help you make a more informed decision, and ensure that the chosen PIM is adopted by all users.

Step 5: Make an informed decision

Once you've analyzed your needs, compared solutions and tested options, it's time to finalize your choice. To make an informed decision, summarize the essential criteria: 

• functionalities (adapted to your business processes) ;
• total cost (including licenses, implementation and maintenance) ;
• customer support (availability and expertise) ; 
• scalability (ability to support your company's growth). 

These elements will help you identify the solution best aligned with your objectives.

Once the solution has been chosen, focus on data migration, a crucial step in ensuring a smooth transition. Prepare a detailed plan for transferring your existing data to the new PIM , taking care to minimize operational disruption. Identify priority data, cleanse and structure it in advance, and test the migration process before applying it to your entire catalog.

At the same time, plan a training program for your teams so that they quickly master the new tool. Successful adoption depends on user preparation and support. By investing time in migration and training, you maximize the benefits of your PIM and ensure smooth integration into your processes.