7 steps to a successful PIM project
Are you considering implementing a PIM system but are unsure where to start and how to get there safely? You are not alone.
Many companies are in the same situation: Product data is scattered, systems are inflexible, and the need to get it all under control is growing. But where do you start? What does it require? And how do you avoid the project going off track?
At itpilot, we help companies plan and implement PIM solutions that create real value. As a certified Pimcore Solution Partner, we primarily work with Pimcore – but also have experience with other solutions. Based on our projects, we have compiled seven steps that will help you safely through the process and ensure that your investment creates real value.
Step 1: Focus on the business
A PIM project should never be based on technology alone. It should be based on your business. That's why we always start by understanding your strategy, your business model and the challenges you want to solve.
Is the goal to increase efficiency in working with product data? Do you need to get new products to market faster? Is it important to deliver more consistent customer experiences across platforms and languages? Or is it about replacing an outdated, home-grown system that no longer supports your growth?
You may also need better data quality to deliver personalized content, work more flexibly with your supply chain, or expand your product range across markets and channels.
If you don't already have a PIM system, it's also important to get a sense of how PIM is perceived internally in the organization. Is there support? Is there skepticism? Who sees the value, and who needs to be convinced? The internal perception is often a decisive factor in how easy the implementation will be.
Step 2: Create an overview of product data and lifecycle
A PIM system should fit naturally into your existing workflows and system landscape. That's why it's a good idea to start by looking at the big picture: How do you work with product data today, and how does information move through the company?
It is about creating an overview of how data is created, maintained and used in different phases – from development and production to marketing, sales and customer service. It is not only about where data is stored, but also about who uses it and for what purpose.
By creating a complete overview of both product data and the product lifecycle, you can ensure that you don't just get a solution that collects data in one place, but that it actually improves the way you work with products – and that the solution works together with your other system landscape. This way, you get a solution that fits reality.
Step 3: Choose the right channels – and prioritize them
A PIM system should make it easier to deliver accurate and enriched product information across channels. But with so many possible touchpoints, from webshops and catalogs to apps, marketplaces and social media, it can be hard to know where to start.
That's why we help you map out your current and desired channels so that together we can assess which ones are:
- Business-critical and already in use (e.g. webshop, CMS, POS)
- Business-critical, but not yet established (e.g. marketplace or automated catalog production)
- Nice-to-have channels that may become relevant later (e.g. AR/VR or IoT platforms)
This provides a clear overview and makes it possible to prioritize which channels the PIM project should support from day one, and which can be built on over time.
The aim is not to be present everywhere, but to be present where it adds value. This makes the project more focused and easier to achieve.
Step 4: Build a flexible and scalable data model
The data model is one of the most important elements of a PIM system. It is here that the foundation is laid for how your product data is structured, enriched and maintained. A strong data model reflects your reality.
When we help you design the data model, we start with your product types, variants, attributes, relationships, images, technical specifications and any validation rules. It's about defining the right fields, structures and rules so that the system supports both your current and future needs.
A good data model should:
- Be easy to work with for those who enrich and edit data
- Ensure consistency in naming, formats, and data types
- Enable reuse of structures and data across product groups
- Support high data quality and make it clear what is missing
In other words, the data model is the digital blueprint that the rest of the solution is based on. That's why it's important that it's well thought out from the start. At the same time, it needs to be adaptable as your business and needs change.
Step 5: Define clear roles and effective workflows
A well-functioning PIM system doesn't just require good data. It also requires control over who does what, when and how. Without clear workflows, many companies end up with manual processes and bottlenecks that extend time-to-market and increase the risk of errors.
When we help you implement PIM, we focus on establishing workflows that make sense for your organization. This can be anything from approval flows and translation routines to granting rights and automatic notifications when something needs to be reviewed.
A good workflow ensures:
- That data is enriched and quality assured in the correct order
- That responsibility is clearly divided between, for example, marketing, product team and external suppliers
- To minimize errors and bottlenecks
- That you can scale up without losing the overview
We always take your reality as our starting point and build workflows that create momentum and quality in your daily work. Because when the structure is in place, it frees up time and resources to focus on what creates value.
Step 6: Get a handle on data migration and integrations
One of the most important steps in a PIM project is getting data securely from A to B. Many companies have data spread across multiple systems and formats, often without a consistent structure. This makes migration complex but also necessary.
Before data can be moved to a new PIM system, it needs to be analyzed, cleaned, and restructured. It’s about understanding where the data is, what its quality is, and what parts need to be transferred and what parts should be left behind. We help you create an overview and establish a plan for how the migration will take place step by step.
In addition, the PIM solution must be integrated with the other systems you use on a daily basis. This can be ERP, webshop, CMS, DAM or specially developed solutions. Here it is important that the integrations are both stable and flexible, and that account is taken of how data will be updated and synchronized in the future.
Pimcore is particularly strong in this area because the platform is 100% API-driven and built for integration. This makes it possible to:
- Import data from many different formats and sources (CSV, databases, 3rd party systems, etc.)
- Set up automated import and export flows
- Synchronize data between systems – without manual hassle
With us as your PIM partner, we ensure that both migration and integration are handled efficiently, so you get a stable solution that works in practice and can be scaled to your needs.
Step 7: Anchoring in the organization
The last – and most important – point: A PIM project must have ownership and support. Even the best system and the sharpest plan can fail if the project does not have support across the organization. A PIM project affects many people and processes, and therefore it is also important that there is clear support in the organization.
First and foremost, it is important that management is involved from the start. Not just to approve the budget, but to actively support the project and ensure that it is prioritized. When the project is anchored in the overall goals of the business, it is also easier to get the necessary resources and skills made available.
In addition, it is important to designate a clear contact person who acts as an internal project manager. This person must have a mandate, overview and knowledge of what you want to achieve with the project, and must help ensure that the project moves forward.
Therefore, it is also important to clarify the following at the start of the project:
- People: Who is responsible for what? Are the right people at the table?
- Knowledge: Where does product data reside today? Who knows the systems and business logic?
- Resources: What time, skills and technical prerequisites do you have, and what needs to be supplemented to succeed?
A successful PIM project is not just an IT project. It is an organizational change.
Why we recommend Pimcore
At itpilot, we have chosen to specialize in Pimcore, and there are good reasons for that. Pimcore is a flexible open source platform that brings together work with product information, digital assets and content in one system. This gives you a complete solution for PIM, DAM, CMS and eCommerce.
Pimcore is particularly suitable for companies with many products, complex catalogs or multiple channels and markets. The platform gives you complete freedom to customize data models, workflows and integrations to fit your business needs.
We recommend Pimcore because it:
- Is open source
- Provides full control over your data and structure
- Supports complex product catalogs and channel strategies
- Is 100% API-driven and can be integrated with ERP, webshop, CMS, etc.
- Makes it possible to bring together PIM, DAM and CMS in one platform
As a certified Pimcore Solution Partner, we have the necessary experience to tailor the solution; from data modeling and integration to support and further development.
Read more about Pimcore here ->
Do you want a PIM solution that creates value?
At itpilot, we help you confidently through the entire PIM process. We take responsibility for both the technology and the business, so you get a solution that is actually used and creates value.
Let's have a non-binding chat about your needs and possibilities. Call us on +45 87 25 07 87 or fill out the contact form and we will contact you as soon as possible.
