Why you need a PIM and why that need is a big deal

Many businesses face this kind of chaos without openly discussing it. Often, they attempt to manage with outdated methods, hoping the inconsistencies go unnoticed by their customers. Unfortunately, these issues rarely stay hidden.

If your organization is battling inconsistencies, inefficiencies, or scaling difficulties when it comes to product data, implementing PIM might be the answer you’ve been searching for.

As of 2024, more than 11,000 companies are utilizing one or more types of PIM solutions (Source: 6sense). They make a significant difference by saving time, improving accuracy, and reducing stress. 

Here, our goal is to explain why businesses need PIM systems. But is the title truly revealing their potential? We want you to understand the full picture – not just the problems PIM software solves and the scenarios where it is essential, but also the alternatives, and common pitfalls. Let’s dive in.

A brief introduction to PIM systems and what they actually do

A Product Information Management (PIM) system is a software solution designed to centralize, organize, and enrich all product data. Businesses use PIM tools to manage:

• Product names, descriptions, and specifications
• Variants (e.g., sizes, colors, weights)
• Images, videos, documents (icluding guides, certificates, and manuals)
• Marketing content
• Translations for international markets
• Pricing*

*Find out what pricing information to store in your PIM by reading more here.

The true value of a PIM lies in its ability to synchronize information across all platforms, ensuring data consistency and reducing manual workloads.

Whether you’re managing hundreds or millions of SKUs, coordinating product launches, or updating information across your e-commerce platforms and catalogs, a PIM tool acts as the single source of truth for your entire product data ecosystem.

Alternatives tried before PIM systems. What have businesses used instead?

Before investing in a PIM tool, many businesses try other approaches. Unfortunately, this often creates a cycle of recurring problems. Let’s explore these options and their limitations:

A) Spreadsheets

• Pros: Free, simple to start with.
• Cons: Difficult to manage at scale, prone to human errors, and impossible to automate. Spreadsheets fail when product catalogs grow.

B) ERP systems

• Pros: Enterprise Resource Planning tools store product data alongside inventory and financials.
• Cons: They’re not designed for detailed product enrichment, media management, or omnichannel distribution.

Learn all the details by visiting our article.

C) Custom in-house solutions

• Pros: Tailored to your specific needs.
• Cons: Expensive, time-consuming to develop, and hard to scale or integrate with modern tools.

D) Hybrid systems (Combining data from multiple locations and formats)

• Pros: A low-cost solution that bridges gaps between systems.
• Cons: Lack of a relational structure, making it challenging to manage consistency, automate processes, or scale effectively. Difficult data synchronization across platforms.

These solutions might work temporarily. Growing organizations quickly realize they need a dedicated PIM solution to handle this complexity.

The critical problems that PIM solves

While many businesses rely on manual spreadsheets or scattered databases to manage product data, these traditional methods fall short in addressing key challenges:

1. Disorganized product data and inaccuracies in multichannel sales

Managing product data manually often leads to inconsistencies, outdated information, and errors. A PIM system centralizes all product details in one place:

• PIM offers tools to standardize and validate your product information, ensuring accuracy, consistency, and completeness.
• Product titles, descriptions, images, and attributes are free from duplication.
• Updates are automatically distributed and reflected across all sales channels in real-time.
• Product data is formatted to match the specific standards of each platform.
• Teams work with the most current data, improving collaboration.

2. Time-consuming data entry and updates

Before PIM, businesses often struggled with inefficiency. Teams exchange numerous back-and-forth messages just to confirm basic details. Hours are wasted re-entering data into various systems, and launching a new product takes far longer than it should – sometimes weeks.

With PIM software:

• Bulk updates are simplified, saving hours of work.
• Automation reduces repetitive manual tasks, increasing productivity.
• New product onboarding happens faster with pre-defined templates.

3. Lack of scalability for growing product catalogs

Scaling means more products, more channels, and bigger challenges. 

When you add more products to your catalog and move into new markets, traditional tools like spreadsheets become impractical. Clear, accurate data is crucial at this stage.

PIM solutions scale with your business by handling large volumes of data, making business growth and expansion easier to achieve, without increasing complexity.

4. Poor customer experience

Many businesses didn’t see the value of a PIM until their product data errors cost them a key client. Inaccurate or incomplete product information can frustrate customers.

A PIM system prevents outdated or incorrect information from reaching customers, which could otherwise lead to dissatisfaction. It ensures your customers always receive up-to-date product details, improving conversions.

Thanks to the PIM tool, customers can access rich product details, including descriptions, specifications, images, videos, and other multimedia content that help them better understand products. They feel confident about a product, so they are more likely to complete a purchase.

How do you know if your business needs a PIM? Ask yourself these questions

If you’re unsure about adopting a PIM, here are some questions to think about:

1. How many SKUs do you manage? Is the number growing?

2. Do you sell products across multiple channels (e.g., eCommerce, marketplaces, brick-and-mortar)?

3. Are you relying on spreadsheets for product data management?

4. Does your team spend much time searching for or updating product information?

5. Have you experienced errors in product listings or specifications?

6. Are you planning to expand your product catalog or enter new markets?

7. Have customers or partners ever complained about incorrect product information?

8. Are you required to work with several teams to gather all the necessary information about a product?

If your answers to these questions are mostly yes, it’s a good sign that a PIM solution could be highly beneficial for you.

Popular product information management tools and what to look for when selecting

Leading PIM systems include:

• Akeneo [Schedule a free demo]
• Pimcore [Schedule a free demo]
• Ergonode
• inriver
• Salsify
• Plytix
• PIMworks
• Sales Layer

With several PIM tools available, when evaluating a PIM solution, consider factors such as:

Feature set: How does it help with automating and streamlining product data tasks? Does it allow for handling media, making bulk changes, or validating data?

Cost: How much does it cost to implement and maintain the PIM solution? Can the free plan deliver all the functionality you need, or do you need to invest in a paid plan immediately?

Customization: Can the solution be tailored to your business workflows and processes? What level of customization does it offer?

Scalability: Can it handle growing product catalog and business needs?

Integration capabilities: Is it simple to connect with your current ERP system, e-commerce platform, or internal tools?

Ease of use: Is the system intuitive and user-friendly for your team?

Common PIM implementation challenges. Watch out for these pitfalls

While PIM systems offer undeniable benefits, it’s important to acknowledge potential pitfalls:

Underestimating data cleanup – Migrating disorganized product data from various data sources to a PIM requires time and effort. Organizations often underestimate the preparation required.

Choosing the wrong tool for your business model – The market is filled with various PIMs, offering diverse features and price points. Think carefully about immediate requirements and future aspirations. 

Our Akeneo vs Pimcore comparison highlights which one is better suited for various business scenarios. Check out here.

Poor user adoption and lack of training – If teams aren’t trained properly, they may resist using the PIM system.

The solution? To avoid these issues, work with an experienced implementation partner who can guide you through data preparation, choosing the right PIM system, and training.

​​Are you looking for PIM implementation services and a reliable partner? We bring years of expertise in deploying PIM solutions for manufacturers, retailers, and distributors, like ZARYS, Emotivo, and Canpol.

Stop managing product chaos – Start growing your business

Product data chaos doesn’t fix itself.

By addressing common challenges, delivering on your business desires, and replacing ineffective alternatives, PIM systems empower teams to work more efficiently.

A PIM won’t just save you time – it will help you grow. Faster launches. Happier customers. Fewer errors. That’s the kind of progress every business needs.

The cost of not adopting a PIM system is not just operational inefficiency but also lost revenue and competitive disadvantage.

Businesses turn to PIM solutions because they hit a breaking point. Maybe you’re there. Maybe you’re close. Either way, a PIM helps you:

• Reduce launch times from weeks to days.
• Eliminate costly errors by replacing spreadsheets.
• Expand to new markets and platforms.
• Build trust with customers (accurate data = fewer complaints).
• Increase conversions after fixing inconsistent details about your products.

Need help with PIM? See how PIM simplifies data management. Book a tailored presentation and talk to our experts now. Take the first step toward better data management today!