Phase 1: Challenge identification
The first step in implementing a PIM solution is perhaps a no-brainer.
But it involves actually experiencing challenges and bottle-neck issues with your current ways of managing your products and their corresponding product data.
These experiences often lead to the realization that there might be a better way.
Through our extensive experience with PIM, we have identified 3 typical categories that all bottle-neck issues typically fall under. Here they are:
When product information is scattered across multiple systems (e.g., CRM, ERP, spreadsheets), it can become difficult to get a unified overview of your data.
This is called data silos, and it’s basically when your product data is defined across multiple places and not in one unified place, which is what we call a single source of truth.
This fragmentation can lead to inconsistencies in product descriptions, pricing or specifications.
What’s even worse is that data silos are very difficult to maintain and keep updated. They come with a lot of wasted time, that could have been spent otherwise. Which leads us to the next challenge.. 👇
Find yourself copying and pasting product data repeatedly between systems or sending around spreadsheet files for each round of edits?
This often leads to multiple versions in circulation and wasted time. You’re definitely not alone—it's a common issue.
Inefficient workflows not only waste time but also complicate onboarding new team members due to the lack of clarity and excessive repetitive tasks.
Integrating tools like Chat GPT into workflows has helped some businesses generate first drafts of product descriptions, but it still involves tedious back-and-forth between product edit pages and AI tools.
Imagine having AI capabilities, like those in Chat GPT, directly within your product editing environment, eliminating the need for constant switching and further reducing repetitive tasks.
Shameless plug: This is what AI Assistant does right inside Struct PIM 😎
Many businesses started without e-commerce primarily in mind, relying on ERP systems or even spreadsheets for product data management.
Unfortunately, these tools struggle with complex, multidimensional product data, often requiring extensive coding or workarounds.
This leads to inefficiencies, maintenance challenges, and increased dependency on specific developers to manage these workarounds.
Identifying the underlying issues and challenges in your current product management workflows is the first step in realizing that a PIM solution might be necessary.
Additionally, understanding these bottlenecks helps pinpoint the features required in a future PIM solution.
Phase 2: Vetting process
When selecting a PIM system, carefully evaluate the available options to ensure the chosen PIM system meets your specific needs. However, with numerous PIM solutions, it is crucial to understand the key criteria that will determine the best fit for your business.
Think of it like this: Choosing the right PIM is like finding the perfect pair of shoes. It needs to fit just right—not too tight, not too loose.
Below are some factors to consider in the vetting process, which can guide you in making the final decision. 

Understanding how each potential PIM solution performs on each of these factors will help you choose the one that best aligns with your business needs.
How customizable is the PIM? Does it support complex data models and product variations?
Assess whether the PIM allows for adjustments to fit your specific business needs.
The ability to customize fields, workflows, and user interfaces ensures the system can adapt as your business evolves, providing long-term value.
Does the PIM integrate seamlessly with your existing systems (ERP, e-commerce platform, marketing tools, etc.)?
Does it come with a built-in Rest API? Evaluate the ease and reliability of connecting the PIM with your current tech stack.
Seamless integrations help streamline processes and eliminate data silos, making your operations more efficient.
Does the PIM offer automation for repetitive tasks and workflows to save time and reduce errors?
Does it have AI technology embedded? Consider how automation can improve your team’s efficiency by reducing manual tasks and the risk of human error.
AI-driven features can further enhance this by providing intelligent product descriptions and content suggestions and automating complex data processes.
How effectively does the PIM manage and organize product data? Is it capable of handling bulk and mass editing efficiently?
Look at how the system supports the organization, updating, and enrichment of large volumes of data.
Effective data management tools are crucial for maintaining accuracy and consistency, which are key to a successful PIM implementation.
Does it provide features to enhance collaboration among teams, such as task management, user assignments, and comment history?
Strong collaboration features ensure that different teams can work together seamlessly, with clear communication and visibility into ongoing tasks.
This fosters teamwork and improves project outcomes.
Is it possible for you to manage access and permissions with full detail?
Detailed permissions management allows you to control who has access to what information, ensuring data security and compliance with internal policies.
This is particularly important for businesses handling sensitive or regulated data.
Can the PIM system scale alongside your business as you grow and increase the amount of product data?
Assess the system’s ability to handle increasing volumes of data and users without compromising performance.
A scalable PIM ensures that your investment remains viable as your business expands.
Does it offer comprehensive reporting and customizable dashboards to track data and other key metrics?
Robust reporting and analytics tools allow you to gain insights into your product data and workflows, helping you make informed decisions.
Customizable dashboards enable you to focus on the metrics that matter most to your business.
What kind of support does the vendor provide?
Are there regular updates and improvements to the PIM? Evaluate the level of ongoing support, including technical assistance and access to updates.
Regular updates and a responsive support team ensure that the PIM remains secure, functional, and aligned with your evolving needs.
Is the PIM solution cost-effective? When evaluating cost, it’s crucial to consider all potential sources of expenses, not just the initial purchase price. This includes:
Licensing fees: The ongoing cost of using the software.
Implementation costs: Expenses associated with setting up the system, including customization and integration.
Training and onboarding: The cost of training your team to effectively use the PIM system.
Maintenance and support: Fees for regular maintenance, updates, and access to customer support.
Scalability costs: Potential costs for scaling the system as your business grows, such as additional licenses or increased storage.
Opportunity cost: Consider the long-term ROI by comparing the cost of the PIM solution against the efficiencies and revenue gains it may bring.
By considering all these factors, you can get a clearer picture of the true cost-effectiveness of the PIM solution.
How long does it take to implement the PIM? When considering implementation time, it’s important to factor in not just the total duration but also the complexity of the setup process.
Key considerations include:
Resource availability: Ensure that your internal teams and the implementation partner have the necessary time and skills available to dedicate to the project.
Phased vs. full rollout: Decide whether a phased implementation might be more manageable and less disruptive than a full-scale launch.
Customization needs: Highly customized solutions may require longer implementation times, so it’s crucial to balance your specific requirements with the desired timeline.
Testing and iteration: Allow sufficient time for testing and making adjustments to ensure the system meets all your needs before going live.
By keeping these factors in mind, you can better plan and manage the implementation process, ensuring a smoother and more efficient transition.
Does the vendor provide support for onboarding new users? Effective user training and onboarding are crucial for maximizing the value of your PIM solution.
Consider the quality and availability of training resources, such as tutorials, documentation, and live support.
Additionally, assess whether the vendor offers tailored onboarding sessions to help your team quickly become proficient with the system, ensuring a smooth transition and quicker adoption across your organization.
At Struct PIM, we’re confident that our solution excels in all the key areas of your vetting process.
Designed for ease of use, flexibility, and seamless integration, Struct PIM is built to handle complex data needs while offering robust automation and collaboration tools.
With strong scalability, detailed reporting, and dedicated support, Struct PIM is a solution you can trust to grow with your business.
We believe it’s the perfect fit for those seeking a reliable, efficient, and future-proof PIM system.
As you continue through the roadmap outlined in this blog post, you'll see how Struct PIM is uniquely equipped to guide you through each phase, ensuring a successful and smooth implementation process.
Phase 3: Partner selection
After a lengthy vetting process, you finally reach the partner selection phase.
A few things to keep in mind here.
Struct PIM is a well-documented and relatively easy-to-work-with PIM solution that is accessible to most skilled e-commerce developers.
So, whether you have skilled in-house developers or perhaps already have a preferred e-commerce development agency that you’d like to take on the implementation, it’s definitely doable.
However, joining forces with a qualified Struct PIM implementation partner is a crucial step to ensuring a smooth process. Since the Struct PIM partner is already familiar with the implementation process.
Luckily, more and more e-commerce agencies are turning to Struct PIM as a preferred PIM technology of choice.
Each year, we continue to crank out an increasing number of Struct PIM experts through our training and qualification modules.
So chances are that your preferred agency is actually already a qualified Struct PIM partner.
Another helpful vetting criteria is industry experience as it’s a sign of a partner that is well equipped to understand the intricacies of your particular industry.
If the thought of another selection process seems daunting, don’t worry—we're here to help.
We can connect you with a few qualified Struct PIM partner agencies, that all are pre-vetted, trained and skilled with Struct PIM.
This way you can choose the agency you have the best gut feeling about.
Phase 4: Data model assessment
Once you’ve chosen a partner to work with on the implementation of Struct PIM, the real fun starts!
We’ll start by analyzing your product data needs and setting the foundation for the implementation.
This is a highly iterative process, where we’ll continuously refine and adjust as we encounter new insights and challenges, ensuring everything is perfectly tailored to your business needs.
We typically divide this phase into the following two stages:
Data workshop
This stage might not be standard for all PIM vendors, but at Struct PIM, we always conduct a data workshop at this point in the process.
The data workshop involves a day or two of intensive brainstorming, where key members of your team, your Struct PIM partner, and our architects come together to thoroughly understand your business needs.
The goal is to map out your product data landscape and ensure every aspect is aligned, paving the way for a smoother implementation.
We highly recommend this collaborative workshop to lay the foundation for a successful PIM implementation, ensuring that no stone is left unturned.
Proof of Concept (POC)
The next step is to bring your product data to life by building a proof of concept.
The Struct PIM partner, together with our Struct PIM architects, will create an initial configuration that serves as a starting point for the actual implementation phase.
This "Proof of Concept" allows you to test the system before committing to a full-scale implementation.
Also, it serves as the foundation for the actual implementation, giving us a head start.
Phase 5: PIM implementation
With the pre-implementation groundwork complete, the actual implementation phase is where your PIM system takes shape.
Building on the initial configuration from the Proof of Concept, your implementation partner customizes and expands the setup to align with the needs established in the data workshop.
This includes configuration of your current data models and integration with existing systems.
During this phase, testing and feedback ensure that the setup meets expectations.
This process is still iterative and allows for adjustments and fine-tuning, ensuring the flexibility of the system.
Phase 6: Launch
In this phase, your PIM evolves from a development project into a powerful tool that will drive your business's future success and scale with your growth.
The launch phase typically unfolds in two key stages:
Internal launch
This stage focuses on onboarding your team, providing thorough training to ensure they are proficient in using Struct PIM.
It's about equipping your staff with the knowledge and confidence needed to leverage the system effectively.
External launch
Here, the attention shifts to the live environment as the actual data flow is switched to and from Struct PIM.
This stage marks the transition of your PIM from behind-the-scenes preparation to a fully integrated, operational tool that supports your business in real time.
Conclusion
Implementing a PIM solution can indeed seem like a daunting task, but the rewards far outweigh the challenges when approached strategically.
This blog post has walked you through the typical PIM implementation roadmap, providing clarity on each phase — from identifying challenges to the final launch.
While every business has its unique complexities, understanding the common hurdles and the steps involved in the implementation process can significantly ease the journey.
By carefully assessing your current product data management issues, thoroughly vetting potential PIM systems, and selecting the right implementation partner, you can set your business up for success.
Remember, the key to a smooth PIM implementation lies in meticulous planning, ongoing collaboration, and flexibility to adapt as you go.
With the right PIM solution in place, your business will be better equipped to handle growth, streamline operations, and maintain a competitive edge in the market.