What is Product Information Management Software?

It's a digital world out there, so businesses are constantly seeking ways to streamline operations for maximum efficiency. Product Information Management (PIM) software is a powerful solution that helps businesses centralize, organize, and distribute information across various channels.

Having a centralized dashboard to manage products, communications, and other digital assets is a game changer for a business of any size, whether its small and medium businesses or an enterprise organization. The right PIM helps brands manage digital data, but it also stores data in a centralized repository so it's always accessible.

In the retail industry, PIM empowers businesses to distribute assets quickly, so on trend products are sold when they're still hot. The end result? Retail teams can increase sales with reduced employee headcount for maximum ROI.

This article explores the fundamental aspects of PIM software and how it can help businesses refine their operational processes. We'll also look at some key features, benefits, potential issues, and its role within the broader ecommerce software ecosystem.

What is Product Information Management Software?

Product Information Management (PIM) serves as an intelligent data hub where business users can manage all of the product information within an organization. It's a centralized repository that stores and organizes product information and adheres to data standards. This data includes product attributes, specifications, images, videos, pricing, and more.

Information Management (PIM) software keeps product information consistent, accurate, and up-to-date across multiple platforms. So businesses can deliver the seamless and coherent experience that customers expect. It also enables teams to get their product to consumer in a fraction of the time.

One of the key objectives of Product Information Management (PIM) is to overcome the challenges associated with managing a vast and ever-growing product catalog. A comprehensive, scalable inventory management system is crucial as businesses expand their product offerings and explore multiple channels.

What is an Example of a PIM?

Information management systems vary significantly by industry, business size, and solution provider. Several great examples of PIM software exist in the market, each with unique features and functionalities specific to the customers they serve.

Let's explore three leading examples: Akeneo, Surefront and inRiver.

Akeneo:

Akeneo is an open-source product information management system. It has a comprehensive set of features that support efficient product information management. Akeneo facilitates data import and export, data quality management, product catalogs for digital commerce, asset management, and channel syndication.

With its flexible architecture and customization options, Akeneo caters to the diverse needs of small and medium businesses, across various industries. Akeneo helps a wide range of teams keep product data up to date across platforms. Akeneo has a free version with a free trial.

Surefront:

Surefront is a leading PIM software solution that focuses on enabling seamless collaboration between retailers, suppliers, and sales teams. It offers extensive capabilities for managing product information, allowing businesses to streamline communication, enhance data accuracy, and accelerate decision-making.

Surefront's collaborative features, such as real-time chat, category management, task management, and workflow automation, make it a standout solution provider. Surefront's low price point and 10X ROI guarantee set it apart from industry competitors. Surefront PIM has a free version that offers a 30 day Try It Free.

Surefront's PIM software is unified with Product Lifecycle Management (PLM) and Customer Relationship Management (CRM) solutions as a part of Surefront's unified product collaboration platform. Surefront PIM software has a complex yet flexible product model which can create unlimited number of User Defined Fields (UDFs) for any category, making it compatible to any IT infrastructure. This is largely why Surefront can be deployed swiftly in a month or two instead of the typical 6-12 month integration.

inRiver:

inRiver is a PIM tool known for its specialization in product information modeling, usage data enrichment, collaboration, and digital data syndication. It provides businesses with tools to create structured product information models, define relationships between products, collaborate with internal and external stakeholders, and distribute enriched product data sheets across various sales channels.

inRiver's information management features promote cross-functional collaboration and enable efficient product data management. Like Surefront, inRiver enables internal and external communication on a user friendly interface.

These examples highlight the diversity and versatility of PIM software in addressing the specific needs of different businesses. Whether it's an open-source solution like Akeneo, a collaborative retail platform like Surefront, or specialized PIM software like inRiver, businesses have a range of options to choose from based on their requirements and objectives. inRiver does not have a free version.

How is Product Information Management (PIM) Used ?

Product Information Management (PIM) serves a multitude of purposes and plays a vital role in managing product data throughout its lifecycle.

Here are some key uses for PIM software:

Product data enrichment:

PIM software lets businesses enrich product information with additional details, such as product descriptions, emotional data, specifications, images, videos, translations, and localized content. This ensures that customers have access to comprehensive, accurate, and relevant product information.

Consistent cross-channel experiences:

PIM software lets businesses distribute consistent product data across various sales channels, such as all sales and ecommerce channels, websites, marketplaces, social and other digital media platforms, print catalogs, and more. Maintaining consistency across channels can help businesses build trust, reduce customer confusion, and enhance the overall customer experience.

Workflow management and collaboration:

A PIM solution facilitates collaboration among teams involved in product management. It provides workflow management capabilities, allowing different team members to contribute, review, approve, and publish product information. This collaboration streamlines the process and ensures that accurate and high-quality data is available for distribution.

Localization and globalization:

For businesses operating in multiple regions and catering to diverse markets, PIM software simplifies the localization and globalization of product information. It helps businesses manage different language versions, commerce websites, regional variations, and localized content, so product information is always relevant and resonates with target audiences.

What are Some Common Features of Product Information Management Software?

Product Information Management PIM has various features to streamline operational processes and enhance business processes.

Here are some common features found in product information management (PIM):

Data import/export:

A PIM solution allows businesses to import and manage data from diverse sources, such as ERP systems, spreadsheets, databases, or other external systems. It also facilitates data export to different channels in various formats for seamless data synchronization.

Data quality management:

Information Management (PIM) software helps maintain data integrity and accuracy by providing tools for data validation, cleansing, normalization, and standardization. So product information is consistent, complete, and free of errors, for improved customer trust and operational efficiency.

Catalog management:

A PIM enables businesses to create and manage product catalogs, organize products into categories, assign attributes and specifications, define relationships between products, and maintain a structured and hierarchical view of the product catalog. This is great for organizations and retail businesses that operate across multiple ecommerce websites or online marketplaces.

Digital asset management:

Many PIM solutions incorporate digital asset management capabilities, so businesses can store, organize, and manage product-related assets. These assets include images, videos, documents, and other media files. This simplifies asset management, enhances content enrichment, and ensures that the right assets are associated with the corresponding products.

Channel syndication:

PIM software provides mechanisms to distribute product information to multiple sales channels, such as ecommerce platforms, marketplaces, social media channels, print catalogs, and more. It ensures consistent and accurate product data across all distribution channels to reduce manual effort and minimize errors in data syndication.

Versioning and history tracking:

PIM solutions often include versioning and history tracking features that let businesses track changes made to product information over time. This way businesses can review and revert to previous versions if needed to ensure the transparency and traceability of data modifications.

What Are the Benefits and Potential Issues of Using PIM Software?

Implementing Product Information Management (PIM) software brings several benefits to businesses. However, PIM isn't a magic wand that streamlines everything (you need a unified collaboration platform for that)! It is essential for business owners to consider potential challenges, as well as the benefits, to get a 360-degree view of the impact a PIM will have on their bottom line.

Let's start with the good part. Benefits of using PIM solutions include:

Enhanced data accuracy:

A PIM system acts as a single source of truth for product information. It reduces errors and discrepancies that arise when managing product data across multiple systems or spreadsheets. Ensuring data accuracy helps businesses to improve operational efficiency, increase sales, and build customer trust.

Improved efficiency and productivity:

PIM software automates the manual tasks associated with managing product data, freeing up time and resources for more strategic activities. It eliminates redundant data entry, simplifies data updates, and streamlines data distribution, ultimately improving overall productivity.

Faster time-to-market:

PIM software lets businesses quickly update and publish product information across various sales and marketing channels. This agile sales layer results in faster time-to-market for new products, promotions, and updates, giving businesses a competitive edge.

Consistent customer experiences:

PIM software helps maintain consistent and accurate product information across multiple channels. This consistency ensures that customers receive the same product details, pricing, and availability, regardless of the channel they choose to engage with. Consistency in customer experiences fosters trust, reduces confusion, and enhances brand perception.

What to Look Out for When Adopting PIM Tools

Machine learning can't solve everything... yet. Doing a bit of research on the front end can save teams costly issues down the line.

So let's take a look at some potential issues associated with using PIM software:

Implementation complexity:

Implementing PIM tools can be a complex process. This is especially true for large organizations with intricate product structures, multiple users and diverse data sources. It requires careful planning, data mapping, data governance and integration with existing systems.

However, these challenges can be effectively managed with proper implementation strategies, a user friendly interface, and support from the PIM vendor.

Data migration challenges:

Migrating existing product data into the PIM system can be a significant undertaking. It involves mapping data from various sources to the new PIM structure, cleansing and validating data, and ensuring data integrity during the migration process. Adequate planning, data preparation, feed management, and testing are essential to mitigate potential issues during data migration.

User adoption and training:

Introducing new software requires user adoption and training efforts. Employees need to be familiarized with the system's functionalities, workflows, and best practices to maximize its benefits. Organizations should invest in comprehensive training programs and change management initiatives to ensure the smooth adoption and effective utilization of their new PIM software.

PIM Helps Manage Sales Channels in Retail

Product Information Management (PIM) has widespread functionalities across various industries. But it plays a crucial role in the communication-heavy retail industry, particularly when managing multiple channels.

Here's how:

1. Centralized Data Repository: PIM software provides a centralized location for all product data, which can include descriptions, pricing, associated images, and more. This centralization makes it way easier to manage product information across various channels, which helps to ensure data consistency.

2. Automation and Efficiency: A PIM system can automatically disseminate product information to different channels, reducing manual efforts and the potential for human error. They can also easily update product information across all channels when changes are made, increasing operational efficiency.

3. Enhanced Customer Experience: By ensuring product information is consistent and accurate across all channels, PIM software can help improve the customer experience. Customers will get the same product details whether they're shopping online, in-store, or via a mobile app, which helps to build trust and loyalty.

4. Simplified Channel Expansion: With a PIM system, adding a new sales channel is usually pretty straightforward, since the product information is already centralized and formatted for distribution. This simplifies the process of expanding into new markets or platforms.

5. Data Quality Control: PIM systems often include tools for validating data quality, such as detecting incomplete product stories or inconsistencies. So, customers can always trust the data they see. This helps maintain a high-quality customer experience across all sales platforms.

6. Customization for Different Channels: PIMs often allow for customization of product data for different channels. For example, the description used on an e-commerce website might need to be different from what is used on a mobile app. This flexibility allows retailers to optimize product information for each channel.

7. Efficient Product Launch: PIM tools can help to coordinate product launches across all channels, so all product information goes live at the right time. This can streamline the launch process and help to maximize the product's initial impact on the market––and getting on-trend products to market is critical in retail.

A PIM tool can significantly reduce the complexity of managing product information across numerous retail channels, while simultaneously improving operational efficiency. It helps modern brands and retailers to deliver the customized experience that modern shoppers expect.

Other Types of Ecommerce Software

Running ecommerce businesses may not be easy, but it's necessary. PIM software focuses specifically on managing product information. Fortunately, online sellers can use a bevy of other types of ecommerce software and other systems to enhance their online operations in arenas not addressed by PIM.

Lets take a look at some third party software that can help e commerce websites excel:

Ecommerce platforms:

Ecommerce platforms provide the infrastructure for building and managing online stores and e commerce websites. They have features like product catalog management, shopping cart functionality, payment processing, order management, and customer interaction tools. Examples include: Shopify, Magento, WooCommerce, and BigCommerce.

Content management systems (CMS):

CMS platforms let businesses create and manage website content more efficiently. They offer features for creating product pages, blog posts, landing pages, and other marketing materials. Well-known CMS platforms include: WordPress, Drupal, and Joomla.

Customer relationship management (CRM):

CRM software helps businesses manage customer interactions, track sales opportunities, and analyze customer data. It enables organizations to nurture customer relationships, improve customer service, and drive sales. Popular CRM solutions include: Salesforce, HubSpot, and Surefront.

Digital asset management (DAM):

DAM software allows businesses to store, organize, and distribute digital assets such as images, videos, documents, and multimedia files. It streamlines asset management, ensures proper usage rights, and enhances content. Examples of DAM software include Adobe Experience Manager, Bynder, and Widen.

Product Information Management (PIM) software gives businesses -- particularly retail businesses -- the software supercharge they need to effectively manage product data in today's ecommerce landscape. By centralizing and streamlining product information, a retailer can enhance customer experiences, improve operational efficiency, and drive sales.

Despite potential challenges, the benefits of implementing PIM software outweigh the difficulties. Where else can you find enhanced data accuracy across digital channels, improved efficiency, and consistent cross-channel experiences?

When combined with other tools like ecommerce platforms, CMS, CRM, and DAM, PIM software forms a comprehensive ecosystem that empowers businesses to thrive in the digital era.

PIM for Digital Asset Management in Retail

Whether one is an online retailer selling on hundreds of marketplaces, or a mom and pop shop in a small town, a PIM can help to streamline the process of data asset management (DAM).

Product Information Management (PIM) can help retailers achieve:

1. Consistency Across Channels:

   In today's retail environment, customers often interact with retailers across multiple platforms - online, mobile, in-store, social media, etc. Establishing data governance is essential. A product information management system ensures that product information is consistent across all these channels, while providing a unified shopping experience.

2. Operational Efficiency:

   Managing product information can be a complex task, especially for businesses with large product ranges or those selling across multiple channels. PIM systems streamline this process, reducing manual work and the potential for errors, thus increasing operational efficiency.

3. Data Quality:

   PIMs often include tools for checking and ensuring the quality of product data. Digital asset management gives retailers confidence that their product information is accurate and complete, reducing the risk of customer dissatisfaction or returns due to incorrect product information.

4. Speed to Market:

   With a PIM, new products can be introduced to the market more quickly. Information only needs to be entered once and can then be disseminated across all channels simultaneously, ensuring a coordinated and efficient product launch.

5. Personalization:

   PIMs can enable greater personalization by ensuring that all product information is readily available for segmentation and targeting purposes. This can lead to more effective marketing and a better experience for customers.

6. Scalability:

   A PIM system allows for easy scaling of product offerings and sales channels. Whether you're expanding your product range or starting to sell through a new channel, a PIM makes the process straightforward by providing a central hub for all product information.

7. Compliance:

   For certain industries, it is crucial to comply with various regulations regarding product information. A PIM can help ensure this compliance by maintaining accurate and comprehensive records.

8. Improved Decision Making:

   By centralizing product data, a PIM provides a comprehensive overview of a retailer's product range. This can assist in decision-making processes, from product development to sales and marketing strategies.

A strong PIM is crucial for teams that need to manage the complexity of today's retail environment. It ensures that customers have a positive and consistent experience, no matter how or where they choose to shop.

Closing Thoughts

You don’t want your data to be siloed. Your company’s IT tech stack shouldn’t operate in a vacuum, either. Surefront is a Unified Product Collaboration Platform to power growth and ROI. Our patented PIM, CRM, and PLM solutions streamline the omni channel sales, merchandising and product development processes. By combining these essential functionalities, Surefront creates a single source of truth throughout your product lifecycle, sales and listing processes. 

The results? Up to 150% more revenue per employee and a 40% shorter product development cycle is just the beginning. Try our 10x ROI calculator to see your company’s potential profits. Or, skip the noise and book a custom demo with one of our unified product collaboration management experts today. The retail industry evolves quickly and has a lot of moving parts. We do all of the research, so you don’t have to. Stay ahead of market fluctuations, trends and new features by subscribing to our Unified Product Collaboration Management Blog.