Why a PIM system alone will not solve your product data problem.

When organisations launch a PIM project, they often take their first close look at their actual product data. They quickly discover just how complex that data is. Information typically originates from a fragmented range of sources:

• Supplier Excel files
• PDF specification sheets
• ERP exports
• Legacy product catalogues
• Disconnected image and media files

Every supplier uses a different data structure. Fields have inconsistent names, specifications are described differently, and information is frequently incomplete.

Before this data is even usable within Product Information Management, it must be:

• Cleansed
• Structured
• Validated
• Enriched

In many organisations, this work is still performed manually, creating a significant barrier to efficiency.

What is the main problem when implementing a PIM platform?

The biggest challenge is often failing to address data quality and lacking defined processes. A PIM platform can only be effective if it is fed with clean, structured data and if there are clear responsibilities for ongoing data management.

Is a PIM platform a one-time investment?

No, a PIM platform represents a continuous investment in both technology and organisational alignment. Success requires ongoing data quality checks, process optimisation, and adapting to new industry standards and integration needs.

In our discussions with customers, we often see that the bulk of the workload is not in managing data once it is in the system, but in processing information before it gets there.

Teams spend a vast amount of time:

• Copying and pasting product information
• Mapping disparate fields
• Correcting errors
• Sourcing missing data attributes

When product catalogues are small, this process might seem manageable. However, as an organisation scales, it becomes a structural bottleneck that slows down the entire business.

Consider an organisation adding one thousand new products per year. If it takes just fifteen minutes to process each item, that is two hundred and fifty hours of manual work annually. That equates to more than six full working weeks spent solely on data entry. And that does not include:

• Corrections
• Updates
• Translations
• Channel-specific adjustments

For larger organisations, these numbers escalate rapidly. We often see teams spending more and more time on data maintenance even as the market demands faster launch cycles.

The result:

• Product launches take weeks or months
• Information is inconsistent across sales channels
• Teams are tethered to Excel
• International expansion becomes a logistical nightmare

Ultimately, product data becomes a handbrake on growth.

A PIM platform can solve many of these issues, but only if the data entering it is well-organised. A PIM platform helps you manage and distribute information, but it cannot automatically fix how that data arrives in the first place.

If product information still requires manual processing before it reaches the PIM, a large part of the original problem remains. True efficiency is only achieved when you automate the entire product data flow, not just the central management of it.

Organisations that successfully scale their product data look beyond simple software implementation. They build a complete product data infrastructure based on three key pillars.

1. Automate product data onboarding

Data from suppliers and other sources is automatically imported and structured. This removes the vast majority of repetitive manual tasks. Onboard suppliers more efficiently to clear the path.

2. Centralise product data

With a PIM platform, information is managed in one place. Teams work from a single, governed source of truth.

3. Distribute product data

Information is automatically published to various channels. Online stores, marketplaces, and partners always receive consistent, high-quality content. Explore how to reach More sales channels.

When these three steps align, a truly scalable product data environment is born.

Forward-thinking organisations recognise that product data is not just an operational task; it is a fundamental part of their digital infrastructure. Just as ERP systems structure business processes and CRM systems centralise customer data, product data forms the basis for e-commerce, marketing, and international expansion.

Companies that Control over product data can launch products faster, respond better to market opportunities, and collaborate more effectively with partners. But this does not start with choosing a platform: it starts with solving the fundamental issue of how data enters your organisation.

Many organisations start a PIM project because their current data management is not scalable. However, the real challenge is rarely the software itself. The bottleneck lies in the process: how data is handled before it reaches the system.

As long as information requires manual processing, inefficiency will persist. This is why more organisations are shifting their focus from just PIM to the entire product data flow. This is where the greatest gains are found.

Do you want to know where your organisation stands and how to prepare for scalable product data?

Request a demo and discover how Less manual work can accelerate your processes.

More on the PIM product data problem

In practice, addressing the PIM product data problem ensures that information becomes available faster and more consistently. By putting this challenge at the heart of your strategy, you reduce the risk of errors and accelerate your time-to-market. A well-considered approach makes your organisation scalable and future-proof. Start small, build your foundation, and you will find that a structured workflow pays dividends as your assortment grows.