What are common problems during a PIM implementation?

The move to a Product Information Management (PIM) system is the path to e-commerce maturity for many wholesalers. However, implementation doesn't always go smoothly. The biggest challenges are often not technical but relate to processes, data quality, and human factors.

In this blog, we discuss the most common pitfalls and, more importantly, how to avoid them for a flawless start.

At a glance: The biggest PIM pitfalls

• Unclear responsibility: Who owns which data? 

• Polluted source data: The risk of "Garbage In, Garbage Out" due to fragmented sources. 

• Version control chaos: Working with outdated files and different versions of copy. 

• Underestimating time: Cleaning up data often takes more time than expected.

1. Unclear roles and responsibilities

A PIM system touches multiple departments: Purchasing, Marketing, and Sales. A common problem is that no clear 'data owner' is appointed. Who decides on the commercial product name? Who is responsible for the accuracy of technical specifications? Without clear agreements, data remains incomplete or systems contradict each other.

2. "Garbage In, Garbage Out": The trap of fragmented data

A PIM is meant to enrich data, not to mask a messy archive. The biggest culprit is often the proliferation of source files.

• Version Chaos: Often, different versions of product descriptions float around: the "final" version in Word, a shorter version in the ERP, and a modified variant in an old Excel list. Without central management, no one knows which text is correct.

• Outdated Uploads: It is common for outdated files or images that should have been replaced long ago to be accidentally uploaded during a migration.

• Inconsistent Units: In one file, dimensions are in centimeters; in another, they are in meters. If you adopt this blindly, your data will be useless for filters in a webshop. A thorough data audit before migration is therefore essential to determine which source is the 'Master'.

3. Underestimating the mountain of work

Moving from Excel to a PIM is the ideal time for a major cleanup. However, many organizations underestimate how much time it takes to check, enrich, and provide thousands of items with the right media. It is not a one-time export but a process of validation and refinement.

4. The solution: Start small and scale up

The most successful implementations start with a 'test import' of a small group of products. This allows you to check if the mapping is correct and if the data transfers properly to your webshop or app. Only when the foundation is 100% solid should you roll out the system to the full assortment.

"A PIM implementation only truly succeeds when the team understands that the system is there to help them, not to give them extra work. It's about creating clarity in the chaos, so that everyone dares to look at the product data with confidence again." - Wesley Regtuit, Business Line Manager at PLGGR.

Conclusion: Preparation is half the battle

Most problems during a PIM implementation can be avoided by looking critically at your current data and processes beforehand. By establishing responsibilities and taking the time for a clean migration, you lay a foundation you can build on for years.

Want to avoid common pitfalls during a PIM implementation?

Discover how our experts guide you through a flawless transition from Excel to a structured PIM system. Book a 20-minute demo call and together we will create a plan for your successful implementation.