Who should be in your PIM team?

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Who should be in your PIM team?

The best result for managing your data comes from the perfect interaction between the right PIM software and the right personnel.

Bringing your PIM team together is a crucial step for the success of a PIM. Even before the PIM implementation, you should identify who is responsible for its maintenance.

A PIM implementation in your company includes a combination of the following points:


  • Employees
  • Data
  • Processes
  • Systems


You are about to introduce PIM and still have a lot of questions. No problem! We would like to resolve your biggest question marks regarding this issue. To find out who should be in your PIM team, you first need to identify and understand your current process.

For this purpose we have put together something for you. The first two important points that need to be clarified are the following:


1. Identify relevant internal areas and databases


This is where you should identify and examine your internal processes. This includes the following questions:


  • Where does the data come from? (Supplier?)
  • Who procures the data?
  • Where is the data currently maintained?
  • Who maintains the data?
  • Where is this data use/utilized.
  • Will more data be needed in the future?


A sketch of the current data flow can help to clarify such questions.


2. Identifying the media assets

  • Will more media be needed or is it already available?
  • How many different images are available?


You have analyzed your business processes and clarified all open questions. By answering the above questions, you have certainly found out that the development, marketing and sales departments are each responsible for a certain part of the product data.

A successful PIM implementation requires that you carefully select and bring together the members of the future PIM team. But always remember – too many cooks spoil the broth.

Experience has shown that the following people together form an efficient PIM team:



1. Product Manager and Category Manager

As product managers, product/category managers know the special features of the product. From specifications to customer feedback and customer preferences. They have a comprehensive overview of the entire product journey and are therefore an important part of the PIM introduction.


2. Catalogue Manager

Catalogue Managers interact with product information on a daily basis and thus gain a comprehensive and complete knowledge of the architecture of the products and offers in the range. In most e-commerce environments, a Catalog Manager is responsible for providing sales offers such as the summer catalog or winter catalog, making him or her an important link between product, sales and marketing.

Catalog Managers also tend to become familiar with content such as names, data types and the related information. They are therefore a definite must-have in any PIM team, as they are a big asset when it comes to accuracy, relevance and completeness of data.


3. Suppliers and procurement teams

A PIM is only as good as the data it contains. Much of this data comes from suppliers and is also made available in various formats and ways. Among others, the most common B2B catalog or product data formats are the following: e.g. CSV, XLSX, XML, BMEcat.

Keep an eye on the catalog team restructuring these formats as needed and try to involve the procurement team or the supplier itself in this restructuring.  This way you can be aware of the differences and take them into account. Successful integration of external supplier data is a determining factor for the efficiency of the PIM system.


4. Product development

For manufacturing companies, it is definitely a great advantage if employees from the product development team attend your meeting. Products developed in-house pass through various stages until completion. This information is collected in a product lifecycle management tool. The technical information from the PLM tool (such as length, height, width, technical product description, weight, and so on) can be beneficial for your product data model and data structuring.

Product development team members know the initial product information, its specification, and the creation process better than other departments. Therefore, it is a definite must-have for manufacturing companies to have a product development team member in the PIM team.


5. Sales staff

Sales representatives often have contact with the customer and therefore know what questions the customers ask about the products offered. This can help you in the design of product information. Sales employees are familiar with the customer’s requests and wishes and help to provide relevant information in the right places so that the customer can find it quickly.


6. Marketing staff

In addition to sales staff, catalogue managers and product managers, it is equally important to involve members of the marketing team. These often have a direct line to the e-commerce shop/platform and create print or online catalogues and probably currently maintain product data in Excel/CSV spreadsheets, databases and/or other systems in a cumbersome way.

These employees have the best overview of how quickly a product can be placed on the market. They know the e-commerce processes and also know what is being enriched or what is missing for the individual processes in terms of product data.

The marketing employees collect all product data and enrich it with images and additional information. These employees are responsible for the SEA among other things and bring valuable SEO experience with them.

Due to deep experience, marketing staff are key players in your future PIM landscape.


7. IT experts

Last but definitely not least, the IT experts. What is a PIM implementation without an IT team? Simply put… a disaster.  Your IT experts will not directly handle product data or similar in the business process, but the process for the transfer of data and its results must be clear to the IT staff.

The IT staff will be responsible for the setup and installation. Here it is important that you involve both internal IT staff and, should you need help, external IT experts. The internal IT staff will have an overview of the existing system infrastructure and processes. The external IT experts have an overview of the new system (new infrastructure/PIM) and its processes.

These have to be linked to old or new processes without much effort or impact. Get help from experienced PIM and IT experts to make this as smooth as possible.

Our tip: Among other things, it is also helpful to invite other departments or teams, such as customer service or the legal department, to join in at the beginning. Brainstorming is your best friend in the beginning.

So, these are the key players of your PIM team. We hope that we could clear up the big question marks. If you still have any questions or tips, please let us know. The next part of our PIM series is: The roles and workflows within the PIM team.

Now you too can take control of your data and implement a structured and centralized PIM. Contact us – we look forward to hearing from you.

You have not yet decided on a PIM and need more information about the 6 most important and indispensable PIM functions?

Then go this way.  LINK

You would like to know what a PIM is and have questions about PIM? Then you can read our article 6 Reasons for a PIM or write us an email with your request. We will get back to you as soon as possible.