How to Implement a PIM System: The 2025 Enterprise Guide

What is PIM Implementation?

PIM implementation involves more than setting up new software—it reshapes your product information ecosystem to drive business growth. By implementing PIM, your team can collect, enrich, and distribute product data efficiently across multiple channels.

PIM enables digital transformation and ensures omnichannel readiness, helping your business meet growing customer expectations across ecommerce platforms, marketplaces, and physical stores.

Want the basics first? Explore our PIM 101: Essential Guide or learn more about what PIM is.

PIM Readiness Checklist: 7 Must-Have Components

Before you start, use this PIM implementation guide to assess your readiness:

1. Confirm Executive Sponsorship

Get buy-in from senior leadership by linking PIM to strategic outcomes—revenue growth, faster launches, and fewer product returns.

2. Assemble a Cross-Functional Team

Bring together IT, marketing, eCommerce, and operations to align priorities and define ownership.

3. Audit Your Current Data Ecosystem

Identify data sources, owners, gaps, and redundancies. Use this audit to guide your implementation strategy.

4. Map Integration Requirements

Document the platforms your PIM must connect with—ERP, DAM, eCommerce tools—and outline the data flow between them.

5. Define an ROI Framework

Establish measurable outcomes, such as content reuse, error reduction, and time-to-market.

6. Create a Change Management Plan

Prepare teams for new workflows. Plan onboarding, internal communications, and training resources.

7. Plan a Phased Rollout

Start with high-value categories or regions. Test, optimize, and scale from there.

For a deeper dive into this process, see our Pimberly Implementation Process.

Step-by-Step PIM Implementation Plan

Follow these eight enterprise-focused steps to implement your PIM system with confidence:

1. Secure Leadership Buy-In & Budget

Communicate PIM’s strategic impact to the C-suite. Use performance-driven language, backed by projected ROI and competitive advantage.

Reference: eCommerce 101 for Executives

2. Conduct a Comprehensive Data Audit

Review current product data. Cleanse it, structure it, and define a consistent taxonomy. Clarify ownership and assign responsibility.

3. Design a Governance Framework

Establish rules for data entry, enrichment, approval, and publishing. Apply governance models like RACI to ensure accountability.

Learn more in our Product Information Management guide.

4. Configure Your PIM-DAM Ecosystem

Integrate your PIM with your Digital Asset Management (DAM) system to connect rich media with product records.

Read more about Digital Asset Management Solutions
Discover why PIM needs DAM

5. Execute a Phased Data Migration

Start with small, manageable product segments. Map and validate data before moving it into the PIM. Run systems in parallel to ensure stability.

6. Integrate with Your Tech Stack

Connect the PIM with your ERP, eCommerce, CRM, and marketing platforms using an API-first approach.

7. Train and Transition Teams

Create training programs for each user group. Use role-based access and tailor onboarding by department.

8. Launch and Optimize

Monitor system adoption and performance. Track KPIs like time-to-market and content accuracy. Use feedback to improve continuously.

Tutorial

Here is an example of an implementation process where the example brand is also leveraging Azure. Here, we’ve provided a step-by-step tutorial guide on how brands utilizing Azure can easily implement a PIM solution:

1.     Configuring PIM in Azure AD

To configure successful PIM implementation for the first time, you will require Global Admin privileges in Microsoft Azure. You will need a permit to utilize PIM when you first configure it for data migration. The Azure Portal will verify your tenant’s status when you go to Privileged Identity Management > Consent to PIM. After that, you can click the Consent button to start the procedure.

2.     Protecting Privileged Azure AD Roles

Click the Signup button to register for Azure AD Privileged Identity Management for Azure AD Directory Roles. Once the integration between PIM and Azure AD Directory Roles has been enabled, you can begin setting up the service for the Office 365 Admin Roles.

A different view, Group > Role view, allows all Role Groups to be inspected collectively inside Azure AD Privileged Access Management > Azure AD Roles > Members.

In addition to simply requiring users to activate their access when required, you can apply additional protection such as enforcing MFA. To configure these settings, navigate to Azure AD Privileged Access Management > Azure AD Roles > Settings. From the main window select Roles and then the role you are looking to configure settings for, i.e. Exchange Administrator. From here you can select the following:

• Activation duration: Customize the length of time the activation of administrative roles lasts. The default duration is 1 hour but can be increased up to 72 hours.
• Notifications: Enable email notifications to members of the Privileged Role Administrator and Security Administrator groups when a user activates the admin role.
• Incident/Request ticket: Require users to provide a ticket/request number aligned with their requirement for the admin role.
• Multi-Factor Authentication: Require users to provide MFA after activating the role.
• Require Approval: Specifies whether a member of the Privileged Role Administrators or Security Administrators group is required to approve the activation.

7 PIM Implementation Best Practices for 2025

Use these actionable best practices to improve your implementation success:

1. Start with high-value product categories

2. Automate data validation checks at input

3. Maintain legacy systems during transition

4. Centralize digital assets in a unified hub

5. Design exception handling workflows for incomplete data

6. Hold bi-weekly stakeholder reviews to track progress

7. Measure time-to-market before and after launch

Avoiding Common PIM Implementation Pitfalls

Prevent these common issues by taking proactive steps:

Tracking ROI is essential—not just to justify the initial investment in a PIM system, but to guide optimization efforts over time. A successful implementation should deliver measurable gains across your operations, marketing, and customer experience functions.

To demonstrate the value of your PIM system, measure results across key performance indicators:

• 30% faster time-to-market

• 25% fewer product returns

• 40% increase in content reuse

Use our PIM ROI Calculator to forecast and track these metrics.

PIM Implementation Guide

You might run into issues with data inconsistencies, onboarding users who are not technical, and managing the several stakeholders engaged in the process when using PIM. You may overcome these obstacles and ensure a successful PIM installation by collaborating closely with PIM system implementation partners.

When you implement product information management plan and select the appropriate PIM implementation solution, you may greatly improve your product data management, increasing sales and improving return on investment. Consider that since every company is different, the PIM implementation procedure will vary according to your particular requirements and objectives. Take this guidance as an introduction and modify it to fit your needs and those of your business.

Bottom line

Product information management implementation is helpful for the expansion of the business in all directions, facilitates flawless process execution, helps business managers overcome conventional obstacles, and permits the successful application of cutting-edge technology and contemporary business practices. PIM Implementation Plan is a component of managing products & business with comfort and excellence. Contact us at Pimberly, to avail the best PIM system in town.

Ready to Transform Your Product Ecosystem?

When you implement PIM the right way, you do more than centralize data—you empower teams, reduce operational friction, and accelerate growth.

QA and End-to-End Testing: Performance, working, and integration testing are all included, and the resolution process is effectively managed with tracking tools in this part.

Data Conversion: Digital assets, reference data, and datasets are prepared and migrated into the PIM system.

Training: To ensure optimal usage of the PIM implementation, PIM experts provide thorough training to all users and project participants.

Hyper-care: This ensures a successful PIM installation, with bug repairs, data cleanup processes, and user training.