Digital Asset Management Implementation: Best Practices to Follow
Companies around the world prefer digital asset management implementation for various purposes. This includes digital product asset storing, managing, and sharing in a safe & secure way. Also, DAM implementation helps business leaders to ease the digital rights management procedures over the product digital assets.
Introducing the DAM system will bring more quality to your business products along with creative automation, boosting business efficiency and creating an excellent content marketing strategy. However, the implementation of a DAM system is not an easy task. It involves a lot of challenges and struggles in the DAM implementation process.
This article covers the complete story of DAM along with the challenges involved during the DAM implementation process.
What is Digital Asset Management (DAM)?
The Digital Asset Management system is specially designed to store and manage all the digital assets of the products in a centralized storage location. The DAM solution allows both internal and external users to have controlled access to the stored product’s digital assets like photos, videos, audio, PPTs, documents and so.
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The ultimate goal of a Digital Asset Management system is to organize the product’s digital assets and to bring more value to the brand. A Digital Asset Management system with various features and functions offers more flexibility and agility for business growth.
Once the Digital Asset Management implementation is done, the system can be utilized by both internal and external users for the sake of the company’s growth.
For internal users like sales & marketing, IT & legal, and teams to build creative files, the Digital Asset Management system is a handy tool. It creates a collaborative work environment among the employees to complete a project effectively.
Similarly, for external users like agencies, and contractors & partners the Digital Asset Management system acts as a connecting bridge with the brands. With the Digital Asset Management system, product data or digital assets can be easily shared among external users by business leaders.
Moreover, the Digital Asset Management system allows external users to provide feedback on ongoing projects as well.
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The Advantages of Using Digital Asset Management Solutions
The Digital Asset Management system offers various benefits to companies. Organizations around the world use the Digital Asset Management system in a wide range of ways to drive more revenues.
The Digital Asset Management system helps organizations resonate with their loyal customers and strengthen brand perceptions among their target audience. If you want to spot the most common benefits provided by the Digital Asset Management system, well, this section will help you become aware of those.
Take a look over the most common benefits an organization can get through Digital Asset Management implementation.
The Digital Asset Management system is pretty useful for team members and external partners by allowing them to spot content for all products in a single, central location. Moreover, the Digital Asset Management system organizes the product content to perfection.
This allows the marketing team to create a more effective strategy to promote products. Having a Digital Asset Management system will make things much easier for a team or other department members to access the content.
Streamlining the process
Digital Asset Management software brings more collaboration among the team and departments to the project process. It shares the proof for a better workflow, collects feedback from every user, and gets approval from reviewers before introducing changes.
With all those features, the Digital Asset Management solution brings more efficiency and agility to the business operation. This paves the way for new creative production among the team members through cross-team collaboration.
The Digital Asset Management system allows its users to re-use the best-performing content for other relevant products. This saves a lot of time and other valuable resources.
Instead of providing just a complete picture of the available product content, Digital Asset Management systems enhance the value of assets by reusing or repurposing the existing content. This allows teams to build new assets by using an existing ones.
Brings more consistency
The Digital Asset Management system ensures brand consistency by allowing all team members to always make use of the same content.
The single and centralized content repository provided by the Digital Asset Management solution helps business leaders align brand guidelines and content. This ensures a cohesive brand message reaches every consumer through various touch points.
The DAM implementation allows business leaders to integrate various third-party tools and software for improving business operations. This gives more flexibility to the team to ease the complexity of routine work and deliver the best work.
Integrating various tools and software brings more efficiency and consistency to the business operation. This helps business stakeholders keep their content and data aligned across departments and channels.
The Digital Asset Management system includes more data analytics tools that help business leaders understand when and where their teammates should publish optimized content to reach a larger audience.
Moreover, the data analytics tools of the Digital Asset Management system allow teams to identify opportunities where they can re-use the best-performing content and save money and other valuable resources.
Better data governance
Content rights and content usage violations are the most vital things in today’s eCommerce market. To provide better protection for the content, the Digital Asset Management system offers data governance tools that allow administrators to gain full control over the assets.
With governance tools, administrators can easily track and monitor the files or assets being used after their distribution.
Friction-free content distribution
The DAM solution helps business stakeholders distribute high-quality product content among various departments in a faster and safer way. This enables both internal and external teams to instantly access quality content through a self-serve environment.
Moreover, a digital asset management implementation brings automation and enhances the content distribution process across channels.
Read Why Do You Need a Digital Asset Management Platform? to understand the significance, advantages, common issues & criteria related to Digital Asset Management. Ensure brand consistency by sharing the right asset on the right output channels using the Digital Asset Management solution.
How to Select the Best Digital Asset Management Solution?
Choosing the right Digital Asset Management solution will be overwhelming if you are unable to spot the features and functionalities of the available Digital Asset Management systems.
To make things much easier for you when choosing the right Digital Asset Management solution, here are a few lists of key considerations you should take into account.
Before picking Digital Asset Management software, business stakeholders must know how easy it will be for employees to learn the operations of the DAM system.
Also, you need to make sure the powerful Digital Asset Management system has an intuitive interface that allows all kinds of people to access it easily.
To speed up the business workflow, business leaders should have access to various tools and systems. A Digital Asset Management system with better integration features will allow leaders to integrate various useful tools and systems to improve productivity.
Configuring Digital Asset Management systems is a hectic process in which many organizations fail by preferring to configure the system on their own.
Though the configuration of the Digital Asset Management system is highly recommended to be carried out by professionals, you must ensure that the Digital Asset Management system is flexible enough to be configured on your own and easily adapted to the needs of your team and company.
Well, in today’s virtual business market, security is the primary and foremost thing on which every organization should focus. Check that the Digital Asset Management solution provider provides all necessary and up-to-date security measures to protect your digital assets.
The chosen Digital Asset Management provider shouldn’t hesitate to discuss the safety protocols and encryption techniques used in the software for data protection.
Apart from preferring trusted Digital Asset Management vendors, make sure the vendor provides seamless customer service and has a strong track record of Digital Asset Management services in the past.
Because Digital Asset Management is an ongoing process, you must work with Digital Asset Management providers who are experienced and provide excellent support.
Explore more about selecting the right Digital Asset Management platform by visiting A Brief About Digital Asset Management & Tips to Choose the Right One. Make the right choice for your brand that ensures delivering the expected output.
To learn about the highly trusted Digital Asset Management solution, must visit 11 Best Digital Asset Management that You Shouldn’t Miss to Use. The post will help you understand the capabilities and benefits of 11 different platforms.
8 Best Practices to Follow for Successful Digital Asset Management Implementation
Enterprise-wide implementation of Digital Asset Management software involves many challenging aspects. A company may face numerous challenges such as complexity, disruption, and resistance.
Many enterprises fail during the implementation stage of Digital Asset Management software. To avoid such a situation, business stakeholders need to follow best practices.
Here are a few lists of best practices that business stakeholders can follow to overcome the challenges involved in the digital asset management implementation stage and experience successful Digital Asset Management implementation.
1. Pick the right Digital Asset Management solution for your business
Selecting the right Digital Asset Management software for your business will deliver the best results. To select the right Digital Asset Management, you need to understand the requirements of your organization and pick the best software that suits them.
In general, Digital Asset Management software should have the capability to manage your existing business infrastructure and the digital assets of your organization.
Managing the digital assets of your company according to your workflow will help you understand your customers’ behavior and their needs. Once the Digital Asset Management system can assist you in spotting the user’s needs, you can easily define your business goals and streamline your business operations accordingly.
At the same time, make sure you have picked a Digital Asset Management system that supports cloud technologies so that you can easily scale up according to your business growth.
2. Establish a separate task force for implementing Digital Asset Management software
Business stakeholders must form a team that can tackle all the technical issues during the Digital Asset Management implementation process. In addition, the team has the responsibility of synchronizing the needs of the stakeholders with the project.
Most of the time, the project needs to revolve around the needs of the users, the IT department, and the requirements of the business head.
The newly created team for Digital Asset Management implementation must believe in the value they are going to create during the Digital Asset Management implementation process.
A team must be chosen by picking a champion from various departments, and the leader of the team must have full awareness of the operations involved in Digital Asset Management implementation.
3. Prioritizing the management activities
Business stakeholders need to work on two major issues before beginning the digital asset management implementation process.
The first and foremost thing would be identifying the critical challenges involved in Digital Asset Management implementation and finding solutions to address those.
Second, it is critical to identify the users who will benefit the most from implementing Digital Asset Management software. This will give you enough time to identify and address potential risks during the implementation process.
The next thing would be expanding the scope of Digital Asset Management implementation by including all other departments together. With that, you need to identify and prioritize the tasks involved in the implementation process, like choosing the internal systems that need to integrate with the system, etc.
4. Defining the roles of all Digital Asset Management users
The success of the Digital Asset Management implementation project largely depends on its users. To reap the benefits of Digital Asset Management, an organization’s Digital Asset Management system must meet user goals.
Because of that, business leaders should define the roles, responsibilities, and privileges of every Digital Asset Management user. In addition, Digital Asset Management users should be ready to participate or engage with the implementation and testing team. Also, they should be ready to streamline workflows and provide feedback.
Here are the few common roles offered to Digital Asset Management users:
Administrators of the Digital Asset Management system have maximum control over the operations and functions of the Digital Asset Management software.
Digital Asset Managers
Managers of Digital Asset Management systems act as custodians and do the operations of asset uploading, asset organizing, and managing metadata.
They are responsible for designing and developing functions to access digital assets, preview assets, and download assets.
Ordinary Digital Asset Management users are mostly other employees, like marketers, salespeople, and product teams, who need to access digital assets to do their routine jobs.
Normally, clients, vendors, and other professionals who are seeking permission to access digital assets are referred to as “guests.” They frequently express their opinions about digital assets and have limitations, such as only being able to view the product assets.
5. Prepare for systematic tool integrations
Digital Asset Management software acts as a single truth source of data for all organization’s digital assets, so integrating all the systems with the Digital Asset Management system becomes essential for better and smooth business operation.
Furthermore, integrating Digital Asset Management software with all existing systems and third-party software will increase system efficiency.
The following are the five most common and important systems that should be integrated with the Digital Asset Management system.
- Cloud storage
- Digital Commerce Platform (eCommerce)
- Content Management System (CMS)
- Product information management (PIM) system
- Other essential business operational tools
6. Proper training for employees
Whenever an organization implements new software or systems, employees should have enough knowledge to adapt to the changes.
For this, an organization should have a proper change management system that empowers employees to adapt to the changes brought about by the new systems in the work process.
To create such awareness among the employees, companies should identify the lists of changes going to be introduced by the new system and train employees accordingly before the implementation process.
By doing so, organizations can leverage the new systems to improve business operations.
Here are the things business stakeholders can do before implementing Digital Asset Management software.
- Utilize the vendor’s demo video and training material for their products.
- Provide appropriate learning sessions through courses for all Digital Asset Management users.
- Identify Digital Asset Management power users and provide advanced training to them.
7. Establishing rules and details to streamline the operations
Once all the basics are covered perfectly for Digital Asset Management implementation, an organization should focus on organizing its digital assets.
For better organization of the product’s digital assets, companies should set rules and other details regarding how Digital Asset Management software should handle the digital assets.
Here are a few lists of rules that every company should introduce to the system before implementing Digital Asset Management software.
- Define metadata for all the products so that they can be easily spotted.
- Have better governance policies to reduce the complexity of taxonomy.
- Categories your products and cluster the essential metadata that suits well for each category.
- Establish a review and testing process for the digital assets to ensure their accuracy and consistency.
8. Observe, analyze, and improvise
To leverage the full benefits of Digital Asset Management, organizations should not stop with successful digital asset management implementation. Business stakeholders need to observe, analyze, and improvise the implemented Digital Asset Management system according to business requirements and evolving market conditions.
Identifying all the metrics related to Digital Asset Management operations, like the number of users who have accessed the Digital Asset Management system, the number of digital assets downloaded, the number of searches made on specific products’ assets, and so on, will help stakeholders understand the functioning of the system and set benchmarks for the business goal.
A periodic review of the Digital Asset Management software using available Digital Asset Management analytics will help business leaders understand the workflow. Moreover, they can get an idea of how to optimize the workflow for improving productivity.
Implementing a Digital Asset Management system is always a difficult task with numerous challenges, which frequently leads to project failure.
However, by following all those above-mentioned best practices, business leaders can overcome all those challenges and experience better operation along with increased productivity through the Digital Asset Management system.
Business stakeholders can find various predefined templates and platform guides for the successful Digital Asset Management implementation.
By following the lists of best practices mentioned in this article, the Digital Asset Management implementation process will become simple and easy. Also, you don’t need to spend on established templates for implementing Digital Asset Management.