17.03.2025 | BJÖRN BAYARD
Every company that offers products needs data for the development, marketing, and sale of those products. Marketing does not work without the relevant information and media content such as product images and videos. Logistics, for example, is also dependent on the relevant product information.
There are various options for managing and maintaining all this product data and making it available to all relevant recipients, communication channels, and downstream systems. These options include special product information management (PIM) systems on the one hand and spreadsheet programs such as Excel, which are still very widely used, on the other.
17.03.2025 | BJÖRN BAYARD
Every company that offers products needs data for the development, marketing, and sale of those products. Marketing does not work without the relevant information and media content such as product images and videos. Logistics, for example, is also dependent on the relevant product information.
There are various options for managing and maintaining all this product data and making it available to all relevant recipients, communication channels, and downstream systems. These options include special product information management (PIM) systems on the one hand and spreadsheet programs such as Excel, which are still very widely used, on the other.
Product data management in a reality check: has Excel already won?
In fact, it appears as though Excel is outpacing all other tools – and not just for PIM systems. Many companies still maintain their customer or supplier data in Excel spreadsheets. It usually takes years for a company to finally decide to switch to a professional software tool. But is this really necessary?
Product data management in a reality check: has Excel already won?
In fact, it appears as though Excel is outpacing all other tools – and not just for PIM systems. Many companies still maintain their customer or supplier data in Excel spreadsheets. It usually takes years for a company to finally decide to switch to a professional software tool. But is this really necessary?
The advantages of Excel...
One thing is quite clear: Excel has numerous advantages, which are the main reason why many companies continue to rely on the program. One major advantage is certainly its widespread use – just about every company uses Excel, which means that the exchange of Excel spreadsheets is completely problem-free. Data recipients can open the files and read, understand, and use the information directly. In addition, the files can be easily shared with others via e-mail or data exchange platforms.
This is also due to the system’s ease of use and the fact that no specialised knowledge is required. Of course, a lot is also possible with Excel, and with a certain amount of expertise, complex calculations can be carried out and complex relationships mapped. However, the basic functions are absolutely sufficient for most data management requirements and can be understood by anyone.
The advantages of Excel...
One thing is quite clear: Excel has numerous advantages, which are the main reason why many companies continue to rely on the program. One major advantage is certainly its widespread use – just about every company uses Excel, which means that the exchange of Excel spreadsheets is completely problem-free. Data recipients can open the files and read, understand, and use the information directly. In addition, the files can be easily shared with others via e-mail or data exchange platforms.
This is also due to the system’s ease of use and the fact that no specialised knowledge is required. Of course, a lot is also possible with Excel, and with a certain amount of expertise, complex calculations can be carried out and complex relationships mapped. However, the basic functions are absolutely sufficient for most data management requirements and can be understood by anyone.
...and its disadvantages
As attractive as Excel’s ease of use and universal application may seem, in modern business life and especially in the complex data exchange processes between trade and industry, the disadvantages of the program outweigh the advantages:
Inefficient data processes
Filling in product data sheets manually takes a lot of time and resources.
Poor data quality
Manual data entry also harbours a high risk of errors, which has a negative impact on the quality of the product data.
Duplicates and unclear versioning
Excel files are not suitable for managing such centralised information as product data, as users tend to make copies of the files, save them locally, and continue to maintain them in different versions. In the end, nobody knows which information is up to date and which is outdated.
As a result, not only is data exchange between manufacturers and trading partners inefficient and time-consuming, but data quality also becomes a problem and, in the worst case, puts a strain on the partner relationship. In this blog article, we have summarised what data quality actually means in the context of industry and retail.
...and its disadvantages
As attractive as Excel’s ease of use and universal application may seem, in modern business life and especially in the complex data exchange processes between trade and industry, the disadvantages of the program outweigh the advantages:
Inefficient data processes
Filling in product data sheets manually takes a lot of time and resources.
Poor data quality
Manual data entry also harbours a high risk of errors, which has a negative impact on the quality of the product data.
Duplicates and unclear versioning
Excel files are not suitable for managing such centralised information as product data, as users tend to make copies of the files, save them locally, and continue to maintain them in different versions. In the end, nobody knows which information is up to date and which is outdated.
As a result, not only is data exchange between manufacturers and trading partners inefficient and time-consuming, but data quality also becomes a problem and, in the worst case, puts a strain on the partner relationship. In this blog article, we have summarised what data quality actually means in the context of industry and retail.
PIM: The basis for sustainable digitalisation
A modern and scalable PIM system not only helps to overcome these challenges but also offers a whole range of other benefits for both brands and retailers. You can find a more detailed article on this topic here.
As a central data hub, PIM ensures effective and fast data processes, from onboarding and enrichment with additional product information such as classification standards to the syndication of product content to the various output channels. Thanks to media-neutral data storage, these channels can be all kinds of receiving systems, platforms, and tools, such as online shops, online marketplaces, supplier portals, global data pools, or even your own communication channels.
Most modern PIM systems now also have numerous automated functions that, for example, help to automatically validate the quality of data records or enrich data with relevant product classifications. The systems therefore provide the perfect foundation for sustainable optimisation of data quality.
PIM: The basis for sustainable digitalisation
A modern and scalable PIM system not only helps to overcome these challenges but also offers a whole range of other benefits for both brands and retailers. You can find a more detailed article on this topic here.
As a central data hub, PIM ensures effective and fast data processes, from onboarding and enrichment with additional product information such as classification standards to the syndication of product content to the various output channels. Thanks to media-neutral data storage, these channels can be all kinds of receiving systems, platforms, and tools, such as online shops, online marketplaces, supplier portals, global data pools, or even your own communication channels.
Most modern PIM systems now also have numerous automated functions that, for example, help to automatically validate the quality of data records or enrich data with relevant product classifications. The systems therefore provide the perfect foundation for sustainable optimisation of data quality.
One step ahead with product content management
In addition to pure PIM systems, there are also comprehensive End-to-End Product Content Lifecycle Management Solutions such as BYRD, which bundle, automate, and optimise all communication-relevant data processes. Product data is merged with the appropriate digital content from digital asset management (DAM) and combined into channel-specific product content.
Integrated templates and links to relevant retail sites also facilitate the brand-compliant filling of product detail pages, and automated syndication processes forward quality-assured product data directly to the retail site for fast and effective go-to-market.
One step ahead with product content management
In addition to pure PIM systems, there are also comprehensive End-to-End Product Content Lifecycle Management Solutions such as BYRD, which bundle, automate, and optimise all communication-relevant data processes. Product data is merged with the appropriate digital content from digital asset management (DAM) and combined into channel-specific product content.
Integrated templates and links to relevant retail sites also facilitate the brand-compliant filling of product detail pages, and automated syndication processes forward quality-assured product data directly to the retail site for fast and effective go-to-market.
Are you ready for a new PIM system?
Kind regards – Your Björn Bayard