Companies struggling to keep up with booming digital content should look to invest in digital asset management (DAM) to streamline projects and boost communication, according to a recent whitepaper from Canto, a provider of DAM solutions.
Cloud-based DAM systems are designed to automate the organization of digital assets by storing them in a central location, making it easier to retrieve the necessary files whenever and wherever.
The whitepaper outlines four key areas to focus on for those looking to implement a new DAM system to help simplify and streamline projects:
1) Preparing for DAM
The first step in successful DAM is understanding the needs and expectations of those in the company to develop a coherent concept. It is worth considering the use of digital assets and workflow requirements within the company to determine the right type of management system.
The people who work with DAM software are vital for project success. It can be a great investment when company personnel are all involved. After all, a DAM system is only as good as those using it.
DAM is still a relatively new concept and it’s worth addressing any concerns people may have early on. If key individuals don’t use the system when it goes live it could result in others choosing not to either. Most of the worries people often have with the software are answered through demonstrative results.
2) Forming your team
Bringing together participants from different departments in the company can boost the success of DAM projects. It’s important to note that some departments, such as marketing, design and photography are often more responsive to new software compared to sales and accounting who tend to be more hesitant.
The system requires minimal IT involvement to implement but it’s worth leaning on the teams expertise at the start to help determine the technical requirements the project will need, such as security, expandability, scalability and integration with other business services.
The next step is to assign responsibility for specific project aspects. This includes working out who should be able to make changes to the system, who handles the technical support and who will serve as a person of contact. Assigning areas of responsibility can strengthen the team’s commitment to the introduction of the DAM system and will reduce the workload for the person in charge.
The DAM team should understand the company needs but they can sometimes fail to relate this information to the software itself. This is where consulting with an external advisor before implementing a DAM system can help.
3) From concept to realization
Once the DAM team has been formed and a trustworthy advisor is on board, it is time to develop a comprehensive structure for the management system. Collaborate with the advisor to map out workflows and business processes to determine how the software can best benefit the company.
Optimization is an integral part to the structuring process. The cloud solution should work seamlessly for all users and deliver consistent performance.
Future planning is an important step in executing successful DAM. The content of DAM systems will grow significantly over time and it is worth ensuring it will be able to handle the growing workload, additional users and be able to integrate successfully with other software without causing disruption.
Getting buy-in from the company’s management is “essentially important” to the success of the DAM system too, as it encourages others to take the project seriously. The manager of the system should be a decision-maker who can explain the benefits of the system to other employees.
4) Purchasing the right software
Before purchasing DAM software, an advisor can help estimate costs ahead of time and differentiate those incurred for the initial system and what future budgets will need to cover.
There are different DAM solutions to consider, such as local, hosted, software as a service (SaaS) and open source. Various factors will determine which version will suit best. Businesses should consider their security, global distribution, company policies, integrations and budget requirements before purchasing DAM software.
Regularly evaluating the DAM’s performance will help with consistency, as well as development and progression. It’s a long-term project that requires support from all teams.