THE DAM DECISION TOOLKIT [CHECKLIST, PROGRESS TRACKER, PRICING CALCULATOR] The ultimate guide to help you find the right digital asset management solution. v1.2-08-27-2014
Contents Introduction Where to Start DAM Decision Checklist Progress Tracker Price Comparison Calculator Closing More DAM Resources 03 04 06 13 14 15 16 2
Introduction You ve taken the plunge. You re searching for a digital asset management (DAM) solution. The task can be confusing, daunting, and overwhelming. That s why we ve created the DAM Decision Toolkit a group of select resources from Widen to help keep your DAM project on track. Every DAM initiative starts with a problem that needs solving. That problem isn t a creative problem, marketing problem, or IT problem. It s a business problem and the better you are at defining that problem up front, the easier it will be to find a right-fit DAM solution that meets your needs. There are four phases in the search for a DAM solution, each outlined in the sections that follow. We ll look at these phases in the context of a timeline by segmenting them into three periods: Prior to the search During the search After the search So, what are you waiting for? Let s get started! 3
Where to Start Are you new to DAM and just getting started with your search? Or, are you using a DAM solution, but looking for a different one? Your knowledge of DAM will determine what path to follow, so read the options below and choose which way to go. 1. INTRODUCTORY PATH The introductory path is for those who have recently been introduced to the world of digital asset management. They have not implemented a DAM solution before and are getting familiar with key concepts in DAM, such as: What DAM is and is not What DAM can do for your business/dam return on investment (ROI) The different kinds of DAM solutions available 2. EXPERIENCED PATH The experienced path is for those already familiar with digital asset management. They have either implemented a DAM solution before or were part of a DAM initiative in the past. Their search for a DAM solution would be focused on activities, such as: The business requirements for a different DAM solution and how to meet them Auditing the existing DAM solution and workflow process Comparing desired features in the DAM solutions of choice 4
INTRODUCTORY INTRODUCTORY Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE
DAM Decision Checklist INTRODUCTORY DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE Prior Prior to the Search It s tempting to jump right in and look for a DAM system without much preparation. But DAM systems aren t always apples to apples, so it s important to do your research and have a strategy in place before you shop around. One of the first things to do is look at how you re handling your assets today. What problem(s) are you trying to solve with a DAM solution? What kinds of digital assets do you have and how many? (Video, audio, photos, logos, PDFs, PPT, InDesign, etc.) Who should have access to your digital assets? What does your current workflow look like? THINGS TO DO: Conduct DAM strategy to identify goals and distill business requirements Review the way you currently organize assets Read papers, reports, and articles about DAM Attend DAM conferences THINGS TO CONSIDER: Redundancies in your current workflow User wants and needs System structure and metadata Cloud-based vs. installed DAM solutions External resources to facilitate strategy TIP: Think through your business goals, then make sure your requirements for a DAM solution help you achieve them. 6
DAM Decision Checklist INTRODUCTORY DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE During During the Search You ve got a strategy in place and a better idea of what s involved in implementing a DAM system. It s time to elevate that learning and start talking. Talk to industry experts, other DAM users, and your internal team. Sharing insights and information from the strategy and research phases (phases 1 and 2) will help make your business case for DAM, get others engaged in the process, and gain buy in from your team for the right DAM solution. TIP: The earlier you assign a DAM champion for your project, the better. This person will be instrumental in moving decisions forward and owning the DAM solution once it goes live. THINGS TO DO: Talk to industry experts and other DAM users Calculate the ROI on DAM for your business Assign a DAM champion Prepare and present your case for DAM Make sure your team is aligned Narrow your top three DAM solutions and compare using demos, sandboxes, and pilots THINGS TO CONSIDER: Best practices for DAM The range of DAM solutions available A DAM champion who understands technology A dedicated decision-making team User adoption and potential cultural roadblocks External resources to help with the business case 7
DAM Decision Checklist INTRODUCTORY DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE After After the Search is Complete Congratulations! You re ready to choose a DAM solution. And if you ve followed the steps in this guide, it will be a solution that s the right fit for your brand, business, and culture. That doesn t mean your work is done. In fact, everything that comes after the search is equally as important from managing your DAM solution, to training users, to keeping it current and making sure it s usable. After all, assets are only valuable if they re used. The people behind the DAM solution and their ability to support you in the setup, launch, and ongoing growth of your DAM system will be critical to your success. THINGS TO DO: Review and analyze the DAM solutions you ve demoed against your business requirements Choose and implement your DAM solution Create a roadmap for implementation and beyond Launch your solution to your user base THINGS TO CONSIDER: Customer experience, training, and support Features, functionality, and cost Internal/external resources to admin the solution Do a beta program with select users first Branded training and branded DAM guides TIP: Choose a DAM solution not only for features and functionality, but also for the support behind the solution. 8
EXPERIENCED EXPERIENCED Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE
DAM Decision Checklist EXPERIENCED DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE Prior Prior to the Search If you re familiar with digital asset management, you may already know what kind of solutions are out there and what methods you prefer. Still, you ll benefit from getting reacquainted with a marketplace that is rapidly changing and DAM offerings that focus on different aspects of the marketing and creative spectrum. Ask yourself these important questions: What problem(s) do you need to solve with a DAM system? What digital assets do you have and how do you identify, organize, and describe them? How do your users think about your assets and how do they want to interact with them? THINGS TO DO: Conduct DAM strategy to identify goals and business requirements Do an audit of current DAM process/solution Read the latest industry reports about DAM Interview the key users of your DAM solution THINGS TO CONSIDER: Areas to improve in current DAM processes Define user wants and needs System structure and metadata Cloud-based vs. installed DAM solutions External resources to facilitate strategy TIP: Think about the strengths of your current DAM processes and leverage them with a new DAM solution. 10
DAM Decision Checklist EXPERIENCED DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE During During the Search You ve identified the areas to improve with your current processes. You ve researched solutions and talked to your users. You understand what kind of return people want from the investment. Now, share your learnings with others in the selection process. Gain consensus with key people first and bring the rest on board later. Your key influencers will identify potential roadblocks and align next steps to move things forward. A central player on your team will be the global admin. They will manage your DAM solution and should be detail oriented, familiar with the inner workings of your organization, and familiar with technology. TIP: Get buy in from decision makers early in the process. This will ensure team alignment and save you time. THINGS TO DO: Calculate the ROI on DAM for your business Assign a DAM champion Prepare and present your case for DAM Make sure your team is aligned Narrow your choice for a DAM solution and compare using demos, sandboxes, and pilots THINGS TO CONSIDER: Best practices for DAM Weigh choice solutions against business goals A DAM champion who understands technology A dedicated decision-making team A DAM solution your culture can embrace External resources to help with the business case 11
DAM Decision Checklist EXPERIENCED DAM Phase 1: Phase 2: Phase 3: Phase 4: STRATEGIZE RESEARCH JUSTIFY EVALUATE After After the Search is Complete Congratulations! You re ready to choose a DAM solution. And if you ve followed the steps in this guide, it will be the right fit for your brand, business, and culture. That doesn t mean your work is done. In fact, everything after the search is equally important from managing your solution, to training users, to keeping it current and making sure it s used. The people behind the DAM solution and their ability to support you in the setup, launch, and ongoing growth of your solution will be critical to its long-term success. TIP: Brand your DAM experience as your own. Publish a user guide, a publisher s guide, and an admin guide that spell out the specifics of your DAM. THINGS TO DO: Review and analyze the DAM solutions you ve demoed against your business requirements Choose and implement your DAM solution Create a roadmap for implementation and beyond Launch your solution to your user base THINGS TO CONSIDER: Customer experience, training, and support Features, functionality, and cost Internal/external resources to admin the solution A launch beta program Branded training and branded DAM guides Admin consulting 12
Progress Worksheet This worksheet serves as a record of your progress towards a DAM solution. The process can take weeks or sometimes months, so keeping track of what you ve done will prove helpful. Click here to download a copy of the DAM Solution Progress Tracker. 13
Price Comparison Calculator This document is designed to help you compare pricing and hidden costs as you receive estimates from different DAM solution providers. Click here to download a copy of the DAM Price Comparison Calculator. 14
Closing We hope this toolkit puts a framework around the search for a DAM solution with a process you can follow from beginning to end. If you d like to learn how Widen can help you reach your business goals for digital asset management, request a consultation with one of our DAM advisors or contact us at marketing@widen.com. If you d like to see a demo of our DAM software solution, you can see a DAM demo now. About Widen Widen is a marketing technology company that powers the content that builds your brand. Leveraging cloud-based resources, Widen delivers configurable, scalable software services that help marketing and creative teams easily capture, organize, share, and analyze marketing content. Organizations of all sizes use the Widen Media Collective to streamline their workflows and make their content work harder. Widen is trusted across various industries by hundreds of thousands of users worldwide like LG, Roche, Trek, Cornell University, New Orleans Tourism Marketing, The Atlanta Falcons, Red Gold Tomatoes, Electrolux, and Yankee Candle. To learn more about Widen, go to www.widen.com. TO LEARN MORE ABOUT WIDEN AND OUR DAM SOLUTION: www.widen.com blog.widen.com twitter.com/widenenterprise Linkedin.com/company/widen-enterprises facebook.com/widen www.widenusersummit.com 15
More DAM Resources www.digitalassetmanagement.com www.capterra.com www.realstorygroup.com/research/dam www.cmswire.com www.damfoundation.org www.createasphere.com www.henrystewartconferences.com/dam 16