Why Quick, One-Size-Fits-All DAM Deployments Aren't the Answer

In the fast-paced digital world, most software boasts of time savings, and for digital asset management (DAM) solutions, the promise of a quick deployment can be enticing. Vendors tout ready-made solutions, promising streamlined workflows and instant results. But the truth is, organization-wide DAM deployments are complicated, featuring a complex landscape of decisions, workflows and integrations that demand careful navigation and strategic planning.

DAM is not a one-size-fits-all solution. It's a multifaceted ecosystem that requires thorough consideration and meticulous attention to detail and planning. Rushing the deployment process can lead to costly mistakes and inefficiencies that can haunt your organization for years to come.

So, what are the key considerations that organizations should take the time to figure out before diving headfirst into a DAM deployment? Let's break it down:

• Understand Your Needs: You would be surprised how many organizations that launch an RFP for a DAM solution that seem to not truly understand the problem they’re trying to solve with a DAM.
  
  
• Understanding Metadata Fields: Metadata is the lifeblood of a DAM system, enabling efficient search and retrieval of assets. Yes, AI tagging tools can help alleviate the burden of having to manually tag every asset, but a well thought out taxonomy is critical to your organization’s long-term success. Take the time to carefully define and configure metadata fields to align with your organization's specific needs and workflows.
  
  
• Complex Permissioning: Permissions govern who can access, edit, and delete assets within the DAM. Don't underestimate the complexity of permissioning structures. Take the time to map out roles and permissions accurately to ensure data security and compliance. Find out which teams and assets have specific digital rights workflows and ensure you take the time to configure these tools correctly. Using off-brand or assets that haven’t cleared approvals can be costly to your organization in more ways than one. 
  
  
• Processes for Success: Successful DAM implementation requires more than just technology – it requires well-defined processes. Consider what processes need to be in place to support the DAM, from asset ingestion to metadata tagging, to rights clearance and distribution, to end-user training. Ensuring your team understands how your DAM workflows are put together can help drive user adoption. You can always iterate on processes, so they don’t have to be concrete, wet cement is enough to get going and tune as you go. 
  
  
• Ownership of the DAM: Clarify who owns and maintains the DAM within your organization. Without clear ownership, the DAM can quickly become neglected, underutilized, or fall into disarray, creating search clutter and user frustration.
  
  
• Integration Considerations: Integrating the DAM with external tools and systems is essential for maximizing its utility. Take the time to carefully evaluate integration requirements and plan accordingly. Remember, integrations take time to implement and test, so don't rush this crucial step. Hastily put together integrations that don’t meet your daily workflows are simply a waste of time and money. Make sure you understand WHY people need to integrate with certain tools, oftentimes their workflows can be met with out-of-the-box DAM functionality. 

Examples of hurdles you might not have thought of:

Consensus building: Teams often don’t account for the time it will inevitably take to come to various decisions about their new DAM solution. What should metadata fields be called? What folder structure makes the most sense? Should we name our Portal, if so, what should we call it internally? Oftentimes groups have put a lot of thought into these ideas without talking or sharing their ideas with others on their team. Plan accordingly for spirited debate. 

• Integration Challenges: Integrations may require more internal resources or use case building than originally anticipated. For example, implementing SSO for a DAM also requires resources from an organization’s internal IT department to be involved. People often neglect to account for their IT’s team’s busy schedule, which can cause delays in their deployment. Don’t be caught off guard, try to build padding into your timelines to plan accordingly.

• Daily Work: Getting a new DAM solution is very exciting, but inevitably in the hype of picking a solution and scheduling a kickoff meeting, teams often forget about other work-related tasks. Often teams needed to weigh in on important DAM processes have other work-related deadlines and projects. Be mindful of existing projects at your organization and build those into your project plan. 

To ensure a successful DAM launch, follow these steps:

• Interview Your Team: Take the time to truly understand the needs of every department within your organization. Conduct thorough interviews to gather insights into their workflows and requirements.
  
  
• Implement in Phases: Break down the implementation process into manageable phases. Start with the essentials – permissions, metadata, and folder structure – before moving on to more complex tasks and workflows.
  
  
• Prepare for Initial Ingest: Ensure your assets are in shape for ingestion into the DAM. Clean up your files, organize them into a coherent folder structure, and prepare for the initial data transfer.
  
  
• Think Beyond Tools: Don't just focus on the tools you need to integrate with – consider the processes as well. Map out how data will flow between systems and develop protocols for seamless integrations. Processes will undoubtedly change, but it's better to iterate on processes than to not have any processes at all. 

In conclusion, digital asset management is a complex endeavor that should not be rushed. Take the time to understand your organization's unique needs, plan meticulously, and prioritize quality over speed. By following these guidelines, you can set your DAM deployment up for success and unlock the full potential of your digital assets.

To learn how Orange Logic can help your team implement an intelligent DAM solution, schedule a call today!