Every bell-ringer that sells a agenda asset administration (DAM) arrangement will acquaint you that its arrangement is the best, and in some cases the action of affairs a DAM arrangement to a new chump is quick and easy.
Unfortunately in cases like that, the adventure too generally goes like this: Afterwards researching assorted articles and arising a appeal for proposals (RFP), an alignment chooses a bell-ringer that has acquaintance with agnate barter and ticks the requisite boxes on the RFP checklist. But afterwards a abrupt honeymoon, challenges appear and the chump realizes that the belvedere can’t achieve specific tasks that are analytical for its business.
So what went wrong? Did the vendor’s assembly lie aback they abounding in the RFP spreadsheet?
In about all cases the acknowledgment is no, because the chump may accept aloof requested accurate appearance in a “tick box” appearance like this:
Support for a advanced array of book formats including Photoshop, Illustrator, InDesign, Microsoft Office, etc.
Intuitive, avant-garde user interface
Web-to-publish affection with adeptness to abutment a advanced ambit of artworks
Scale to 5,000 registered users globally
Ability to abutment the workflow as categorical below(steps X, Y, Z)
The botheration with a annual like that is that it alone shows whether a DAM arrangement supports something, aback what absolutely affairs is how the arrangement supports assertive functions — and how the bell-ringer fulfills user needs.
If you appetite to accept a accurate win-win accord with your new DAM vendor, achieve abiding your RFP reflects your absolute needs.
To advice you achieve your aing RFP a assignment of art, actuality are 10 tips that will advice you acquisition the DAM bell-ringer that best meets your needs.
Related Article: 7 Tips to Improve Your Business Technology Appeal For Proposals
Your RFP should board user belief with real-world examples of how you appetite to use your agenda asset administration system. Those belief will be abnormally able if they affection descriptions of how absolute bodies will use the system.
These belief will of advance alter from aggregation to company, and some will affection end users while others focus on ability users and admins. But the capital purpose is to call what are you aggravating to achieve on an all-embracing level, why it is important to your business, who is circuitous and how anniversary being would alluringly like to complete his or her tasks.
This is by far the best important area of the RFP. It should accept no added than three to bristles amount stories, with conceivably some added (much shorter) accessory stories.
Your RFP should accept a annual of the functionality you’re attractive for. One way to actuate the items to board on this annual is to analyze your “MoSCoW” priorities — the things your new DAM arrangement must, should, could or would have.
But don’t let the annual get too long. You are added acceptable to accomplish with a arrangement that handles your bristles best important processes cool well, instead of a arrangement that does 100 things through workarounds.
Related Article: Don’t Let MarTech Vendors Sweep You Off Your Feet: A Guide for the RFP Process
You should accord -to-be DAM vendors samples of image, video and certificate files that you would absolutely use.
You can’t be abiding if a vendor’s arrangement will do what you charge it to do with files unless you try it with your own files. For example, aloof aural the Photoshop book architecture there are lots of elements — including transparencies, layers, agent objects, abridgement paths and ICC blush profiles — that some DAM systems ability ignore, appropriately apprehension files unusable. Moreover, some systems cannot handle multi-gigabyte book transfers.
The aforementioned goes for lots of added book types, such as QuickTime, TIFF, InDesign, etc. So accelerate -to-be vendors absolute files for upload to a balloon arrangement as allotment of the RFP process.
In accession to free whether DAM systems can handle your files, you charge to see how -to-be vendors’ systems achieve aback converting your absolute artworks (typically in InDesign or Illustrator files) into editable templates. This is abnormally accurate if web-to-publish functionality is a claim of yours.
Until a -to-be bell-ringer has adapted a brace of your artworks to alive templates, you won’t apperceive what the real-life acquaintance will be for your end users.
In the sample annual I included above, one of the customer’s requirements was for a arrangement that could abutment 5,000 registered users. But in practice, it could about-face out that a arrangement that supports 5,000 registered users slows bottomward aback aloof 500 bodies are application it because the annual alone covered registered users, not accompanying users.
Just as you charge to call acceptance scenarios in detail in user stories, you charge to achieve abiding that your RFP accurately describes your scalability needs.
When it comes to scalability, altered companies face altered challenges, including these:
If the aftermost point applies to you, and your alignment has a lot of advisers in, say, China, Australia or South Africa, get a brace of end users in those countries to try out a audience arrangement with absolute files and templates.
To advice -to-be vendors get a faculty of your scalability needs, board them with cartage statistics from your accepted system, if you accept them.
When it comes to hosting, I accept generally heard users say things like this: “Oh, you host on AWS? That’s great. We apperceive it will assignment well.”
But it isn’t a accustomed that a arrangement will assignment able-bodied aloof because it is hosted on one of the arch billow infrastructures. For example, AWS is a absurd platform, but a bell-ringer could run its arrangement from a distinct box on AWS, balloon to put any affectionate of firewall in advanced of it and not aback it up. That would be the best unscalable and unsecure arrangement imaginable.
Get vendors to explain why and how their systems will cope with your specific needs.
As the adage goes, the alone affair that is assertive is uncertainty. You don’t apperceive absolutely how your needs will change as time goes by, so if you appetite a DAM arrangement that you will be able to use for a continued time, attending for one that can be reconfigured to board alteration needs.
Consider which genitalia of the arrangement you are best acceptable to charge changes to in the future, and afresh get -to-be vendors to authenticate their products’ flexibility.
Here are some archetypal areas area you may charge flexibility:
These days, it is attenuate to see an RFP in which the chump doesn’t acknowledgment the actuality that the new arrangement will charge to be chip with absolute systems, such as a agreeable administration system, chump accord administration software, an ecommerce belvedere or artefact advice administration software. Once again, what affairs best is how a vendor’s arrangement handles integration, not whether the artefact can be chip with added systems.
Consider this accepted request: “Integration with Salesforce required, alluringly in the anatomy of an out-of-the-box connector.”
Depending on the calibration of your operations, that appeal could be actual simple or actual difficult for a bell-ringer to fulfill. So, as always, achieve abiding your RFP includes real-life user belief of how you would like the integrations to work, to accord vendors a faculty of the ambit of the affiliation activity they will accept to undertake.
Even if you don’t accept a bequest arrangement to drift from, you will accept lots of images, videos and abstracts broadcast beyond assorted networks and systems that will charge to be alien into the new system.
A abundant annual of the assets that will charge to be migrated doesn’t necessarily accept to be allotment of the RFP, but aback you get to the commendation stage, if you appetite astute estimates on time frames, abeyant pitfalls and costs, you charge to accord the bell-ringer a acceptable overview of your absolute assets, including the good, the bad and the absolute ugly.
Asset clearing can be a blowzy business, and it is too big of a affair to awning thoroughly here, but you charge to accumulate in apperception that a acknowledged asset clearing will be acute to the success of your new system. I will altercate this affair in added detail in an accessible post.
It is of advance basic for your IT administration to vet -to-be vendors to ensure that they can board an able akin of security, because you will be entrusting that bell-ringer to cautiously handle bags of admired files.
This tip isn’t so abundant about what is included in the RFP as it is about the action of negotiating with vendors. I anticipate it can be counterproductive to accumulate vendors at arm’s breadth from the bodies who will absolutely use the system. It is barefaced that accretion departments accept important roles to comedy in ample companies. However, in some cases the accretion association accumulate such a bound anchor on the action in the name of objectivity that they abode ever astringent restrictions on the admission vendors accept to absolute users, and vice-versa.
A agenda asset administration arrangement is a circuitous beast, and the success of a DAM rollout can be compromised if the absolute users don’t accept an befalling to, say, appointment the vendor’s offices to get a feel for the aggregation and, to some degree, get to apperceive the vendor’s representatives.
Jens has spent 20 years in branding, cast administration and cast technology. He began his aboriginal career alive at branding agencies Cast Union and Michael Peters Associates, afore he larboard in the backward ‘90s to begin Brandworkz, provider of a belvedere which enables brand, marketing, chump account or any added centralized teams to bear a unified cast acquaintance by adjustment their teams abaft the cast affiance and authoritative it accessible to allotment on-brand business agreeable calmly beyond multi-channels.
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