Whenever you are in the market for buying a Digital Asset Management or Brand Management system – or indeed any other software system come to think of it – we would always advocate for you to write down the top 3-5 real-life scenarios/use cases that you need covered really well.
If you do this as part of your RFP process then you will be doing yourself a big favour because the system you end up buying will be really good at what you mainly need it for.
Why? Because the typical alternative is to create a long list of feature requirements in a spreadsheet and then ask the shortlisted vendors if they support each one or not, but this does not give you much information about how they support it and whether this fits into your workflows.
Also, if you write down your top scenarios, you can then also ask your shortlisted vendors to demo exactly those scenarios instead of them giving you a canned demo which will of course look very slick, but not necessarily demonstrate that the system will be good for you.
This will by the way also benefit the vendor because if a vendor wins a job but the system doesn’t cover the needed functionality in the way that the client imagined it, then this is generally speaking not a win-win relationship.
The below example outlines a scenario for an imaginary company which does a significant amount of photography and video commissioning – a typical DAM use case for companies with a wide product range.