Digital Asset Management Implementation Project Plan: DAM Platform Configuration Guide

Imagine that after years of planning, you’ve finally decided to renovate your bathroom. You replace the vanity, light fixture, and mirror, retile the floors, and paint the walls. What key factor will ensure the project’s success amid all these changes? Many would argue that properly installing the new sink and vanity is critical since if it’s done incorrectly, it could lead to major issues. Despite meticulous planning, beautiful design choices, and hard work, faulty plumbing can undermine all your efforts. 

Similarly, implementing a Digital Asset Management (DAM) program is a significant undertaking, and the configuration of your chosen DAM platform is a critical factor in the long-term success of your digital asset management program. Properly configuring your system is essential to ensure it aligns with your organization's specific needs, workflows, and goals. Conversely, if done improperly, the configuration could lead to significant problems.

If you're responsible for implementing, configuring, or optimizing a DAM system, this guide will benefit you It provides actionable tips to help you effectively navigate the configuration process, thus ensuring a smooth implementation and maximizing the benefits of your asset management systems.

What Is DAM Platform Configuration?

DAM platform configuration refers to the process of setting up and customizing your chosen DAM platform to meet your organization's unique requirements. It includes defining DAM standards and workflows, configuring the back-end of your DAM system, integrating it with other systems (like your content management systems), and pressure testing your workflows. 

At Stacks, we frequently discuss DAM standards and workflows, ways to plan effectively, and key considerations when implementing a DAM platform. However, putting these plans into practice can be tricky and difficult. Like our bathroom analogy, DAM platform configuration presents many potential challenges and can create significant issues if done incorrectly.

DAM Platform Configuration Guide 

Effective DAM platform configuration requires careful planning and attention to detail. This guide provides essential tips to help you manage the process. If you need help, Stacks offers expert DAM implementation and configuration services to help you navigate these complexities and ensure a successful outcome. Contact us today for support!

In addition to our DAM configuration guide, Stacks has also developed a guide to the entire DAM program development and launch process. If it’s your first time launching a DAM program, use this link to access the guide. Contact us if you’d like the PDF version!

1. Defining Your DAM Vision

If your organization doesn’t have a DAM program, it’s vital to define your vision for it before implementing it. To do this effectively, start by clarifying what the purpose of DAM at your organization is. What problems or challenges would it solve in the short term? In the long term? Who would it serve? What key benefits do you expect?

Until you can answer these questions, you’ll need to postpone configuration. Understanding your requirements will inform every aspect of the configuration process and the planning you do beforehand. This information will also help you communicate with end users and build buy-in and excitement around DAM.

2. Selecting the Right DAM Platform

Once you have a vision for your DAM program, you can confidently evaluate DAM platforms and determine which may meet your needs now and in the future.

This is a critical decision, not only from a cost standpoint but also regarding how straightforward and smooth the configuration process will be. Be sure to consider factors such as the size of your digital asset library, the complexity of your workflows, your budget, and your integration needs. 

Remember to ask salespeople about the types of support their platform and their partner network offer during setup and configuration. Does their onboarding process include configuration, or is it left to their customers? What types of mistakes do their customers typically make that hinder their progress? 

If you need help evaluating potential platforms, contact Stacks! You can also check out our guide to choosing a DAM platform here.

3. Developing Your DAM Program

Most DAM platforms offer customization options that allow their customers to tailor the system to their specific workflows and needs. This might involve creating custom metadata fields, designing user interfaces, or automating tasks. 

To effectively leverage this customization, it’s essential for you to establish a set of standards including metadata taxonomy, file naming conventions, user permissions, and more. Your DAM platform vendor should offer workshops and additional support to help you develop these standards within the context of their system’s capabilities. Stacks also offers comprehensive support for program development, focusing on both long-term objectives and end-user needs.

For more information, check out our blogs to learn more about DAM standards that are essential to DAM program health and success.

4. Configuring Your Platform

Now it's time for the fun part! With your platform vendor’s or partner’s support, a strong DAM vision, detailed DAM standards, and an understanding of how those standards work within the context of the platform, you can confidently configure your platform instance. 

When it comes to configuration, a phased approach is the most common best practice. Rather than trying to implement a comprehensive DAM program that does everything you want on day one, it’s often best to identify the 20% of capabilities that will create 80% of the value of the program. This rule also applies to what you configure first. Start with the features and standards that will have the greatest immediate impact. 

This approach also allows you to test and validate as you go, ensuring that feedback is collected from stakeholders and any necessary changes are made before sharing the platform with the broader organization.

5. Launching Your DAM Program

Once your platform configuration is complete, the next steps are to move assets into the DAM system using the standards and practices you’ve just established and to onboard users into the system. 

It’s important to note that configuration at this stage isn’t limited to your DAM platform. It can also influence whether you choose to update metadata and file names or reorganize assets to align with your new standards before they're migrated into the system. Taking these steps ensures that your hard work on configuring the platform is well worth it. 

Even the most well-configured DAM system will fail if users don't know how to use it effectively. Be sure to provide adequate training to all users, covering topics such as uploading assets, searching for assets, applying metadata, and using workflows. Encourage adoption by highlighting the benefits of the DAM system and addressing any concerns or resistance to change.

6. Establishing Governance Protocols

With the DAM program up and running, your attention should turn to creating a long-term plan for maintaining what you’ve built continuing to configure the system, enhancing its features, and improving user experience. This may mean following the phased approach mentioned above or working with an outside consultant or internal DAM program leader to create a roadmap for future growth.

If you’d like to learn more about building a roadmap, growing your DAM program, and balancing the day-to-day tasks related to DAM, check out our conversation with Kristi Morrison-Clear at SharkNinja.

7. Performing Regular Maintenance and Updates

A DAM system isn't a "set it and forget it" solution. Regular maintenance and updates are essential to keep your platform running smoothly and efficiently. Tasks include implementing feature updates, monitoring system performance, and addressing any technical issues that arise. Be sure to work with your DAM platform provider or customer success manager (CSM) to stay up to date on new features or products that could improve the health of the system. 

You’ll also need to be proactive in auditing assets and their metadata, managing who has access to the DAM platform, archiving out-of-date content, and monitoring the status of integrations. To learn more about DAM program governance, check out the article below or contact Stacks.

8. Monitoring and Reporting Performance

Besides governance tasks and a growth roadmap, it's vital to evaluate the success of your configuration efforts and assess the health of your DAM program. This data can help you determine what areas need more attention and what’s working well.

Tracking key metrics such as asset usage, search frequency, and user adoption can help you monitor the performance of your DAM program. We recommend using reporting tools to identify areas for improvement and measure the ROI of your investment in DAM. Ask your platform vendor to set up reporting within the DAM platform shortly after launch so you can begin collecting data.

We also recommend building an internal DAM program health score that can quickly provide a snapshot of the kind of return on investment you’re receiving from your program. Take a look at the article below to learn more.