The trap of feature-first DAM selection
When selecting a Digital Asset Management (DAM) system, it’s easy to fall into the trap of building an RFP packed with functional and non-functional requirements, comparing vendors based on feature lists and technical specifications. But here’s the harsh reality: a feature-rich DAM doesn’t necessarily mean it will serve your organization’s needs.
Too often, organizations end up with a DAM that checks every box on a requirements list but fails to scale, integrate, or support end-to-end workflows. Instead of enabling seamless collaboration and asset distribution, they find themselves wrestling with a system that’s overly complex, disconnected from their tech stack, or difficult for teams to adopt.
Rather than choosing a platform that locks you into its predefined functionality, look for a DAM that can evolve with your business. Your DAM should be flexible enough to adapt to changing requirements, integrate with your existing and future systems, and support your unique processes—not the other way around. The goal isn’t just to manage assets today but to ensure your DAM continues to drive value as your organization grows and transforms.
To make the right choice, you need to shift the focus from features to business value, scalability, and real-world workflows. Here’s how.
1. Think beyond functional & non-functional requirements
When selecting a DAM, many organizations focus heavily on functional and non-functional requirements—what the system can do—rather than how well it will actually serve their business needs. This approach often leads to a feature-rich DAM that still fails to meet real-world use cases. A system packed with functionalities may not integrate smoothly into workflows, adapt to organizational growth, or be user-friendly enough for widespread adoption.
To avoid these pitfalls, organizations should prioritize how the DAM fits into their daily operations, scales with business changes, and supports adoption across teams. The key is to focus on usability, workflow integration, and long-term flexibility rather than just ticking off a feature list.
✅ Checklist: What to consider instead
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Does the DAM support your actual workflows, not just generic asset management features?
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How well does it integrate with existing tools like PIM, CMS, and ERP?
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Can the system adapt to future business needs, such as expanding teams or growing asset libraries?
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Is it intuitive and user-friendly, ensuring adoption by both technical and non-technical users?
2. Plan for scalability from day one
Many organizations choose a DAM based on their current needs, only to find out later that it can’t scale as their content volume grows. A system that performs well with thousands of assets may struggle with millions, and if metadata structures, permissions, and integrations aren’t designed for scalability, future expansion can become a costly challenge.
Selecting a DAM that grows with your business means ensuring it can handle increasing asset complexity, global teams, and evolving content distribution channels without performance issues. A DAM should be a long-term investment, not a short-term fix.
✅ Checklist: Ensuring scalability
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Can the DAM handle large-scale asset libraries and increasing data volume?
- Does the DAM support all file types, allowing you to expand beyond traditional needs, such as 3D images and drawings?
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Does it offer easy adjustable metadata structures that can evolve as your business grows?
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Are APIs robust and open, allowing easy integration with other platforms?
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How does it manage performance under high asset and user loads?
3. Prioritize user experience & adoption
Even the most advanced DAM is useless if people don’t use it. A system that is overly complex, unintuitive, or requires extensive training will slow down workflows rather than improving efficiency. Poor user adoption can lead to content mismanagement, assets stored outside the DAM, and a low return on investment.
A DAM should work for all users—marketers, sales teams, product managers, and external partners—not just for DAM administrators. Organizations should ensure that the system is easy to navigate, provides intelligent search capabilities, and requires minimal training to get started.
✅ Checklist: Ensuring adoption & ease of use
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Is the DAM intuitive for all user types, from power users to occasional users?
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Does it offer AI-powered search to quickly find and distribute assets?
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Are there role-based experiences, ensuring each user has the right tools and access levels?
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Does the vendor provide onboarding, training, and ongoing support to drive adoption?
4. Test real-world scenarios before deciding
Many organizations rely on feature lists and vendor demos when choosing a DAM, but the real test comes in how it works within your actual environment. A system may look great in a controlled demo, but does it still perform well when managing your assets, workflows, and integrations?
The best way to evaluate a DAM is to run real-world tests using your own content, metadata, and processes. This ensures the system performs as expected and integrates smoothly into your tech stack before making a final decision.
✅ Checklist: Running a real-world test
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Provide vendors with sample assets and metadata to test how they handle your files.
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Ask vendors to demonstrate how an asset moves through your workflow, from upload to distribution.
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Test integrations with PIM, CMS, e-commerce, and other critical tools.
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Involve multiple teams and stakeholders to ensure usability across departments.
Take a strategic approach when selecting DAM
Choosing a DAM isn’t just about selecting the system with the most features—it’s about finding a solution that aligns with your business needs, scales with your organization, and ensures seamless adoption across teams.
A successful DAM implementation starts long before the system is in place. Initiating change management processes early is crucial, as it takes time to get everyone on board. Involving key users and stakeholders from the beginning not only helps you understand the needs of different teams but also ensures they feel part of the selection process. When users see that the chosen DAM can support their workflows and requirements, adoption becomes significantly easier. Why not learn how Lantmännen managed change on their DAM Journey in this blog post.
By focusing on workflow fit, scalability, user experience, real-world testing, and early stakeholder involvement, you can ensure that your DAM investment delivers long-term value rather than just short-term functionality.
📎 Need help preparing for your DAM evaluation? Download our RFP Guide to get started!