Why can’t I manage everything with Excel and shared folders?

With GMDE, PIM and DAM, you turn scattered data into a single source of truth

Many companies still do not fully recognise the value of having a single source of truth to centralise product data. It often feels more comfortable to rely on familiar tools such as Excel files and shared folders on cloud platforms or internal servers.

Although it is widely acknowledged that fragmented information — combined with the growing number of channels that must be constantly updated — increasingly leads to operational slowdowns and data management errors, businesses are often hesitant to invest in new platforms such as PIM (Product Information Management) and DAM (Digital Asset Management).

The reality is that as a business grows, spreadsheets and distributed folders across different systems only work up to a certain point.

Let’s see why.

Excel and shared folders: excellent for starting out, risky for scaling

Excel is a powerful tool for calculations, lists and tables. Likewise, folders stored on a server or within a shared cloud system are a convenient way to archive documents and images. However, neither of these tools was designed to:

• track approved versions of product sheets and price lists;
• manage workflows with permissions and notifications;
• distribute consistent data across multiple channels simultaneously (websites, marketplaces, apps, catalogues).

Over time, this can lead to duplication, manual errors and confusion, especially when:

• marketing and sales teams work on different files without central control;
• the latest approved product sheet or correct image is unclear;
• PDF catalogues do not reflect price or availability updates already applied to the eCommerce platform.

A practical example: when Excel is no longer enough

Consider a company with a large product catalogue that initially managed everything using Excel spreadsheets and internal server folders organised by department, each with its own file structure.

What were the operational consequences?

1. Difficulty identifying certified data for creating price lists and brochures.
2. Pricing errors or incorrect technical specifications in catalogues distributed to customers.
3. Extremely long lead times to prepare multilingual content for international markets.

When the organisation decided to implement PIM and DAM, it centralised all product information and digital assets into a single platform, synchronised with its ERP system. As a result, it:

• reduced manual errors;
• accelerated publishing across multiple multilingual websites;
• improved the customer experience with consistently updated and reliable data.

What are the hidden limitations of Excel and shared folders?

Ask yourself:

• Do you always know which file version has been officially approved?
• Can you track who changed what, and when?
• Does your digital or printed catalogue update automatically when you modify a data point?
• How long does it take to launch a new channel or a new multilingual website?

With Excel and shared folders, the answer is often no.

With PIM and DAM, instead, you can:

• centralise product data and digital assets in a single source of truth;
• eliminate file duplication and manual errors;
• automate publishing across all channels, ensuring consistent information everywhere.

Is this the right time to take the next step?

Every company has different needs. Some continue to rely on familiar tools that limit operational efficiency, while others are ready to transform their processes through innovation.

With a simple assessment session, we can show you how prepared your data management approach is to support new challenges such as omnichannel strategies or international expansion.

Get in touch to discover how to structure your data effectively.

We are ready to develop an innovative project together.

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