Whether you run a marketing agency, a design studio, or a small in-house team, one thing’s for sure: your team creates and manages thousands of digital assets, from MOVs and PSDs to good old JPGs and PNGs.
Digital asset management (DAM) systems can make it easier to store, organize, and share your files. However, when it comes to choosing one, small creative teams face challenges such as limited budgets, time constraints, and the need for efficient collaboration.
These challenges are contributing to a growing demand for scalable, user-friendly DAM solutions, designed to help small teams streamline their workflows and manage assets more effectively.
But with so many options available, how do you choose the best DAM platform for your needs? This blog post will walk you through the considerations and features small teams should take into account when choosing a DAM.
DAM software: Considerations for small creative teams
1. Ease of use
A DAM platform should make your life easier, not harder, but many of the more popular options like Bynder and Brandfolder have complex interfaces designed for large corporations and enterprises.
According to users, these platforms require a steep learning curve—particularly Brandfolder, which one user described as “confusing.”
Small, creative teams like yours don’t have the luxury of lengthy onboarding and training processes, so look for something that allows team members to get up and running quickly.
2. Scalability
Small teams often grow or handle larger projects over time—which is a problem if you’re relying on a DAM with limited storage space. Therefore, the DAM solution you choose should offer flexible storage and user options that allow for easy scalability as the team’s needs change.
Scalable storage is a priority for 67% of Playbook users, according to our “State of Creative Digital Asset Management” report, who chose the platform as their DAM solution because they needed more storage space. With 4TB on the Free plan and 5TB on the Pro and Team plans, Playbook is flexible enough to handle the increase in assets and projects as your needs expand.
3. Budget constraints
Cost is a key concern for small teams—whether you’re the budget holder or need to convince the higher-ups to take the leap and invest in a DAM platform. As you weigh your options, you’ll need to look for a solution that offers flexible pricing plans based on storage, user count, and features.
Playbook’s pricing plans are designed to fit the budgets of small creative teams. Even on the Free plan, you can add up to ten team members, unlimited collaborators, and unlimited sharing links, as well as up to 4TB of storage.
The Pro plan tends to be the best option for small teams on limited budgets, as it offers additional functionality such as unlimited imports from Dropbox and Google Drive, unlimited published pages, and streaming video Playbook—as well as an additional terabyte of storage.
4. Time-saving tools
Did you know that 33% of creative professionals spend more than one hour per week searching for digital files, according to our report?
For small creative teams juggling multiple priorities and deadlines, time-saving tools and features are a must-have in a DAM solution. Features like visual browsing, collaboration tools, and one-click publishing can streamline workflows. For instance, 96% of Playbook users report spending less time searching for files thanks to the platform’s visual browsing features.
Features creative teams should look for in DAM software
1. Visual browsing and searchability
For small creative teams working with numerous visual assets, quickly finding specific files is essential to keeping projects on track. A DAM solution with visual browsing allows team members to preview assets at a glance, making it easier to spot the right file without opening multiple folders.
Search features that use metadata, automatic tagging, and AI-powered search can be a game-changer, enabling teams to find files by keywords rather than hunting for exact file names. Playbook’s tagging and grouping capabilities, for instance, help small teams organize assets effortlessly—freeing up time for actual creative work.
2. Collaboration tools
Creative projects often involve feedback from different team members, and clear communication is key to maintaining momentum. With collaboration tools that support @-mentions and in-line comments, team members can discuss and refine assets directly within the DAM platform.
This way, feedback is always tied to the specific files it’s about, avoiding scattered notes across emails and chats. Features like these make it easier for small teams to stay aligned and responsive, especially when working with external clients or partners.
3. Security and access control
Handling client projects means managing sensitive files, so strong access controls are essential for small teams. DAM solutions with security features like two-factor authentication, user permissions, and file expiration links let teams control who can view, edit, or download assets.
This can be particularly valuable for teams working with proprietary designs or sensitive client information, as it provides peace of mind that assets are safe from unauthorized access.
4. Integration with existing tools
Switching between tools to complete a project can be a major time drain for small teams. DAM platforms that integrate with popular design software and project management tools enable teams to stay within one ecosystem, minimizing disruptions.
For example, Playbook’s integrations with tools like Figma or Slack allow creative teams to bring assets into their design workflows seamlessly, so they can focus on producing and refining content rather than navigating multiple platforms. Meanwhile, integrations with apps like Picsart Photo Editor allow you to edit images directly within the DAM.
5. Customization options
Every creative team has its own process, so a DAM platform that adapts to unique workflows can be invaluable. Customizable boards and metadata let teams organize assets in ways that reflect their specific project needs.
For instance, setting up boards by client or project phase means everyone can quickly access relevant files. This flexibility supports teams in maintaining a consistent structure that aligns with their processes, making day-to-day work more intuitive and streamlined.
6. Time-saving tools
Managing multiple projects often leaves little time for searching through digital clutter. DAM solutions with time-saving tools, like visual previews and bulk editing options, help small teams stay efficient.
For example, being able to quickly tag and organize assets right upon upload means teams can spend less time on file management and more time on creative tasks, keeping projects on schedule and stress-free.
Playbook: built for small creative teams
For small creative teams, choosing a DAM solution is all about finding a platform that’s both powerful and easy to use. Playbook offers a blend of user-friendly features, scalable storage, advanced security, and flexible customization—all at a price point that works for smaller budgets.
If you’re ready to streamline your team’s workflows and improve collaboration, explore Playbook’s tailored solutions for small creative teams. Discover how it can help you stay organized, grow efficiently, and keep your creative focus where it belongs—on the work you love.
Try Playbook today and see the difference for yourself.