How We Walk the Talk: Using Pics.io DAM in Our Daily Workflow

“I can share another use case—and actually, you’re already part of it!” said Vlad, our Head of Sales, with a grin when I asked him for some interesting Pics.io use cases for the blog post. I'd gone to him for a few ideas, hoping to gather some stories from the team. He handed over a few video files, ran through some typical scenarios with me, and then leaned back, saying, “You know, we use our own DAM in our everyday work, right? Why not share that as our use case?”

It was a great idea, and I knew five minutes wouldn’t be enough to capture all the details of how Sales relies on our DAM. But before I dive into Vlad’s perspective, I’d like to share what I know firsthand—how our marketing team uses Pics.io’s DAM.

How DAM Makes Onboarding Easy and Smooth

A few months ago, I had only a vague sense of what digital asset management (DAM) actually was. I’m a copywriter with some tech experience, but DAM wasn’t something I’d ever used directly. I remember my first interview at Pics.io with Anton, our head of marketing. He asked if I knew what digital asset management was. “Honestly? No,” I admitted, feeling a little self-conscious. But Anton just smiled, saying, “That’s no problem. You’ll pick it up in no time.”

Fast-forward a few weeks to my onboarding. I was ready to dive into the new team's workflow, but to my surprise, everything was straightforward right from the start. I had my own Pics.io account, and there, neatly organized in our library, was all the info I needed: demos, training videos, old customer interviews, and a treasure trove of marketing resources. Even if I hadn’t had an official onboarding, I could have figured out so much just by exploring the DAM. It made becoming a “DAM pro” way easier than I’d expected.

Why DAMs Are a Lifesaver for Marketing Teams

At first, I thought DAM was mostly for photographers and designers. But Anton quickly set me straight, saying, “Photographers? Sure! But DAMs are designed for teams—especially those who need to collect, share, and organize loads of information.” Turns out, our customers include everyone from manufacturers and digital agencies to nonprofits. And yes, plenty of marketing teams like ours use DAM to manage an avalanche of photos, videos, and other assets.

In fact, working on this blog post, I leaned heavily on our DAM. I uploaded my interview with Vlad to the library and used our speech-to-text transcription feature to get a text version. I’ve done my fair share of transcriptions before, so I know how tedious it can be—manual transcriptions can take half a day for just an hour of audio! Even AI tools usually require a close listen to catch errors. But with Pics.io’s transcription, the process was almost too easy. I just uploaded our conversation, and with a few clicks, I had a clean, readable text ready to be turned into an article. It felt a bit like magic—just clap your hands, and the words are there on the screen.

One of my favorite things about using our DAM is that there’s no chaos when it comes to our images, videos, or any other files. But it’s not just a marketing story—DAM keeps the entire Pics.io team’s workflow transparent and organized. Whenever I need specific info for a publication, I know exactly where to find it, whether it’s demo recordings with potential customers or training sessions with existing ones.

When I’m getting ready for a customer interview, I dive into recordings from our Sales or Support teams to get a sense of who our customers are and what they’re looking for. It’s all about understanding what expectations people had when they first started using Pics.io and whether we’ve been able to meet their needs. Watching these demos gives me insight into the specific needs that led them to realize a DAM could really make a difference for their team.

Speaking of demos, we always make sure to ask customers if we can record our calls. Most people are happy to say yes, and we save these recordings in our internal library. They’re a treasure trove of insights for everyone on the team. Sales uses them to keep track of customer needs, and for us in marketing, it’s like finding gold—each demo gives us a clearer picture of our audience.

But now, I’m starting to drift into Sales territory, so let’s get back to Vlad and his story.

How Our Sales Team Uses DAM in Everyday Workflow

"When I first joined Pics.io, the groundwork for our current process of recording and storing sales demo videos in the DAM was already there," Vlad recalled with a grin. I’d asked him to share what it was like in the early days. "The idea of capturing demos and organizing them in the DAM was in place, though a bit rough around the edges compared to now."

He went on, "The process starts with recording each sales demo call—always with customer permission, which we get most of the time. We don’t just store these recordings; we enrich them with metadata in the DAM. Each demo gets tagged with customer info, responses to pre-demo questions, key points from the conversation, and follow-up steps. This setup is part of our playbook, and it keeps things nice and tidy."

Vlad explained how seamlessly the system works across teams. Once a sales demo is in the DAM, it’s assigned to the right team members based on what was discussed. For example, if the customer was clear about their pain points, Marketing gets the demo so we can fine-tune our messaging. If specific feature requests come up, Product steps in to take notes and understand what’s resonating with customers.

"Support also gets a lot out of this process," Vlad added. "They can review the demos and get insights on training needs, preparing them to meet customers where they are. Even our development team watches these demos sometimes—it’s pretty cool for them to see how people actually interact with the product they’ve built. It really adds meaning to their work."

Using DAM this way creates a level of transparency that’s rare. In some companies, Sales holds onto customer insights. Here, everyone has access, and that openness makes all the difference.

After the demo, Vlad explained, the team sends a follow-up message to the customer with a summary of what was discussed, agreed-upon steps, and a secure link to the recording. "It keeps the customer informed and gives them something to refer back to—no need for them to remember all the details."

In Sales, this process is a game-changer. The DAM’s transcription and tagging features save us hours; instead of combing through each demo, we can pull up keywords in seconds. It’s a level of organization and accessibility that has become essential for our success. Vlad sees this system not only as a boost to Sales efficiency but as a bridge connecting the entire team to the real voices of our customers, keeping everyone aligned and informed.

Wrapping It Up: Our Workflow with Pics.io DAM

For us, Pics.io isn’t just a tool—it feels like an essential part of the team. Recording and organizing demo calls has become second nature. After each call, we upload the recording to Pics.io with detailed metadata, making it easy for anyone to find what they need in seconds.

Once a demo’s in the DAM, it’s shared with the teams who need it. Marketing learns more about customer pain points, Support plans specific training, designers review UI feedback, and Product tracks new feature requests. It’s a seamless flow that keeps everyone connected.

Then there’s the speech-to-text transcription. A quick keyword search can pull up mentions of discounts or competitor names, giving Sales a leg up on customer trends. After each demo, we send a summary and a password-protected link to the customer, so they’re always in the loop.

The best part? This openness means everyone stays on the same page. Leadership can keep track of performance, Sales can track trends over time, and all teams stay synced with customer insights. Pics.io’s DAM has brought us closer together, making it easy to keep improving as a team and as a company.

All in all, our DAM system has been invaluable for transparency, organization, and teamwork. From Sales to Support and beyond, every department benefits, and it’s a great feeling to know we’re building stronger customer relationships every day.

Did you enjoy this article? Give Pics.io a try — or book a demo with us, and we'll be happy to answer any of your questions.