Tool evaluation is a crucial step for companies that want to find suitable tools for their projects. In the second step of the KIROI approach in particular, the focus is on trying out the tools. Only through practical testing and conscious application can the strengths and weaknesses of a tool be recognised and a well-founded decision made. This article sheds light on how the tool evaluation process can be systematically organised and what impetus it offers for different industries.
Why tool evaluation is indispensable in the second KIROI step
Tool evaluation is not just about passively familiarising yourself with functions. Rather, practical testing is the key to assessing real user-friendliness. Tools are not viewed in isolation, but are tested taking into account compatibility with existing systems and adaptability to individual processes. Such a holistic approach improves acceptance within the team and leads to sustainable integration.
In the manufacturing industry, for example, it is clear that tools for early warning of production downtimes only prove their practical relevance through real test runs. Similarly, a tool for process automation in everyday office life can only develop its efficiency when it is integrated live and facilitates processes.
The sales industry also benefits from the tool evaluation thanks to the tested seamless communication between departments, which means that processes can be better supported. Such practice-orientated tests make it possible to select individually tailored solutions.
Methodological approach to tool evaluation
The first step is to clearly analyse the requirements and define the use cases. This is the only way to ensure that the tools tested actually meet the company's needs. Candidates are selected on the basis of previously defined evaluation criteria, including technical functions, user-friendliness and customisability.
Ideally, the process is divided into two phases: Firstly, a longlist of several tools is reduced based on the most important criteria. This is followed by a detailed examination of the remaining candidates in test scenarios in which all relevant criteria are closely scrutinised. This procedure significantly reduces the time and effort involved and still produces reliable results.
The systematic documentation of all results and the collection of feedback from the respective departments ensure the transparency and traceability of decisions. This creates a sound basis for subsequent implementation.
Practical examples from various industries
BEST PRACTICE with one customer (name hidden due to NDA contract) An AI-based planning tool was tested in a medium-sized logistics company. Various scenarios for route optimisation were run through. Weaknesses in the data connection were recognised and improved during the iterative test process. The support provided by transruptions coaching helped the team to improve internal communication regarding the introduction, which significantly increased acceptance.
In the manufacturing industry, a manufacturer uses tool evaluation to realise an early warning system for machine failures. Practical use has shown how well the software can be adapted to different machine types and how reliably warnings are generated.
In the area of marketing, the tool evaluation was used in the selection of SEO analysis tools. One company identified a tool that significantly improved its digital visibility through targeted competitor and keyword analyses. Practical testing made it possible to configure the tool optimally for the company's own strategy and thus sustainably increase the benefits.
Tips for a successful tool evaluation
A successful tool evaluation requires clear planning and structure. It is crucial that the requirements are precisely defined and agreed with the specialist departments before the tools are tested in test scenarios. Technical possibilities should be taken into account as well as user acceptance and process integration.
In practice, it has proven useful to carry out the tests with real use cases in order to achieve realistic results. It is also important to regularly adapt and optimise the tools after the first test run, as many users report that effectiveness increases over time through targeted fine-tuning.
The involvement of external expertise and coaching, for example as part of the KIROI programme, helps to provide impetus and accompany the process professionally without making premature promises. This makes the tool evaluation a valuable process that effectively supports companies in their digital transformation.
My analysis
The tool evaluation in the second KIROI step is a central building block for the successful selection of digital tools. Decision-makers benefit from a methodical approach with a clear requirements analysis, practical tests and intensive documentation. The combination of technical testing, user acceptance and process integration promotes the sustainable introduction of customised tools. Examples from different industries clearly show that the dynamic process of testing and optimisation provides significant impetus for project success. Accompanying support through coaching can further strengthen this path and fully utilise the potential of tool evaluation.
Further links from the text above:
KIROI step 2 - Try out AI tools [2]
Testing tools: How decision-makers make KIROI step 2 a success [6]
Tips for a successful tool test [8]
Tool testing: KIROI step 2 - try out AI tools efficiently [10]
For more information and if you have any questions, please contact Contact us or read more blog posts on the topic Artificial intelligence here.
Deutsch 
English (UK)