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In the digital transformation, decision-makers are faced with a fundamental challenge: Which new technologies really suit the company? The tool test offers a proven solution here. In KIROI Step 2, you will learn how a structured tool test helps you to evaluate AI solutions in a practical way. With this systematic approach, you can avoid making expensive mistakes and create a solid foundation for digital projects. [1]
Why the tool test in KIROI step 2 is essential
The tool test is a central process. It makes it possible to not only consider innovations in theory, but to test them in realistic scenarios. This involves much more than just functional testing. User-friendliness, integration capability and operational compatibility are assessed in a binding manner. This creates a precise picture of which systems are suitable as digital helpers in everyday working life. [1]
Many decision-makers report a common challenge: without a clear procedure, they lose a lot of time and energy. A structured tool test prevents this blind flight. It creates transparency and enables objective evaluations. Managers gain important insights for customised software solutions. [2]
Practice shows: Those who approach tool testing correctly reduce risks considerably. At the same time, the acceptance of new technologies increases throughout the company. The tool test in KIROI step 2 is therefore not just a formality. It is the key to successful digital transformation.
The tool test in various industries: practical examples
The tool test is used in various areas. Visual inspection systems are tested in the manufacturing industry. These test how reliably AI tools recognise quality defects. The tool test shows whether the systems fulfil the high requirements. Companies often report increased stability following successful implementation. [1]
In the healthcare sector, the focus is on user-friendly and secure documentation solutions. The tool test assesses how intuitively doctors and carers use the systems. At the same time, data security is checked. This is a critical point because sensitive patient data must be protected. [2]
Financial services use the tool test for AI applications to analyse risks. These are scrutinised for their suitability for integration. The systems must work seamlessly with existing banking solutions. A functioning tool test is the guarantee for compliance and efficiency.
The added value is also clearly evident in logistics. Companies are using tool test procedures to evaluate AI-supported planning systems. These systems optimise complex routes and demonstrably reduce costs. The tool test quickly reveals whether the systems can handle real data volumes. [9]
The basics of a successful tool test: step by step
Phase 1: Needs analysis and use case definition in the tool test
Every successful tool test begins with a thorough analysis. The precise definition of use cases is the starting point. Only when the scenarios in which a tool is to be effective have been determined can the selection be targeted and efficient. [1]
Decision-makers should first ask clear questions: What are the requirements? Which processes should be supported or automated? What pain points in everyday work should the tool alleviate? These questions form the foundation for the entire process.
An international consulting company successfully utilised this approach. They defined five specific scenarios for the automation of their customer acquisition in advance. The tool test then showed exactly which system optimally fulfilled these scenarios. The result: targeted selection instead of expensive bad buys.
Phase 2: Selection of suitable tools and preparation
Once the requirements have been clarified, potential tools are selected. It is advisable to involve specialist departments and end users right from the start. They provide valuable perspectives and ensure that the solution is actually used later on. [3]
The tool test should include several candidates. This makes it possible to compare which provider offers the best functions. At the same time, differences in usability and support become clearer. A marketing agency tested three different automation tools for its campaign planning. The comparison in the tool test was crucial to finding the best solution.
Phase 3: Implementation and evaluation in the tool test
The actual test is carried out by applying the tool to a specific use case. Real scenarios show the strengths and weaknesses of the tools. [3] The following criteria should always be evaluated:
User-friendliness and usability are key. Can users operate the tool intuitively or is lengthy training necessary? Performance is demonstrated in practice: Can the system cope with the expected data volumes? Scalability is important for future growth. Data protection and security must never be neglected. Integration costs with existing systems must be realistically assessed.
BEST PRACTICE with one customer (name hidden due to NDA contract)A major retail company carried out a comprehensive tool test for a new inventory management system. Over four weeks, warehouse, sales and administration staff tested the system daily in their real working environment. The tool test quickly revealed that a particular interface did not work with their legacy software. This would have led to massive problems after implementation. The structured tool test enabled the problem to be solved in advance. The company ultimately saved months of implementation time and avoided expensive rework.
Practical tips for a successful tool test
Targeted implementation of the tool test requires conscious planning. The following best practices will help you get the most out of the test phase:
Use multidimensional evaluation in the tool test
Check tools not only technically, but also in terms of user-friendliness and support. [1] A one-sided focus on features leads to a narrow view. Sometimes a tool with slightly fewer functions is better if it is intuitive to use and offers great support.
Actively involve stakeholders in the tool test
Involve various departments in the tool test at an early stage. [1] This will give you a wide range of feedback. The IT manager sees different critical points than the sales employee. This diversity makes the tool test valuable and realistic.
Carry out realistic test runs during the tool test
Use real data and practical scenarios instead of theoretical test environments. [1] An artificial test scenario cannot map all challenges. Reality is often more complex and shows the true limits of the systems.
Systematically record feedback in the tool test
Document the results transparently and use them for targeted adjustments. [1] A structured feedback form helps to collect relevant information. This documentation will later form the basis for your final decision.
Establishing AI champions as multipliers in tool testing
Involve key people as AI champions or project ambassadors at an early stage. [5] These people pass on their technical expertise and enthusiasm. They build bridges between the tool test team and the other employees.
Frequent requirements of decision-makers in tool testing
We have observed with customers that these issues come up again and again: Many decision-makers fear that a new tool will disrupt their existing systems. Compatibility with legacy systems is a major concern. Others are concerned about data quality and data security. Still others want to know how long the introduction will take and what the hidden costs will be.
A tool test provides concrete answers to these questions. It shows whether the tool actually harmonises with existing systems. It reveals what data cleansing is necessary. It provides realistic statements about implementation duration and running costs. Decision-makers are therefore well advised to carry out a structured tool test.
BEST PRACTICE with one customer (name hidden due to NDA contract)A financial services provider was faced with the question of whether it should modernise its entire customer data platform. The potential new system promised a lot, but seemed complicated. A structured tool test over six weeks helped enormously. The teams tested the new solution in parallel with existing systems. They quickly realised that data transitions could be automated and did not require any manual intervention. These findings led to an informed decision that ultimately accelerated the start of the project by months.
How coaching supports the tool test
A structured tool test is comprehensive and time-consuming. External support can be valuable here. A coach helps to manage the process professionally and provides impetus in the right places. [4]
In concrete terms, coaching in tool testing means that the coach assists with the definition of use cases. He supports the selection of potential tools. He moderates feedback rounds and helps to harmonise conflicting points of view. The coach ensures that the tool test does not fizzle out after two weeks, but is carried out consistently.
For organisations conducting a comprehensive tool test for the first time, this support is often the difference between success and frustration. The coach has experience with various tools and industries. This breadth helps to recognise blind spots and ask the right question at the right time.
Avoid common mistakes during tool testing
Some companies start a tool test, but make typical rookie mistakes. They do not test long enough and draw conclusions too quickly. They do not involve enough stakeholders and ignore resistance. They do not document properly and cannot later understand why they made which decision.
Another mistake: they test tools in artificial environments instead of using real data. This approach delivers distorted results. Another common mistake is to involve only the IT department in the tool test. This means that end user perspectives are lost.
Some decision-makers also ignore the support aspect. They choose a technically perfect tool, but later realise that the provider is difficult to contact. These problems can be avoided with a thorough, structured tool test right from the start.
The role of governance and transparency in tool testing
A good tool test is not isolated. It must be embedded in harmonised governance structures. [5] This means that clear decision-making paths are defined. It also means that risks are minimised and data quality is ensured.
Transparent communication about goals, progress and challenges is essential. [5] This establishes trust and increases acceptance of new tools. If employees understand why a tool test is being carried out and how it works, they are more willing to actively participate.
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