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In the digital age, every company faces a key challenge: which tools really support us? A well thought-out tool test as part of KIROI Step 2 provides clarity and structure here. Many managers and decision-makers come to us because they are unsure which digital solutions actually fit their requirements. The tool test is more than just a technical check - it is a strategic instrument that helps companies to find the right digital tools from the wide range on offer and minimise investment risks.
What exactly is a tool test and why is it so important?
A tool test means trying out digital tools under realistic conditions. This involves far more than just technical functions. User-friendliness, integration capability and operational compatibility are assessed in a binding manner[1], providing a precise picture of which systems are actually suitable as digital helpers in everyday working life.
The tool test in the second step of the KIROI process makes it possible to not only consider new types of innovations in theory, but also to test them in realistic scenarios.[3] Many companies report that they lose a lot of time and energy without a clear procedure. With a targeted tool test, requirements can be precisely recorded and the selection objectively evaluated.
Clients often report that the tool test not only saves them time, but also provides valuable insights[4]. The tool test prevents costly mistakes and creates a solid foundation for the digital transformation.
The structure: How a successful tool test works
A successful tool test follows a clearly structured process. The process begins with a detailed analysis of the company's requirements. Decision-makers define precise use cases in order to then test suitable software solutions under real conditions[1]. This first step is crucial for the entire subsequent process.
Phase 1: Requirements analysis for the tool test
Every successful tool test begins with a thorough analysis of the specific requirements. The precise definition of use cases is the starting point.[3] Only when the scenarios in which a tool is to be effective have been determined will the choice be targeted and efficient.
Specific questions help: Which processes should be supported or automated? Which performance criteria are essential? How should the tool be integrated into existing systems?
Phase 2: Selection and preparation for the tool test
The next step is to select potential tools that can technically map the defined requirements. It is advisable to involve specialist departments and end users from the outset[2]. They provide valuable perspectives and ensure that the solution is actually used later on.
An important aspect: Test different tools in parallel to create opportunities for comparison. In this way, the selection is determined pragmatically and based on facts.
Phase 3: The practical tool test in real use
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[2]. Criteria such as user-friendliness, performance, scalability, data protection and integration effort should always be evaluated and documented.
Use real data and practical scenarios instead of theoretical test environments. This gives you reliable findings that you can rely on when making a decision.
Practical examples: Tool testing in various industries
The tool test is particularly powerful when it is customised for specific industries. Let's take a look at how different companies benefit from it.
Industry and production: Tool test for efficiency
In industry, digital control systems are tested in order to avoid failures. An automotive supplier tested various AI-based diagnostic tools and was thus able to optimise maintenance planning[4]. The integration of early warning systems was specifically tested in the tool test in order to reduce downtimes.
Another example shows how companies can improve data quality with the help of a tool test. By using AI-supported analysis tools, sources of error could be identified and rectified more quickly.[4] Testing automation solutions helps employees to concentrate on more complex activities. Adapting the tools to the specific production processes is crucial here.
BEST PRACTICE with a customer (name hidden due to NDA contract): A production company carried out a comprehensive tool test to evaluate various predictive maintenance systems. As part of the tool test, three different solutions were tested under real-life conditions over a period of four weeks. The employees from the maintenance department were actively involved and provided regular feedback. The result: the selected system reduced unplanned downtime by 35 per cent and significantly improved planning. Without the structured tool test, a more expensive solution would have been chosen that would have been a poor fit for the processes.
Logistics and tracking: tool test for transparency
A logistics company tested various tracking systems for their compatibility with existing processes[7]. The tool test showed which solution really covered all the necessary interfaces and integrated seamlessly into the existing IT landscape.
A second example: a haulage company tested various dashboard solutions to automate customer communication. The tool test revealed that only one solution offered the necessary data quality and real-time availability. This reduced the communication load by a third.
A third example illustrates how a tool test helps to optimise inventory management. A wholesale company tested several systems and found that only one provided the desired accuracy in stock forecasting. This led to significantly less excess stock and better liquidity.
Services and marketing: tool test for competitiveness
One service provider used the tool test to analyse marketing tools that differentiate the competitive situation[3]. The practical testing showed which system offered the best insights and was the easiest to use.
One marketing agency used the tool test to apply new automation tools for campaign planning directly in the customer project[7]. This enabled real feedback on practical suitability even before the full roll-out.
A third example shows a service provider who tested various CRM systems. The tool test revealed that only one solution fully mapped the reporting functions that were important for its industry. This significantly improved customer relations.
Energy sector: Tool test for cost optimisation
As part of the tool test, an energy supplier examined various software solutions that optimise consumption and reduce costs.[3] The focus was on user-friendliness and interface compatibility as well as integration into existing processes.
Success factors for an effective tool test
A tool test should always be understood as an iterative process. Continuous adaptation to new framework conditions and obtaining user feedback are essential[1] so that weaknesses can be recognised at an early stage and improvements implemented in a targeted manner.
Multidimensional evaluation during tool testing
Check tools both technically and in terms of user-friendliness and support.[3] A one-sided focus on technical features often leads to problems during use.
Involve stakeholders at an early stage
Involve various departments in the tool test at an early stage in order to obtain broad-based feedback[3]. This promotes acceptance and provides valid feedback from the field. Training and continuous involvement of employees ensure high engagement rates.
Realistic testing during the tool test
Use real data and practical scenarios instead of theoretical test environments[3] to gain reliable insights you can trust.
Transparent documentation
Document the results transparently and use them for targeted adjustments. Establish clear criteria for the tool test and carefully record each step[1]. This will help in the event of queries later on and demonstrate the traceability of the decision.
Practical tips for implementing the tool test
Always start by analysing the requirements in detail and defining specific use cases. Select potentially suitable tools and test them in real projects or test environments. Pay attention not only to technical functions, but also to user-friendliness, compatibility with existing systems and adaptability to individual processes[5].
Use pilot projects to gather insights before rolling out a solution comprehensively. Involve your employees at an early stage to promote acceptance and feedback[1].
Involve key people early on as AI champions or project ambassadors who can pass on their expertise and enthusiasm[7] Transparent communication about goals, intermediate status and challenges establishes trust and promotes acceptance.
The tests should not be carried out in isolation, but should be embedded in harmonised governance structures. This minimises risks and ensures data quality. Regular reflection and adjustments help to dynamically adapt the tool test to changing requirements and findings.
Support during the tool test: The power of coaching
The decisive factor in tool testing is support during implementation. Targeted coaching supports decision-makers in defining suitable criteria for the evaluation[6]. This prevents a confusing flood of options and creates clarity.
Transruption coaching supports companies with tool testing projects. We provide impetus and support in the selection and integration of suitable solutions.[4] Clients often report that our support enables them to make informed decisions more quickly.
BEST PRACTICE with a customer (name hidden due to NDA contract): A medium-sized company was faced with the challenge of choosing between five different software solutions. Without an external structure, the team would have wasted months on uncoordinated tests. With coaching support, it was possible to set up a structured evaluation process, synchronise all stakeholders and reach a well-founded decision in three weeks. The chosen solution was later implemented 40 per cent faster, as all requirements had already been clarified.
It is important to involve different perspectives, i.e. to include specialist departments and end users in the evaluation process at an early stage[6]. This leads to better results and greater acceptance.
Avoid common pitfalls during tool testing
Decision-makers avoid frequent errors with the tool test
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