In the context of digital transformation, the targeted selection and testing of new tools is becoming increasingly important. With a focus on tool testing, the decision in favour of the right tool can be systematically prepared, particularly in the second step of the KIROI process. This structured approach helps decision-makers to reduce uncertainty and make an informed choice that is not only technically convincing, but also fits perfectly into existing work processes.
Why tool testing is indispensable for decision-makers today
Decision-makers are often faced with the challenge of selecting the solution that promises the greatest added value from a multitude of innovative solutions. It is no longer enough to simply skim over functions. Tool testing offers the opportunity to try out tools in practice and recognise their strengths and potential weaknesses at an early stage. This allows you to test whether a tool makes work processes easier or whether it creates additional hurdles. It is particularly important to actively involve the relevant specialist departments, as their perspectives are essential for a holistic assessment.
For example, a service provider in the digital content sector tested several AI-supported text generation tools. The criteria included text quality, customisability and compatibility with existing processes. Thanks to the structured tool testing, the team gained clarity about the optimal solutions and was able to organise the introduction gradually and in a targeted manner.
Another example demonstrates an innovation lab dedicated to the evaluation of image generation tools. The focus here was on aspects such as creativity, speed and licence issues. The test phase made it possible to launch pilot projects that sustainably strengthened the team's design expertise and minimised risks at the same time.
Technical industries also benefit from this approach: When selecting measurement and monitoring systems, tool testing helps to evaluate not only accuracy but also user-friendliness and the ability to integrate into existing IT systems. Only practical use will show which tool brings the greatest benefit in the long term.
How the structured tool testing process works
Effective tool testing is designed as an iterative process that enables continuous learning and optimisation. Consistently defined goals help to sharpen the focus during the test phase and make the results comparable. It is crucial to be open to the possibilities and limitations of the respective tools. This promotes greater acceptance within the team and helps to avoid wrong decisions.
Genuine dialogue with future users is essential in order to obtain valid feedback. Clear evaluation criteria that have been co-designed by specialised personnel facilitate decision-making. Companies often report that they would like support at this stage in order to maintain an overview and establish objective criteria.
BEST PRACTICE with one customer (name hidden due to NDA contract) A medium-sized company from the production environment carried out a multi-stage tool testing process to select a new project management tool. Transruption coaching helped to clearly formulate requirements and test user acceptance through practical use. This made it possible to identify risks at an early stage and ensure a smooth rollout.
Practical tips for successful tool testing
Successful tool testing requires careful planning and structured implementation. The following suggestions can help:
- Define specific test objectives and develop evaluation criteria together with the specialist departments.
- Involve users in the testing process at an early stage in order to obtain practical feedback.
- Carry out the tests in realistic scenarios to discover possible integration problems.
- See tool testing as a learning process that leaves room for iterative improvements.
- Rely on external support to obtain a neutral view and maintain an overview.
For example, companies from the financial sector were able to put their CRM tools through their paces using practical use cases. The focus here was particularly on intuitive usability and data protection. The results supported a well-founded decision that was supported by the entire organisation.
Speed and interfaces to existing merchandise management systems also played a central role in tool testing in the logistics sector. This enabled a targeted selection that made process optimisation possible without time-consuming adjustments.
Tool testing as part of a sustainable change process
Tool testing is not just a one-off phase when purchasing software, but is also important for the sustainable anchoring of new technologies in the company. A clear structure, transparent communication and targeted support accompany the introduction of new tools and reduce the risk of bad investments.
Tool testing is a key component for the success of a project, especially when introducing AI-based solutions. It makes it possible to check technical feasibility, user acceptance and compliance requirements at an early stage and thus ensure a high level of usability.
BEST PRACTICE with one customer (name hidden due to NDA contract) A large media company used tool testing to evaluate various content management systems. The focus was on scalability and integration into existing workflows. The upstream testing helped to select the right system in a resource-efficient manner and to actively organise the change process.
My analysis
Tool testing is increasingly becoming an indispensable step for decision-makers who want to select new tools with care and foresight. A structured and iterative testing process helps to assess not only technical functions, but also process compatibility and user-friendliness. Tool testing thus facilitates the introduction of new solutions and helps to secure investments in the long term.
Further links from the text above:
Tool test for decision-makers: successfully mastering KIROI step 2
KIROI step 2: Tool testing for AI excellence for decision-makers
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