Selecting digital solutions for special projects is often one of the biggest challenges for decision-makers. This is where tool tests come into play, because they combine a practical approach with systematised decision-making. The second step in the KIROI framework, which is specifically aimed at tool tests, provides orientation - even for beginners, but also for experienced users of digital tools. This article shows you how to successfully organise tool tests, what you need to consider and how transruptions coaching can support you.
What tool tests do in the second KIROI step
Tool tests help to find suitable solutions from the often unmanageable mass of offers[1]. They require structured selection criteria that are based on your objectives, your organisation and your technical requirements[3]. Decision-makers benefit when they include different perspectives: Specialist departments, IT and end users should be involved at an early stage. This makes coordination easier and avoids unpleasant surprises later on.
In addition to technical testing, factors such as the degree of integration, scalability, workflow compatibility and costs are also important. Tool tests are therefore more than just a technical fit, but also a cultural and organisational fit. It is only through this holistic approach that the weaknesses and strengths of the tested solutions become truly visible[1].
BEST PRACTICE with one customer (name hidden due to NDA contract) A project team in a specialised area tested three different AI-based analysis tools for internal processes. All departments were involved and the focus was on user-centredness. Everyday use quickly showed which solution saved the most time, could be connected to existing systems and was the most intuitive to use. The transparent documentation of each test enabled a comprehensible recommendation to be made to the management.
In another organisation, the automation of customer communication was on the agenda. Tool tests showed which solution not only sends automated messages, but can also personalise them and respond promptly to queries. In another example from production, various sensor data was analysed using AI. The tool was convincing here, providing recommendations for action on the shop floor in addition to pure analyses.
Transruption coaching helps to organise tool tests in an open-ended and structured way by moderating, providing impetus and contributing methodological expertise. Coaching is not a control instrument, but actively supports decision-makers in reducing uncertainties and learning from the results with confidence.
Best practices for successful tool tests in everyday practice
Here are some recommendations on how to carry out tool tests efficiently and purposefully:
Define criteria and create transparency
Before you dive into the test phase, you should clearly define the most important selection criteria. Ask what the tool has to do specifically, where there is a need for customisation and which technical interfaces are relevant. Document these requirements so that everyone involved is on the same page[3].
Feedback must be collected in a structured manner throughout the test phase, for example via short online surveys, personal interviews or workshops. The collected findings are then compared in a clear matrix. This makes the comparison between the tools comprehensible for everyone and decisions can be communicated more easily.
BEST PRACTICE with one customer (name hidden due to NDA contract) In a logistics optimisation project, a separate evaluation matrix with ten key criteria was designed for tool tests. In addition to technical aspects such as connection to scheduling systems and real-time updating, user-friendliness and training requirements were also weighted. All findings were collated in regular reflection rounds. The result: one provider, which had not previously been on the shortlist, impressed with its particularly low operating costs and ease of customisation.
In another example from marketing, three campaign automation tools were tested. The criteria ranged from the reach of the target group approach to the flexibility of the approach and the depth of analysis. In customer service, tool tests showed how important the customisability of chatbots to individual processes and data protection are. Transparent processing of the results creates trust and facilitates acceptance within the team[1].
Transruption coaching ensures that criteria are set sensibly, processes are structured and results are communicated clearly. Decision-makers benefit from external perspectives and impulses for methods that they were not yet familiar with.
Tool tests in practice: challenges and solutions
Even with clear criteria and documentation, questions often arise. Different priorities within the team, technical stumbling blocks or unclear supplier statements can slow down the process. Transruption coaching can moderate the process, structure arguments and ensure transparency.
Clients often report that tool tests do not always deliver the expected result in the first test cycle. This is part of the process. It is more important to learn from the experience and start the next round with new insights. Sometimes it only becomes clear in practice where exactly adjustments need to be made.
BEST PRACTICE with one customer (name hidden due to NDA contract) In a project on intelligent analysis tools, it became apparent after four weeks of in-depth testing that the favoured tool was unstable in multi-user operation. The decision: tests with larger data sets and in close coordination with the provider. This allowed the critical points to be specifically tested in a second phase. In the end, a solution was found that was both technically and organisationally suitable.
In another practical example, it became clear after three test runs that a tool offered good analysis capabilities but communicated poorly with existing solutions. The compatibility problems ultimately led to the withdrawal of this provider. In a third example from the area of process optimisation, it became clear that several tools performed similarly well. In the end, the provider's service was the deciding factor here.
How transruptions coaching accompanies tool tests
Transruption coaching is more than just process support. It offers decision-makers targeted support by contributing methodological expertise, maintaining an overview and providing impetus in the event of uncertainties. The external perspective ensures that all relevant aspects are taken into account and that the focus remains on the objectives.
Transruption coaching helps to discover blind spots, bring together different interests and structure the entire process. Coaching provides support from the selection of criteria to the implementation of tool tests and the final recommendation - making it a valuable partner for decision-makers in special projects.
My analysis
Tool tests in the second KIROI step offer decision-makers a structured method for finding suitable solutions to complex challenges. Clear criteria, participatory involvement and transparent documentation are crucial here. Practical examples show how important an open error culture and a flexible approach are in order to ultimately make well-founded decisions. Tool tests play a central role in digital transformation because they reduce uncertainty and reveal real added value. Those who seek support for tool tests benefit from experience, neutrality and a clear decision-making process.
Further links from the text above:
Tool tests for decision-makers: How KIROI step 2 works[1]
KIROI step 2: How the tool test works for decision-makers[3]
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