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Pilot Kick-off Guide for Startups

Last edited time
Oct 21, 2024 3:15 PM
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Future of work
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Structured guide for successful pilot execution.

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10 min

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- This guide provides a structured approach for conducting successful pilot programs for startups. - It outlines key areas such as defining success criteria, establishing communication channels, and scheduling follow-up meetings. - After the pilot, stakeholders should evaluate the outcomes and gather feedback to move towards procurement if successful.

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1. Product Manager 2. Operations Manager 3. IT Administrator

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Pilot Kick-off Guide for Startups

By following this structured pilot kick-off guide, you’ll ensure that pilots are well-organized, provide clear value to the customer, and set the stage for a successful long-term engagement.

🤝 Pilot Kick-off Overview

The pilot kick-off stage is crucial for setting clear expectations, establishing success criteria, and building momentum for the pilot’s success. This guide outlines the key areas to cover during the pilot kick-off and subsequent follow-ups to ensure that the pilot delivers value and moves toward a successful conclusion.

🎯 Definition of a Successful Pilot

  1. Criteria for Success:
    • What are the main criteria the customer will use to evaluate success during the pilot?
      • Example: Time saved, improved workflow, or reduced errors.
  2. Evaluating Success:
    • How will these criteria be measured?
      • Example: Use specific metrics like time-to-deploy, error reduction, or resource utilization.
  3. Scope of the Project:
    • What will be covered in the pilot? Ensure the scope is well-defined.
  4. Use Cases for Evaluation:
    • Which specific use cases will be tested? Get as many details as possible to tailor the pilot experience.
  5. Involved Stakeholders:
    • Who will be responsible for evaluating the pilot?
      • Ensure key decision-makers and influencers are involved.

Duration of the Pilot

  • Standard Duration:
    • The recommended pilot duration is 3 weeks.
  • Start Date:
    • When will the pilot begin? Confirm a start date when the team will be available for evaluation to maximize output.

🔐 Access to Product

  1. Enterprise Access:
    • During the pilot, the customer will have access to all enterprise features for free for the agreed-upon duration.
  2. Security Considerations:
    • If the customer needs to allow-list IPs for security, provide them:
  3. Single Sign-On (SSO):
    • If SSO is part of the evaluation, gather necessary information and assist with setup:
    • Schedule a 15-minute call if further assistance is required with the setup.

📞 Communication Channels

To ensure real-time support during the pilot, establish clear communication channels:

  1. Slack or Teams:
    • Create a dedicated communication channel for quick access and real-time support.
  2. Video Conferencing:
    • Set up a permanent Zoom or Teams link for scheduled calls and quick meetings.
  3. Priority Email:
  4. Data Room:
    • Create a shared Google Drive or SharePoint Data Room for shared resources and documents.
  5. Other Channels:
    • If the customer has specific preferences, adjust communication methods accordingly.

📅 Follow-up Meetings

Regular follow-up meetings are critical for tracking progress, gathering feedback, and addressing any challenges that arise during the pilot.

Purpose of Follow-ups:

  • Discuss progress on using the product.
  • Review feedback related to use cases, workflows, and implementation.
  • Identify areas of improvement or feature requests.

🔑 Meeting Structure & Frequency

  1. First Meeting (Kick-off)
    • Context Discussion: Set the stage for the pilot, verifying access and reviewing the use cases.
    • Access Check: Confirm users, teams, and projects have access to the platform.
    • Use Cases/Workflows Review: Discuss how use cases will be implemented and kick-start the first steps.
    • Support Needs: Determine if any hands-on training or additional support is required.
  2. Second Meeting (Mid-pilot)
    • Questions & Clarifications: Address specific questions and assist with challenging aspects of the product.
    • Improvements: Gather feedback on desired improvements and features.
  3. Third Meeting (Final Review)
    • Progress Review: Discuss overall progress and ensure pilot success criteria are being met.
    • Final Feedback: Gather global feedback and plan the next steps, such as scaling the solution or moving to procurement.

Meeting Frequency:

  • Weekly or Bi-weekly, depending on the complexity of the pilot.

🎓 Training Materials

Provide training materials to help users get the most out of the product during the pilot:

  1. On-demand Hands-on Sessions:
    • Offer hands-on sessions for users to practice and learn directly within the product.
  2. Documentation:
    • Share detailed documentation for easy reference during the pilot.
  3. Tutorial Videos:
    • Provide access to tutorial videos that explain how to use key features and workflows effectively.

💼 Next Steps After the Pilot

  • Once the pilot is complete, ensure the success criteria have been met.
  • Engage stakeholders to gather final feedback and move the deal forward to negotiation and procurement if successful.
  • Confirm that all objectives and use cases have been thoroughly evaluated.