An old boss of mine used to say, “We are not in the business of selling pilots. We are in the business of selling subscriptions.”

In other words, when running a pilot project for a new software purchase, it should always be aligned with the end goal of a new subscription customer and the pilot should only be there to validate what the subscription will do.

Running a pilot project is a useful part of the buying process. Why? Because it helps you manage risk, test the waters, and gather real-world insights without committing fully to the technology upfront.

But how do you run a pilot that’s not just “useful” but truly impactful? Here’s what we’ve learned from working with our clients:

1. Start with clear goals

A software pilot is all about fit:

  • For prospective customers, it’s understanding if the solution aligns with their business needs.
  • For existing customers, it’s about expanding into new teams or workflows while ironing out any challenges early.

Before the pilot even starts define what success looks like and align each individual area of impact with a business-related outcome, ideally one that’s a priority for the Client or their particular industry. Are you measuring time saved? Data quality? Ease of adoption? Make these benchmarks clear to everyone involved.

2. Keep it short and focused

There’s always debate about how long a pilot should last. We’ve found that shorter is better—two weeks is often ideal.
Why?

Because short pilots encourage teams to use the product in earnest. In our experience, if you run a two week pilot project, people will focus on it and test/try it in the last week anyway. If you give them 1 month, they’ll do the same! A month-long pilot can lose momentum, but two weeks keeps everyone focused and invested.

3. Measure Before & After

You can’t prove success without a baseline. Start with a quick survey or set of metrics to capture the “current state” before the pilot begins. For example, when piloting Vinton, we might ask:

  • How much time do you estimate you spend writing meeting notes and follow-up emails?
  • Do you agree or disagree that meeting notetaking and follow-up tasks are time-consuming?

Then, ask the same questions post-pilot to quantify the impact. A noticeable improvement not only validates the software but also helps build a strong business case for full deployment.

While saving time is important, don’t forget to measure the quality of the outcomes. Are users capturing better data? Are workflows smoother? Are key processes now faster and more accurate?

Before and after metrics create a clear picture of the solution’s impact, building a case for full deployment.

4. Use the results

Pilots aren’t just about testing the solution; they’re about building momentum. Use the results to:

  • Convince internal stakeholders that the software delivers real value.
  • Share feedback with the vendor, which can help refine the product to suit your needs even better.

A well-run pilot is a strategy for success. With clear goals, focused execution, and measurable results, you’ll go from “let’s see if this works” to “we can’t work without this” in no time! That’s certainly the impact we expect Vinton to have!

Show confidence in your solution. Build pilot projects into subscription contracts (with an opt-out after the pilot is over). It aligns everyone on the ultimate goal, a successful subscription, and gives customers peace of mind.

Interested in trying out Vinton? You can try without installing at vinton.ai/try/ or you can install for free in your Org via the AppExchange.

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