Proof of concept and pilot projects: test before deciding

A presentation can show a product effectively. It cannot prove how that product will work with your company's people, data, and constraints.

Before a broader rollout, it is therefore useful to organize a proof of concept or a pilot project. Both reduce uncertainty, but they are not exactly the same.

A proof of concept primarily verifies whether an idea is technically feasible. A pilot project observes how the solution behaves in a limited operational context, with users and activities that are close to reality.

The best test is not the one designed to confirm a decision that has already been made.

It is the one that makes it possible to say yes, no, or “yes, but only under these conditions” using understandable evidence.

Proof of concept or pilot project?

The choice depends on the question you want to answer.

Question	Best format
Can the technology connect to our systems?	Proof of concept
Can the model process a particular type of document?	Proof of concept
Can people work more effectively in the new environment?	Pilot project
How much time and money could we save?	Pilot project
Which problems appear in everyday work?	Pilot project

In many cases, the two stages follow one another. First, the team verifies feasibility. Then it tests the process with a limited group.

Why pilots become too long

A pilot loses effectiveness when it tries to solve everything at once.

Too many departments are involved, every system is connected, dozens of indicators are selected, and the start date is delayed until every detail is perfect. At that point, the pilot already resembles a full implementation, but without a formal decision.

A good pilot instead has:

• one precise problem;
• a small but representative group;
• a defined duration;
• sufficiently realistic data and processes;
• a limited set of indicators agreed in advance;
• an owner for the final decision;
• clear criteria for continuing, changing, or stopping.

How to structure a DevKira pilot

DevKira can be introduced within a limited scope by preparing workspaces for one group and connecting only the tools required for the test.

An initial pilot may last two weeks.

Week one: preparation and launch

• select a group of three to five people;
• define the problem to improve;
• prepare the environments and access;
• connect one real but limited project;
• apply the necessary security rules;
• define budgets and thresholds for AI tools;
• measure the starting point.

Week two: work and observation

• the group works in the new environment;
• time, problems, and usage are recorded;
• costs and the tools actually used are observed;
• participants note what makes work easier or slower;
• the team compares the results with the previous process.

The duration can vary according to the use case, but keeping the scope short helps prevent the test from becoming open-ended.

What to measure

The indicators depend on the objective. Useful examples for DevKira include:

• time required to prepare a new team member;
• hours of support requested from IT;
• number of issues caused by differences between environments;
• AI spend by person or project;
• tools assigned compared with tools actually used;
• time required to grant and revoke access;
• number of steps needed to find information;
• satisfaction of the people involved.

It is better to choose three clear indicators than to collect twenty without knowing how they will be used.

A practical example

A manager wants to understand whether a centralized work environment can reduce onboarding time and make AI spend easier to interpret.

Four developers take part in a two-week pilot. Before it begins, the company measures how long it takes to prepare a new environment and records the team's average spend.

During the pilot, workspaces are prepared in advance and AI consumption is attributed to individual users. At the end, three results emerge:

• setup takes a few hours instead of several days;
• two planned tools are barely used;
• AI spend is higher for one specific task, but it creates a measurable time saving.

Management decides to extend the model to two additional teams, while reducing the number of purchased licenses and retaining a cost threshold for the most intensive process.

How to avoid designing a pilot to succeed

A test is credible only when not proceeding remains a genuine option.

For this reason, it helps to:

1. define the criteria before the pilot begins;
2. involve real users, not only supporters of the project;
3. record problems and limitations, not only positive results;
4. compare the new process with a starting baseline;
5. distinguish temporary configuration problems from structural limitations;
6. identify who will make the final decision;
7. prepare a closure plan in advance.

A negative result can be extremely useful. It may prevent a larger investment or show what needs to change before another attempt.

Frequently asked questions

Are two weeks always enough?

Not for every project. Two weeks may be sufficient to observe onboarding, tool usage, and initial costs. Complex integrations or infrequent processes may require more time.

Do we need to use real data?

The pilot should be realistic, but it should not expose sensitive data unnecessarily. Limited, anonymized, or purpose-built data can be used instead.

Who should participate?

A small representative group, the process owner, someone from IT, and, where necessary, people from security, finance, or compliance.

What happens if the pilot succeeds?

The company prepares a gradual expansion, retaining what worked and correcting the issues that emerged. There is no need to roll out immediately across the entire organization.

What if the pilot does not meet its objectives?

The scope is closed, the reasons are documented, and the company decides whether to change the approach or stop. The value of the test lies in reducing uncertainty.

The next step

Before beginning a pilot, it may be useful to test AI tools in an isolated environment. For a broader view, read the business and IT collaboration guide.

See how to structure a pilot project with DevKira.