mondayfoundState the hypothesis
A pilot should test a specific belief: for example, that a scheduling workflow reduces manual coordination while keeping candidate communication clear. Write down the current process and its cost in staff time. Select a representative group of users, including people who will handle exceptions rather than only enthusiastic early adopters.
Set a fair comparison
Choose measures before the trial starts. Record task completion, correction effort and recurring support needs. Note changes in vacancy volume or team capacity that could affect the comparison. A short pilot may reveal usability problems but provide little evidence about long-term hiring outcomes; keep that distinction in the decision record.
Include the operational cost
Account for configuration, migration, training and ongoing administration alongside licences. Ask who will maintain integrations and manage access as colleagues join or leave. Test an export with attachments and relationships, not just a spreadsheet of names. A workable exit route is part of a credible buying decision.
Make stopping an acceptable result
Schedule a review with users and process owners. Separate problems that can be fixed by configuration from limitations that conflict with an essential requirement. Document unresolved questions rather than converting every concern into a future promise. A pilot has done its job when it supports an informed decision to expand, revise or stop.