1. Abstract
This workshop helps participants determine which tool fits their team best. Participants are introduced to the tools under consideration and to a reusable decision matrix that can support future tool-selection decisions.
Working with colleagues where possible, participants define their own organizational context, needs, and use cases. They identify must-haves and nice-to-haves, establish priorities, and consider alternative solutions when an important requirement is not covered by the available tools.
Participants assess the skills required to use each tool and compare them with the skills their team currently has. They then work through the proof-of-concept (POC) process, including the composition of the POC team, the timeline, success criteria, individual scorecards, and the comparison matrix.
The workshop also covers the purpose of a user guide, the roles of the tool champion and pilot team, and the importance of a well-planned rollout. It concludes with each team selecting the tool that fits its needs best and sharing its final decision.

2. Agenda

• Set-up and introduction
• Attendees who are participating with co-workers can work together and use their own organizational context
• Assign tester numbers to tables
• Introduce the decision matrix
• Explain how the matrix can be reused for future decisions
• Introduce the tools being considered
• Explain the general considerations and organizational use cases that must be evaluated
• Consider alternative solutions when an important requirement is not covered
• Explain how the page works
• General Considerations Activity
• Explain the importance of use cases
• Participants define their own needs as the customer
• Explain why priorities matter
• Separate must-haves from nice-to-haves
• Discuss how individual needs affect priorities and how priorities help identify what matters most
• Use Cases Activity
• Identify the skills required to use each tool
• Consider all relevant skills and the risk of overlooking critical capabilities
• Skill Inventory Activity — Part 1
• Identify the skills the team currently has
• Skill Inventory Activity — Part 2
• Explain what a POC team is and why it matters
• Discuss the appropriate composition of a POC team
• Explain the POC process
• Step through the process
• Define the POC timeline
• Explain why the POC should not be repeatedly stopped and restarted
• POC Timeline Activity
• Explain why success criteria are important
• Show how success criteria are used to evaluate the tools
• Explain how they keep everyone aligned
• Success Criteria Activity
• Explain the value of the scorecard and how it is used
• POC team members document their individual scores for each use case
• Combine the individual results on the scorecard
• Use additional scorecard copies where required
• Scorecard Activity
• Explain the purpose and value of the comparison matrix
• Explain how the comparison matrix is used
• Use the matrix to collate scorecard data
• Comparison Matrix Activity
• Explain what a user guide is and why it matters
• Identify who should act as the champion
• Identify who should be part of the pilot team
• Explain why a well-planned and structured rollout matters
• Determine which tool fits each team best
• Final Decision Activity
• Each team shares which tool it selected

3. Objectives

• A reusable matrix for making future tool-selection decisions
• A clearer understanding of the organizational considerations that affect tool selection
• Defined and prioritized use cases based on their own needs
• A distinction between must-have and nice-to-have requirements
• An inventory of the skills required by each tool
• An inventory of the skills currently available within their team
• A clearer understanding of the purpose and composition of a POC team
• A structured POC process and timeline
• Defined success criteria for evaluating candidate tools
• Experience using individual scorecards
• A comparison matrix that collates scorecard results
• An understanding of the purpose of a user guide
• A clearer view of the roles of the tool champion and pilot team
• An understanding of why a structured rollout plan matters
• A final decision about which tool fits their team best
  

  4. Target Audience and Prerequisites

Individuals and co-workers involved in defining organizational needs, evaluating tools, participating in a POC, or selecting the tool that best fits their team.
Participants attending with colleagues can work together so that the activities reflect their own organizational context.