Where to Start with Pilots

The key to running Project Flintstones is to show we can solve a problem on a small scale without addressing every variation. This approach sounds simple but goes against our usual IT methodology. Normally, we try to anticipate all edge cases and scale solutions across the entire organisation. With Project Flintstones, we're focusing on solving one specific problem for a single group within the organisation or one type of customer activity. The challenge here is not just logical but also semi-emotional and semi-philosophical.

At a high level, we're breaking things down according to our organisational structure and the largest groups of people. Once we identify these groups, we focus on the most common variations of the business activity we're addressing. Let's look at an example.

Suppose we're addressing the lack of automation in our care organisation. First, we examine the team structure. The key question is: Where are the largest groups of people performing the same type of activity? We might have teams focusing on financial well-being, counselling services, and fee-for-service programs like disability and in-home services. If the in-home services team is the largest, we start there.

Next, we analyse the organisation within that team, which is typically geographical. We aim to identify one person for the initial trial. For example, we might narrow it down to a group of ten workers in a specific region. We then consider the personalities of potential participants, seeking those who are more flexible and open to ambiguity. Usually, someone will come to mind as a good fit for the pilot.

Other considerations include practicality, such as the proximity of team members. It's crucial to remain flexible during this process; even if an individual seems perfect initially, further considerations might lead us to reconsider.

After identifying one or two suitable candidates, we focus on their activities and edge cases. We're looking for uniformity and standard activities to simplify piloting. It's essential to avoid making the pilot representative of everyone. For instance, within fee-for-service, we shouldn't aim to cover both disability and aged care simultaneously. Instead, we should focus on the largest single group of workers.

The goal is to isolate and simplify, not to generalise. This approach ensures a more manageable and effective pilot program.

So, we’ve found our candidate team member. The next step is to examine the variations in their activities. A good starting point is to look at the different types of clients they interact with, as different clients often have different functional needs for the pilot solution.

However, this isn't always necessary. We should ask ourselves if choosing two different activities significantly changes the solution. If not, we don't need to dig further. For example, if there are significant variations between services, the pilot might only apply to certain types of clients or services. This depends on what benefit we aim to demonstrate with our pilot solution.

Let's say we offer three main services. We should identify which service is the most common and start there, using the same logic as before.

One tip for knowing when you’re close is to use the "first user first" principle. If you can pilot with just one user, such as one worker out of hundreds, you’re on the right track. Additionally, check if it's difficult to break down further into subcategories of activities.

A final tip is to focus on activities that are ongoing during the pilot. Ideally, we don't want to wait for activities that only occur at specific times of the year, though sometimes that's unavoidable. We want to choose activities that can start immediately and are currently being conducted. This is usually not a problem in care, but in an educational charity, for instance, some activities can only happen at specific times like intakes every quarter. Therefore, look for activities that can be piloted as soon as possible by focusing on those happening the soonest.

In summary:

• Focus on small scale: Solve a problem on a small scale without addressing every variation.

• Break down by structure: Identify groups within the organisation and focus on the most common variations of the activity.

• Start with the largest groups: Begin with the largest team or group performing the same type of activity.

• Analyse team structure: Examine team structures, typically organized geographically.

• Select initial trial candidates: Identify flexible and open-minded individuals within the largest group for the initial trial.

• Consider practicality: Take into account the proximity of team members and remain flexible in your selection.

• Focus on uniform activities: Avoid making the pilot representative of everyone; target the largest single group of workers.

• Isolate and simplify: Simplify the pilot by focusing on uniform and standard activities.

• Examine variations in activities: Look at different types of clients and their needs but avoid overcomplicating the pilot.

• Apply the "first user first" principle: Aim to pilot with just one user to simplify the process.

• Choose ongoing activities: Select activities that can start immediately and are currently being conducted.

Andrew Walker
Technology consulting for charities
https://www.linkedin.com/in/andrew-walker-the-impatient-futurist/