Structured software testing: Basis for decision-making on new solutions

Implementing or transitioning to new software is a critical step for companies looking to modernize their IT landscape and reduce complexity. However, this process requires careful evaluation and planning. A poor decision can result in significant costs and severely disrupt business operations. 

One of the most crucial questions to address beforehand is: Does the new solution meet all the requirements of both users and the IT department? 

The role of a structured software test 

How can this question be answered effectively? A well-structured software test enables companies to make informed decisions based on data rather than intuition, preventing costly misinvestments. Without thorough evaluation, businesses risk adopting an unsuitable solution - leading to financial losses and employee frustration. The situation worsens if major deficiencies become apparent only after implementation, as reverting to the previous system can be both costly and challenging. 

Key considerations for software testing

When should software be tested? Evaluation should begin as early as possible - ideally three months to a year before renewing an existing software license. The exact timing depends on various factors, including the type of software, company size, and migration effort. 

Key factors influencing software testing: 

• Software complexity: The more extensive the software and its functionalities, the more time is needed for evaluation. ERP systems or specialized applications require detailed examination due to their deep integration into business processes. 
• Data migration effort: Transferring existing data can be a critical factor. If software has multiple interfaces or a complex database structure, a longer preparation time is necessary to ensure a smooth transition. 
• Internal approval processes: Many companies require approval from IT management, relevant departments, or even the workers’ council. Planning for potential delays in these discussions helps prevent time constraints. 

If time is limited, consider asking the vendor whether and how testing can be expedited. If a comprehensive test cannot be conducted, it may be wiser to postpone the transition rather than implement an insufficiently evaluated solution that could lead to significant issues later. 

How long should the test phase last? The duration of the test phase is a critical success factor. Based on our experiences, two weeks is usually sufficient to collect meaningful feedback. Extending the test phase beyond this period may be counterproductive: 

• Delayed testing: Users may deprioritize the test when given too much time, leading to rushed evaluations at the last minute. 
• Loss of training knowledge: Training sessions are often necessary for new software. If too much time passes between training and testing, users may forget key functionalities, resulting in unnecessary questions. 
• Decreased feedback quality: A short, intensive test phase ensures continuous engagement with the software, leading to better evaluation outcomes.

💡 Tip: Keep the test phase intentionally brief and focused. Two weeks is typically ideal for gathering valuable insights within a concentrated timeframe. 

When is a test necessary?

A structured evaluation is particularly important for software that introduces new features or significantly alters existing workflows. Below are the key arguments for and against testing: 

If testing is not feasible, Deep-Dive Sessions can serve as a viable alternative. These interactive sessions (lasting up to 120 minutes) demonstrate real-world use cases and address open questions. 

Preparing for the test phase

A successful test begins with solid preparation. The most important steps include: 

1. Engaging the IT Department

Coordinate early with IT to determine when and under what conditions the test software can be installed. Cloud-based solutions require compliance with data protection and security policies. 

2. Selecting a representative test group

The test group should consist of both experienced power users and regular employees. An optimal group size is around 20 participants: 

• Small groups allow for more in-depth guidance and high-quality feedback.
• Large groups can be harder to manage and may result in less structured feedback. 
  

3. Defining key use cases

Collect typical tasks or functions that test participants will need. If necessary, tailor the test software to align with the company’s workflows. 

4. Communicating the test process

Inform all participants about the process well in advance. Determine whether workers’ council approval is needed for the test or any follow-up surveys. Early and transparent communication helps ensure stakeholder buy-in, addresses concerns proactively, and facilitates a smooth transition. During such a big change in software there can not be such a thing as communicating too early.

5. Engaging the IT department

A dedicated chat channel allows test participants, project managers, and vendor support teams to share insights and resolve issues efficiently. 

Executing the test & decision-making

After preparation, the test phase can begin. A structured approach ensures efficiency and meaningful results. Ideally, the process should start with a Kick-Off Meeting: 

1. Kick-off-Meeting

Explain to participants: 

• The reasons for evaluating the existing solution.
• The test phase duration (typically two weeks).
• The estimated time commitment (approximately five hours total).
• How to ask questions (preferably through the designated chat channel).
• How to replicate pre-defined use cases with the new software. 
  

💡 Tip: Record the meeting and make it available to participants for reference. 

2. Q&A Meeting after one week

Hold a Q&A session midway through the test phase to clarify any open questions. 

3. Structured feedback collection

At the start of the second test week, provide participants with an evaluation form. 

💡 Tip: Avoid anonymous feedback to ensure constructive responses and enable direct follow-ups with critics who provide negative or unclear evaluations. 

4. Analyzing feedback

After the second week, critically assess the collected feedback. Pay special attention to negative evaluations, distinguishing personal preferences from genuine issues. 

5. Decision-making

Present test results to decision-makers. The final decision should be based on whether the new software can support business processes at least as effectively as the existing solution. 

Conclusion: Best Practices for an effective software test 

✅ Start the evaluation process early.
✅ Keep the test phase short and structured.
✅ Select a representative test group.
✅ Ensure systematic feedback analysis. 

By following these best practices, businesses can ensure a smooth and successful software implementation, leading to long-term operational efficiency and user satisfaction. 

Do you have questions about planning and executing a structured test phase? Feel free to reach out to us. Already moving forward? Our step-by-step guide to software implementation might be of interest to you.