Traditional vendor selection fails 60% of the time because demos don't predict real-world performance. After running 100+ pilots, we've developed a 2-week framework that reveals true capability while protecting both parties. Here's exactly how to structure pilots that actually predict success.
Pilot Scope Principles That Prevent Scope Creep
The biggest pilot killer? Trying to prove everything in two weeks. Our data shows successful pilots follow three principles:
One Meaningful Slice: Choose a real problem that's representative but contained. Not a toy problem, not your hardest challenge. The "Goldilocks" problem that's just right.
Production-Like Conditions: No special environments or exemptions. If they can't work with your actual constraints during the pilot, they can't work with them after.
Measurable Success: Define 3-5 specific outcomes that must be achieved. "Get a feel for working together" is not measurable. "Deploy working OAuth integration" is.
The 80/20 Pilot Rule
A good pilot proves 80% of critical capabilities using 20% of total project scope. If you can't identify that 20%, you're not ready to hire anyone.
Exit Criteria and Code Ownership
Clear exit criteria prevent awkward "it's not working out" conversations. Define these before starting:
Technical Exit Criteria
- Core Functionality: The agreed feature works end-to-end
- Quality Bar: Code passes your review standards
- Documentation: README sufficient for your team to maintain
- Performance: Meets agreed latency/throughput targets
- Security: Passes basic security scan
Process Exit Criteria
- Communication: Daily updates without prompting
- Velocity: Reasonable progress each day
- Problem-Solving: How they handle blockers
- Knowledge Transfer: Your team understands the solution
- Cultural Fit: Work style matches your team
Document Exit Criteria
Write specific, measurable criteria for each category. Share with vendor before starting. Both parties sign off.
Define Code Ownership
Pilot code belongs to you, paid or not. Include in contract: "All code, documentation, and artifacts created during pilot transfer to Client regardless of pilot outcome."
Set Go/No-Go Decision Date
Schedule decision for day 11. This gives you days 1-10 to evaluate, one day to decide, and time to communicate cleanly.
Observability + Daily Receipts
Visibility prevents surprises. Require these daily artifacts:
Daily Stand-up Receipt (5 min to write)
Date: [Date]
Completed Today:
- [Specific deliverable with evidence]
- [Another deliverable]
Blockers:
- [Issue + proposed solution]
Tomorrow's Plan:
- [Specific commitment]
Questions:
- [Anything needs clarification]
Code Commit Log
- All code in your repo (not theirs)
- Meaningful commit messages
- PR descriptions that explain why, not just what
Metrics Dashboard
Track automatically:
- Lines of code (trending up steadily?)
- Test coverage (maintaining standards?)
- Commit frequency (daily activity?)
- PR turnaround (quick responses?)
Do
- ✓Give repository access immediately
- ✓Require work in your environment
- ✓Review code daily, give feedback fast
- ✓Track metrics automatically
Don't
- ✗Accept 'working on local machine'
- ✗Wait until day 10 to review
- ✗Skip daily check-ins to 'save time'
- ✗Let them use their own tools exclusively
Handover Readiness Checklist
A successful pilot includes knowledge transfer. By day 10, you should have:
Handover Requirements
- Working code in your repository
- Documentation your team can follow
- Test suite with >80% coverage
- Deployment runbook
- Architecture decision record
- List of remaining tasks with estimates
The Handover Test
Have one of your developers who wasn't involved:
- Clone the repository
- Follow setup documentation
- Make a small change
- Deploy to staging
If they succeed in <2 hours, handover is complete. If not, you've identified gaps before signing a larger contract.
Retro & Go/No-Go Decision Framework
Day 11 is decision day. Use this framework:
Pilot Retrospective (1 hour)
What Went Well
- Specific achievements
- Process improvements
- Communication highlights
What Could Improve
- Friction points
- Unmet expectations
- Process gaps
Key Learnings
- About the vendor
- About your requirements
- About the project complexity
Go/No-Go Scoring
Rate each area 1-5:
- Technical Delivery: __/5
- Communication: __/5
- Code Quality: __/5
- Velocity: __/5
- Problem Solving: __/5
Decision Rules:
- All 4-5: Strong proceed
- Mostly 3-4: Proceed with adjustments
- Any 1-2: No-go unless critical issue
Pros
- See actual work quality before commitment
- Test communication and culture fit
- Reduce risk of expensive mistakes
- Build relationship gradually
Cons
- Delays full project start by 2 weeks
- Costs more than jumping straight in
- Some vendors resist pilot model
- Limited scope may not reveal all issues
Real Pilot Examples
Success Case: API Integration Vendor
Pilot Scope: Integrate with Salesforce and sync contacts Daily Progress: Steady, communicated blockers early Code Quality: Excellent tests, clear documentation Result: Expanded to full integration project Key Learning: Their Salesforce expertise saved weeks
Failure Case: Frontend Development Shop
Pilot Scope: Build responsive dashboard component Daily Progress: Sporadic, surprise delays Code Quality: No tests, poor accessibility Result: No-go decision on day 8 Key Learning: Portfolio didn't reflect actual capability
Mixed Case: Data Engineering Team
Pilot Scope: Build ETL pipeline for one data source Daily Progress: Good but overcomplicated solution Code Quality: Solid but over-engineered Result: Proceeded with strict architecture guidelines Key Learning: Needed clearer constraints
Pricing Models That Work
Based on 100+ pilots, these pricing models align incentives:
Option 1: Paid Pilot, Credit Forward
- Pilot cost: $15-25K
- If proceed: Credit toward project
- If not: Clean break, you keep code
- Best for: Established vendors
Option 2: Risk-Shared Pilot
- Pilot cost: 50% of normal rate
- If proceed: Pay other 50%
- If not: Reduced cost for both parties
- Best for: New relationships
Option 3: Success-Based Pilot
- No upfront cost
- Pay only if exit criteria met
- Higher project rates if proceed
- Best for: Confident vendors
Avoid free pilots - they attract wrong vendors and create poor incentives.
Common Pilot Pitfalls
Pitfall 1: Vague Scope "Build something to show your skills" Fix: Define exact deliverable with acceptance criteria
Pitfall 2: Best Athlete Problem They send their A-team for pilot, B-team for project Fix: Require same team members to continue
Pitfall 3: Extended Pilot Syndrome "Just one more week to really prove it" Fix: Hard stop at 10 working days
Pitfall 4: No-Decision Limbo Pilot ends without clear next steps Fix: Pre-scheduled decision meeting
Your Pilot Planning Template
Use this template for your next vendor pilot:
## Pilot Overview
Vendor: [Name] Dates: [Start] - [End] (10 working days) Decision Date: [Day 11]
## Pilot Scope
Deliverable: [Specific feature/component] Success Metrics:
1. [Measurable outcome]
2. [Another outcome]
3. [Third outcome]
## Exit Criteria
Technical:
- [ ] Core functionality works
- [ ] Passes code review
- [ ] Includes documentation
- [ ] Meets performance targets
- [ ] Security scan clean
Process:
- [ ] Daily updates received
- [ ] Blockers communicated promptly
- [ ] Knowledge transferred
- [ ] Team collaboration smooth
## Code Ownership
All artifacts transfer to us regardless of outcome
## Pricing
Model: [Paid/Risk-Shared/Success-Based] Pilot Cost: $[Amount] Credit Terms: [If applicable]
## Team
Vendor Lead: [Name] Our Lead: [Name] Required Continuity: [Same team for project]
Post-Pilot Expansion Path
When pilots succeed, smooth expansion prevents momentum loss:
Week 1 Post-Pilot
- Contract negotiation (pre-drafted)
- Team expansion planning
- Full project scoping
- Environment setup
Week 2 Post-Pilot
- Kickoff with expanded team
- Knowledge transfer from pilot
- Establish ongoing rituals
- Begin first full sprint
Keep the same:
- Communication patterns
- Code standards
- Review cycles
- Team members (critical!)
Now Do This
De-risk your next vendor decision with these steps:
Your Pilot Action Plan
- Define one meaningful pilot project
- Write specific exit criteria
- Schedule your go/no-go decision now
For managing pilot risks effectively, our delivery risk ledger helps track pilot-specific unknowns.