How to run a successful pilot test: Implementing new healthcare technology with confidence

​Introducing new tech at work isn’t just about plugging in a device and hoping for the best. It’s about figuring out how it actually fits into your daily routine and whether it makes life easier or just adds more chaos.

That’s where a pilot test comes in. It’s a chance to try out a new healthcare product in a small, controlled way and see how it really works in the wild. You get real feedback, in real time, from real people and that feedback can be the key to whether the technology gets adopted or abandoned.

But let’s be honest: a pilot test can feel like just another thing on a to-do list that’s already way too long. So how do you run a pilot without it becoming a burden?

Why pilot tests matter?

According to a study in BMJ Open, healthcare tech projects that include pilot testing are twice as likely to succeed as those that skip this step. Why? Because real-life conditions are messy, and a pilot shows you where things get stuck, confused, or just don’t work.

“When we piloted a new patient monitoring solution, it wasn’t just about testing the tech, it was about testing how we work with it. The feedback from nurses during those first two weeks was more valuable than any sales pitch."

 — ICU Nurse Manager, University Hospital Cologne

Your step-by-step guide to a smooth pilot

1. Know what you’re testing for

Pick one or two things to measure. Whatever it is, make it specific and try to collect some baseline data before starting.

• Are you trying to reduce the time spent on documentation?
• Want fewer nighttime check-ins?
• Hoping to improve patient response times?

2. Pick the right team and location

• Staff are open to trying new things
• The tech actually solves a problem you face
• You can keep the scale manageable (10–15 beds is ideal)

3. Set a realistic timeframe

Most pilots last 2–6 weeks. Make sure there’s enough time for people to adjust and for the initial bugs to be worked out.

What to watch out for?

1. Not enough resources

Some pilots need extra hands for setup, training, or troubleshooting. Make sure you have:

• Time set aside for training (even just short sessions)
• Support from IT and/or procurement
• A plan for handling unexpected issues

2. Poor communication

If the team sees the pilot as just “extra work,” it’ll flop. Instead:

• Be clear about why this matters (saving time, reducing stress, helping patients)
• Share early wins or success stories
• Invite feedback often so staff feel included, not burdened

"At first, some colleagues were skeptical. But when they saw how the device reduced nighttime rounds, they became its biggest advocates.”

— Nursing Supervisor, Senior Care Facility, Munich

Shift the mindset

A pilot isn’t a test of you—it’s a test for you. A HIMSS study showed that staff involved early in pilot programs were 30% more likely to adopt the tech long-term. Let your team know:

• Their feedback is crucial
• Their experience shapes the final product
• This isn’t about adding work, it’s about making work better
  

What do companies usually need from you?

If a company is running the pilot with you, here’s what they’ll likely need:

We get it. You’re already running at full speed, and a pilot test might sound like more work. But it doesn’t have to be all or nothing. Even if you just do one thing from this list—like giving early feedback or helping define what success looks like—it helps. You’re not just testing a product. You’re helping build the kind of solutions that actually work in real wards, with real people. And that’s something worth being part of.