In our October webinar, we were joined by Matt Kubarek, Director of Training and Development at Intown Suites, and Stephanie Jarm, Restaurant Ops Consultant at The Training Table to discuss practical strategies for launching effective training pilots. The session provided four main takeaways that are crucial to ensuring the success of any pilot program.

Setting Clear, Measurable Goals is Essential for Pilot Success

Both Matt and Steph emphasized the importance of starting with well-defined, measurable goals. When designing a pilot, it’s not enough to say, “We want this to work.” The goals must align with larger business objectives, whether that’s improving efficiency, increasing employee satisfaction, or reducing costs. These goals act as the guiding star for the entire process, helping stakeholders remain focused and ensuring everyone knows what success looks like from the outset.

For example, Matt shared how his team tackled high housekeeping labor costs. They set clear goals—reducing labor hours and improving employee satisfaction—and measured these outcomes over time. By doing so, they were able to see a 13% reduction in housekeeping labor hours, which translated into significant cost savings. Without these well-established goals, it would have been challenging to gauge whether the pilot was truly effective.

Defining What Failure Looks Like Can Prevent Scope Creep

A critical but often overlooked aspect of piloting is understanding and defining failure. Steph pointed out that knowing what failure looks like is just as important as defining success. By understanding potential pitfalls and setting boundaries for what you *don’t* want to happen, you can avoid scope creep—when a pilot begins to spiral out of control, losing focus on its original objectives.

For instance, when Steph piloted a new scheduling tool for one of her clients, they initially ran into issues with the software’s budgeting tool, which wasn’t delivering accurate labor data. Because they had clearly defined what success and failure would look like beforehand, they recognized the problem early on and adjusted the scope to include a second round of testing. This allowed them to identify and address the system’s limitations before rolling it out company-wide.

Communication is Key During the Pilot Process

Both panelists agreed that communication plays a vital role in the success of any pilot. Regular updates, feedback loops, and clear communication with stakeholders ensure that everyone remains aligned throughout the process. Matt highlighted how weekly check-ins were essential during his company’s pilot of a housekeeping cart program. These check-ins allowed them to course-correct in real-time, identify what was working, and address issues before they became larger problems.

Steph also stressed the importance of communication, particularly in complex pilots that involve many stakeholders. When rolling out new software, for example, regular touch points with managers and employees helped surface critical feedback that would have otherwise been missed. Even something as simple as a weekly email recap can make a significant difference in keeping everyone on the same page.

Feedback Loops are Necessary for Continuous Improvement

The fourth takeaway was the value of feedback loops in driving continuous improvement. As Matt mentioned, “If you aren’t listening to your people, you aren’t getting the whole picture.” Feedback from employees, particularly those on the front lines, can provide insights that data alone cannot. Regular surveys or pulse reports, like those used in Matt’s organization, allow for ongoing dialogue and help ensure that the pilot evolves based on real-time feedback.

Steph’s example of a meal prep service pilot also illustrated the importance of feedback. By selectively inviting top customers to test a new ordering system and soliciting their feedback early on, they were able to make necessary adjustments before the full rollout, ultimately avoiding larger customer dissatisfaction.

In conclusion, setting measurable goals, defining failure, maintaining clear communication, and incorporating feedback loops are the cornerstones of a successful pilot. By following these strategies, training leaders can better navigate the complexities of pilot programs and ensure that they contribute positively to their organization’s broader goals.

Chapters

00:00 Introduction to the Webinar: Designing a Successful Training Pilot
01:24 Understanding the Importance of Pilots in Training
06:23 Visualizing a Pilot Program: Steps and Considerations
11:11 Navigating Customer Feedback During a Pilot
17:07 Data-Driven Decision Making in Pilot Programs
24:14 Understanding Generational Differences in Training
30:31 Leveraging Technology for Effective Training
31:57 Navigating Pitfalls in Pilot Programs
41:39 Lessons Learned from Real-World Pilots
53:18 Final Thoughts and Key Takeaways