Go-live & adoption
Pilot & feedback loop
Get a small group really working in Gfacility, feed back fast, and let numbers decide go/no-go. The pilot is your best insurance policy against a failed broad rollout.
Updated May 18, 2026
Go-live · 5.2
Why this matters now
UAT on the acceptance environment shows whether features work; a pilot shows whether the system works for your organisation. The difference is that a pilot confronts people with “yes, from Monday this is your new tool” — only then do you see the real friction. Skip this, and your broad rollout becomes your pilot.
What do you deliver?
Pilot charter
Scope, participants, period, success criteria — agreed up front.
Feedback channel & rhythm
Daily stand-up, weekly retro, anonymous feedback form, or a mix.
Issue log with prioritisation
Show-stoppers, blockers, nice-to-haves — with owner and deadline.
Go/no-go report
With adoption figures, quality of completed work and qualitative quotes.
Key questions
- 1Which group is the pilot — one department, one building, a cross-section? Which combination gives the most representative workflow?
- 2How long — two, four, six weeks? Long enough to touch all recurring rhythms (weekly, monthly, quarterly activities), short enough to keep momentum.
- 3Full or partial pilot — does the pilot group work only in Gfacility (old tool off) or in parallel? Parallel is safer but hides friction.
- 4Success criteria — measurable, agreed up front: adoption rate > 80%, average CSAT > 4, no P1 issues open after week 2, etc.
- 5Feedback mechanics — how do you capture problems without everything going through "shadow chat" between colleagues? A 15-min daily stand-up usually works best.
- 6Who responds to feedback and with which SLA? Pilots die when feedback disappears into a black hole.
- 7Champions — who in the pilot group becomes your informal ambassador to help colleagues and channel feedback?
- 8Communication — to the pilot group (expectations, help) and to the rest of the organisation (why not them yet, what's coming)?
- 9What if no-go — which decision follows on failure? Extension, fix-and-restart, descope, or pause? Decide this before the pilot, not after.
- 10Hand-off — what does the pilot group keep doing after go-live? They know Gfacility best — don't let them walk away.
Template — Pilot charter
| Aspect | Filled in |
|---|---|
| Pilot group | Facility team Brussels (12) + IT helpdesk L1 (8) = 20 people |
| Period | 4 weeks, Mon 15/06 through Fri 10/07 |
| In-scope modules | Tickets, reservations, visitors |
| Out of scope | Catering, mobile app, Power BI reporting |
| Full vs parallel | Full — old tool goes read-only for the pilot group |
| Success criteria | Adoption > 85%, CSAT > 4.0, ≤ 3 open P1 issues after week 3, throughput at least equal to the old tool |
| Feedback rhythm | Daily stand-up 9:00 (15 min) for the first 2 weeks; then 2× per week |
| Issue owner | PM (intake) → tech lead (triage) → handler (SLA per priority) |
| No-go decision | Steering committee decides 7d before the planned go-live date based on the final report |
Template — Issue log
| ID | Description | Type | Prio | Status | Blocks go-live? | Owner |
|---|---|---|---|---|---|---|
| P-001 | Outlook add-in does not load on older versions | Bug | P1 | Open | Yes | Integration lead |
| P-002 | Categorisation "other" missing | Config | P2 | Fixed | No | Configurator |
| P-003 | Wish: bulk-edit bookings | Feature | P4 | Parked | No | Product owner |
| … | … | … | … | … | … | … |