The Pilot Review

The pilot review is the structured debrief that produces the rollout decision. It is not a retrospective. It is not a lessons learned session. It is a governance meeting with a binary output: proceed to expanded rollout, or do not proceed. The criteria for that decision were defined in the measurement framework. The pilot review applies those criteria to the pilot results and produces a recommendation with documented rationale. The rollout decision that emerges from a conversation without this structure will be made on intuition, advocacy, and political momentum — none of which are defensible when the rollout encounters its first challenge.

PILOT REVIEW — [Initiative Name]
Date: [Date]
Attendees: Sponsor, Initiative Lead, Pilot Lead, Gatekeeper Representatives

SECTION 1: RESULTS AGAINST MEASUREMENT FRAMEWORK
Primary Metric 1: [metric name]
  Baseline: [baseline value]
  Result: [pilot result]
  Threshold: [success threshold]
  Status: [MET / NOT MET]

Primary Metric 2: [metric name]
  Baseline: [baseline value]
  Result: [pilot result]
  Threshold: [success threshold]
  Status: [MET / NOT MET]

Adoption Rate:
  Target: [target]
  Result: [result]
  Status: [MET / NOT MET]

SECTION 2: BEHAVIORAL FINDINGS
Champion profile: [description of champion characteristics]
Adoption curve: [description of adoption trajectory]
Resistance patterns: [description of who resisted and why]
Training effectiveness: [what worked, what did not]

SECTION 3: WHAT WORKED
[3-5 specific conditions that enabled pilot success]

SECTION 4: WHAT NEEDS TO CHANGE FOR ROLLOUT
[Specific adjustments required before expanded rollout]

SECTION 5: ROLLOUT DECISION
Recommendation: [PROCEED / DO NOT PROCEED / CONDITIONAL PROCEED]
Rationale: [specific evidence supporting recommendation]
Conditions (if conditional): [specific requirements before rollout begins]
Decision owner: [name]
Decision date: [date]