# Proof of Concept (POC) Best Practices

A comprehensive guide for Sales Engineers planning, executing, and evaluating proof-of-concept engagements.

## POC Planning Methodology

### 1. Pre-POC Qualification

Not every deal warrants a POC. Qualify before committing resources:

**POC-Worthy Indicators:**
- Deal value justifies 80-200+ hours of SE and engineering time
- Customer has an identified champion who will actively participate
- Clear decision timeline with POC as a defined evaluation step
- Budget is allocated or allocation process is underway
- Technical stakeholders are available for the evaluation period

**POC Red Flags:**
- "Free trial" request with no commitment to evaluate
- No identified decision-maker or budget owner
- Competitor has already been selected; POC is for validation only
- Customer expects production-grade environment for extended period
- No defined success criteria or evaluation framework

### 2. Scope Definition

The most critical success factor is a well-defined scope. An uncontrolled scope leads to extended timelines, unmet expectations, and lost deals.

**Scope Elements:**
- **Use cases:** 3-5 specific scenarios to validate (not "everything")
- **Integrations:** Which systems must connect during the POC
- **Data:** What data will be used (sample, synthetic, production subset)
- **Users:** Who will access the POC environment and in what roles
- **Duration:** Fixed timeline with clear milestones
- **Success criteria:** Measurable, objective criteria for each use case

**Scope Control Tactics:**
- Document scope in writing with customer sign-off
- Define what is explicitly out of scope
- Create a change request process for scope additions
- Set a maximum number of use cases per complexity tier

### 3. Timeline Planning

**Standard 5-Week Framework:**

| Week | Phase | Focus | Key Activities |
|------|-------|-------|---------------|
| 1 | Setup | Foundation | Environment, data, access, kickoff |
| 2-3 | Core Testing | Validation | Primary use cases, integrations, workflows |
| 4 | Advanced Testing | Edge cases | Performance, security, scale, administration |
| 5 | Evaluation | Decision | Scorecard, review, recommendation |

**Timeline Adjustments by Complexity:**

| Complexity | Duration | Use Cases | Integrations |
|-----------|----------|-----------|-------------|
| Low | 3 weeks | 2-3 | 0-1 |
| Medium | 5 weeks | 3-5 | 2-3 |
| High | 6-8 weeks | 5-8 | 4+ |

**Timeline Rules:**
- Never exceed 8 weeks. Longer POCs lose momentum and stakeholder attention.
- Front-load the most impressive capabilities to build early momentum.
- Schedule stakeholder checkpoints at the end of each phase.
- Build 20% buffer into each phase for unexpected issues.

### 4. Resource Planning

**SE Allocation:**

| Activity | Hours/Week (Medium Complexity) |
|----------|-------------------------------|
| Environment setup and configuration | 15-20 (Week 1 only) |
| Use case execution and testing | 20-25 |
| Stakeholder communication | 3-5 |
| Documentation and reporting | 3-5 |
| Issue resolution | 5-8 |

**Engineering Support:**
- Allocate dedicated engineering support for complex integrations
- Establish an escalation path for blocking issues
- Pre-schedule engineering availability during Core Testing phase
- Request customer IT support for integration access and credentials

**Customer Resources:**
- Technical sponsor for daily communication
- Business stakeholders for use case validation
- IT/Security for environment access and compliance review
- End users for usability feedback (if applicable)

## Success Criteria Definition

### Writing Effective Success Criteria

Each criterion must be:
- **Specific:** Clearly defined with no ambiguity
- **Measurable:** Quantifiable metric or clear pass/fail
- **Agreed:** Documented and signed off by both parties
- **Relevant:** Tied to a business outcome or technical requirement
- **Time-bound:** Evaluated within the POC timeline

### Success Criteria Categories

**Functionality Criteria:**
- "System processes [X] transactions per hour without errors"
- "Workflow automation reduces manual steps from [Y] to [Z]"
- "Report generation completes within [N] seconds for [M] records"
- "All [X] defined use cases completed successfully"

**Performance Criteria:**
- "API response time <200ms at p95 under [N] concurrent users"
- "Batch processing completes [X] records in under [Y] minutes"
- "System maintains performance with [N]x expected data volume"

**Integration Criteria:**
- "Bidirectional sync with [System X] operates within [Y] minute latency"
- "SSO integration with [IdP] supports all required authentication flows"
- "Data import from [Source] completes with <1% error rate"

**Usability Criteria:**
- "New users complete [task] within [N] minutes without assistance"
- "Admin configuration for [scenario] requires fewer than [N] steps"
- "Stakeholder satisfaction rating >= 4.0/5.0"

### Anti-Patterns in Success Criteria

- **Too vague:** "System performs well" (what is "well"?)
- **Too many:** More than 15 criteria dilutes focus and extends timeline
- **Unmeasurable:** "Users like the interface" (how do you measure "like"?)
- **Biased toward feature count:** "Must have Feature X" instead of "Must solve Problem Y"
- **Moving target:** Criteria that change mid-POC without formal agreement

## Stakeholder Management

### Stakeholder Map

| Role | Priority | Engagement Strategy |
|------|----------|-------------------|
| Decision Maker | High | Executive briefings, ROI summaries |
| Champion | Critical | Daily communication, progress updates |
| Technical Evaluator | High | Hands-on access, deep-dive sessions |
| End User | Medium | Usability testing, feedback sessions |
| IT/Security | High | Compliance reviews, architecture sessions |
| Procurement | Low-Medium | TCO documentation, reference connections |

### Engagement Cadence

- **Daily:** Champion check-in (10 min, Slack/email)
- **Weekly:** Progress report to all stakeholders (written summary)
- **Phase transitions:** Formal review meeting with demo of progress
- **Final:** Executive presentation with scorecard results and recommendation

### Managing Stakeholder Expectations

1. **Set clear boundaries:** Define what will and will not be demonstrated
2. **Communicate early and often:** No surprises; surface issues immediately
3. **Document everything:** Meeting notes, decisions, change requests
4. **Celebrate wins:** Highlight successful milestones to maintain momentum
5. **Address concerns immediately:** Delays in resolution erode confidence

## Evaluation Frameworks

### Weighted Scorecard Model

The evaluation scorecard provides an objective, comparable assessment:

| Category | Weight | Score (1-5) | Weighted Score |
|----------|--------|-------------|----------------|
| Functionality | 30% | | |
| Performance | 20% | | |
| Integration | 20% | | |
| Usability | 15% | | |
| Support | 15% | | |
| **Total** | **100%** | | |

**Scoring Scale:**
- 5: Exceeds requirements - superior capability demonstrated
- 4: Meets requirements - full capability with minor enhancements possible
- 3: Partially meets - acceptable but notable gaps remain
- 2: Below expectations - significant gaps that impact value
- 1: Does not meet - critical failure for this category

**Decision Thresholds:**
- Weighted average >= 4.0: **Strong Pass** - proceed to procurement
- Weighted average 3.5-3.9: **Pass** - proceed with noted conditions
- Weighted average 3.0-3.4: **Conditional** - requires further evaluation or negotiation
- Weighted average < 3.0: **Fail** - does not meet requirements

### Go/No-Go Decision Framework

The go/no-go decision should be based on multiple factors, not just the scorecard:

**Go Indicators:**
- Scorecard score >= 3.5
- All must-have success criteria met
- Champion and decision-maker both express positive sentiment
- No unresolved critical technical blockers
- Clear implementation path identified

**No-Go Indicators:**
- Scorecard score < 3.0
- Critical success criteria failed without clear resolution
- Decision-maker expresses significant concerns
- Multiple unresolved technical blockers
- Competitive alternative clearly preferred by evaluators

**Conditional Go Indicators:**
- Scorecard score 3.0-3.5 with clear path to improvement
- 1-2 minor success criteria not met but with workarounds
- Mixed stakeholder sentiment that can be addressed
- Blockers identified but resolution path confirmed with engineering

## Common POC Failure Modes

### 1. Scope Creep
**Symptom:** Customer continuously adds requirements during the POC.
**Prevention:** Written scope agreement with change request process.
**Recovery:** Renegotiate timeline or defer additions to Phase 2.

### 2. Champion Absence
**Symptom:** Champion becomes unavailable or disengaged mid-POC.
**Prevention:** Identify a backup champion. Schedule regular touchpoints.
**Recovery:** Escalate to decision-maker. Demonstrate value already achieved.

### 3. Data Issues
**Symptom:** Customer data is unavailable, poor quality, or incompatible.
**Prevention:** Request sample data before kickoff. Prepare synthetic data.
**Recovery:** Use synthetic data for core testing. Document data requirements for implementation.

### 4. Environment Problems
**Symptom:** POC environment is unstable, slow, or inaccessible.
**Prevention:** Use a dedicated, pre-configured environment. Test before kickoff.
**Recovery:** Have a backup environment. Communicate honestly about delays.

### 5. Moving Goalposts
**Symptom:** Evaluation criteria change mid-POC, often influenced by competitor demos.
**Prevention:** Get written sign-off on criteria before starting. Reference agreement when changes arise.
**Recovery:** Agree to evaluate new criteria as addendum, not replacement. Highlight what has already been validated.

### 6. Extended Timeline
**Symptom:** POC drags beyond planned duration without clear progress.
**Prevention:** Set hard deadlines in the agreement. Schedule decision meetings in advance.
**Recovery:** Force a checkpoint. Present results to date and ask for a go/no-go with current evidence.

### 7. Technical Blockers
**Symptom:** Unexpected technical issues prevent completion of key use cases.
**Prevention:** Conduct technical discovery before committing to POC. Have engineering on standby.
**Recovery:** Escalate immediately. Provide transparent status updates. Offer alternative approaches.

## POC Documentation

### Required Artifacts

| Document | When | Owner |
|----------|------|-------|
| Scope agreement | Pre-POC | SE + Customer |
| Environment setup guide | Week 1 | SE |
| Progress reports | Weekly | SE |
| Phase review presentations | Phase transitions | SE |
| Issue log | Ongoing | SE |
| Final evaluation report | Week 5 | SE + Customer |
| Lessons learned | Post-POC | SE |

### Final Report Template

1. **Executive Summary** - POC objectives, approach, and outcome
2. **Scope and Success Criteria** - What was tested and how
3. **Results Summary** - Success criteria outcomes with evidence
4. **Evaluation Scorecard** - Weighted scores across all categories
5. **Issues and Resolutions** - Problems encountered and how they were addressed
6. **Recommendation** - Go/No-Go with rationale
7. **Implementation Considerations** - Next steps, timeline, and resource needs

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**Last Updated:** February 2026
