From Spreadsheet to TestOps: When & How to Level-Up Test Management

Managing software testing via spreadsheets might be adequate for small-scale projects or startups. However, as your team grows and projects become more complex, this approach quickly reaches its limits.

That's why TestOps was born. As a concept, TestOps is relatively new, having existed only since 2019. However, it is the kind of concept that has changed and surely will continue to influence the QA industry.

In my recent talk with Cristiano Caetano, VP of Product at Katalon, founder of Zephyr Scale, we uncovered many valuable insights into TestOps as a concept, and how your team can also reach better heights if you know how to implement it properly.

Recognizing the signs: When spreadsheets are no longer enough

Test management is a kind of glue that sticks the entire software testing process together. But not all test management processes are equal.

Cristiano compared the scaling nature of TestOps with CRM systems.

If you're a small startup or an early-stage company with just a few people, you don't need a CRM tool yet. You don’t need it to manage leads, build relationships, or track renewals because you might only have 10 to 15 customers.

But as you grow, bring on more people, and deal with longer sales cycles, suddenly having a tool to manage your sales becomes a must-have. It’s no longer optional. You can’t rely on spreadsheets or people’s memory.

Cristiano Caetano

VP of Product

He believes same principle applies to testing. If you're a small startup building a simple app in the early days, you probably don't need test management tools. It's just a few people hacking things together. Test management is too bureaucratic.

But as you scale, the complexity changes. You move from one or two testers to 15, then 100 or more. How do you manage that? At that point, test management becomes necessary: 

• You need coordination.
• Where are people writing their tests?
• How do you track planning?
• How to prioritize when you don’t have the time and/or resources to test everything?
• How do you ensure you're testing the right things to get the job done?

That is when TestOps comes into play.

Here are key indicators that signal it's time to upgrade from spreadsheets:

• Increased Complexity: Your team deals with multiple testing environments, parallel workflows, or cross-team collaboration.
• Scalability Issues: Maintaining and updating spreadsheets becomes cumbersome, error-prone, and inefficient.
• Limited Visibility: Difficulty providing accurate, real-time updates on testing status and quality metrics to stakeholders.
• Data Inconsistency: Repeated issues with data reliability and version control as manual entry errors become common.

Once your team grows beyond a handful of testers and your projects involve more complexity, moving to a dedicated test management platform is crucial, said Cristiano.

Understanding TestOps: Bridging QA and DevOps

The bigger your organization, the more moving parts you have: teams, squads, products, even different time zones. How do you consolidate testing outcomes across all of that? You need a single dashboard that tells you:

• Where are we?
• Can we release?
• What’s the current release health?
• How does it compare with the last one (or with other products)?

Katalon TestOps was named after the TestOps concept. It integrates traditional test management functions (planning, tracking, execution, reporting) with DevOps practices. In TestOps, your testing aligns seamlessly with continuous integration and delivery cycles.

TestOps is about making testing continuous, integrated, and highly visible within DevOps workflows.

Cristiano Caetano

VP of Product, Katalon

It addresses the modern QA team's needs by:

• Automating test scheduling, execution, and reporting.
• Integrating with CI/CD tools for continuous feedback.
• Providing unified, real-time dashboards and analytics.
• Ensuring effective resource allocation and prioritization of tests.

How to Successfully Transition to TestOps

If your current test management process only involves basic spreadsheet Cristiano outlines key steps for a smooth transition from spreadsheets to TestOps:

Step 1: Assess Your Current Situation

Evaluate your existing testing processes, identify pain points, and determine critical capabilities your new solution must have.

Step 2: Define Clear Objectives

Set clear goals for your new TestOps platform. "Are you looking for better integration with CI/CD? Improved visibility? Scalability for automated tests? Clarifying objectives upfront is essential," Cristiano advises.

Step 3: Choose the Right TestOps Tool

Select a TestOps solution that meets your specific needs. Consider factors like ease of integration, scalability, support for automation, and built-in analytics.

Step 4: Implement Incrementally

Don't rush the transition. Start with smaller projects or teams, gradually expanding usage as your team becomes comfortable with the new system.

Step 5: Continuously Optimize

Regularly review and refine your TestOps processes. Utilize analytics and feedback loops to identify areas for improvement continually.

📚 Learn more: How to measure business value of test automation?

Benefits of Embracing TestOps

Transitioning from spreadsheets to a dedicated TestOps solution delivers numerous benefits:

• Enhanced Efficiency: Automated processes reduce manual overhead and human error.
• Improved Collaboration: Centralized test management fosters better communication and teamwork.
• Real-Time Visibility: Stakeholders have immediate insight into testing status and software quality.
• Scalability: Robust platforms support complex, large-scale testing requirements effortlessly.

Cristiano summarizes, "Adopting TestOps isn't just about modernizing your tools. It's about fundamentally enhancing the effectiveness and strategic value of your testing efforts."

Conclusion

The shift from spreadsheets to TestOps is essential for teams serious about quality and scale. Recognizing the right moment and carefully planning the transition ensures not just smoother operations but a foundation for future growth and continuous improvement in software quality management.