Five red flags to avoid when implementing automation in maintenance and reliability

Automation projects fail more often than they succeed. But it’s rarely because the technology doesn't work. The real problems show up months after installation, when expensive equipment sits idle because teams can't maintain it or processes never evolve to include it.

Mark Lewandowski spent 35 years at Procter & Gamble watching automation investments either transform operations or collect dust. I talked to him about the five make-or-break differences between the successful projects and the unsuccessful ones, and the five biggest mistakes maintenance and reliability teams make that you should avoid.

Red flag #1: Not testing the tech in your everyday workflows and environments

One of the biggest patterns that Mark has seen in failed automation projects is that teams buy equipment based on an ideal vision of what it can do, instead of how it fits into the actual (and often messy) workflows that the team uses everyday. Seeing a piece of technology as a cure-all or silver bullet sets expectations too high and is among the most common reasons automation adoption fails, says Mark.

Why technology might look good on paper, but fall short on the plant floor

Most automation technology is demoed in controlled environments with ideal conditions. Your production floor has variable demands, legacy equipment, and unique workflows that rarely match those perfect scenarios. The technology might perform certain functions well in a showroom. That doesn't mean it will integrate smoothly with your existing processes or deliver the benefits you're expecting once it's running alongside everything else in your facility.

Questions to ask before committing to automation technology

Before moving forward with any automation technology or tool, Mark recommends digging deeper than an initial evaluation:

• Process fit: Does this technology match your specific workflow requirements, or will you change your processes to accommodate it?
• Integration capability: How does this connect with your existing control systems, networks, and maintenance management software?
• Support requirements: What ongoing maintenance does this equipment require, and who provides that support?
• Skill requirements: What training will your team need to operate and troubleshoot this technology?

How to evaluate automation fit for your specific process

Mark emphasizes that you should "make sure you have a good understanding of how [automation] can work, how it's going to fit in, and how it's going to improve your process." 

Running pilot tests in your actual operating environment gives you better information than accepting vendor benchmarks. Your maintenance technicians understand the day-to-day realities of your operations. Involving them in the evaluation process helps identify potential friction points that might not be obvious during a sales presentation.

Red flag #2: Building systems before building skills

The second critical mistake is launching new automation without ensuring your team has the capability to operate and maintain it, as Lewandowski puts it. This includes basic operational training, but also the troubleshooting and support skills your team needs to sustain success.

The skills gap that derails automation

Automation that seems too complex or unreliable will get bypassed by frontline staff in favor of manual processes, especially when production pressure mounts. If your team layers these manual workarounds on top of automation, it will increase the amount of time staff spend on these tasks. As a result, you lose the efficiency gains that justified the automation investment in the first place.

Training for operation vs. maintenance

Training for automation tools often focuses on how to run equipment under normal conditions. But maintenance frequently responds to when things go wrong. Training that addresses these situations often gets overlooked. Troubleshooting requires deeper system understanding than operation. Your technicians need to know not just what buttons to push, but how the system works, what can fail, and how to diagnose problems efficiently.

Developing troubleshooting capabilities for new technology

"Much of today’s machinery and equipment have to integrate into systems, networks, and similar infrastructure," says Lewandowski. "So you need a different set of skills to make the equipment successful long-term."

Modern automation often requires network integration troubleshooting alongside traditional mechanical skills. Your team may need training in software diagnostics, data connectivity, and how to work effectively with vendor support resources.

Planning for long-term skill development

Consider how you'll develop the skills needed to maintain automation long term, advises Lewandowski. Creating internal training programs, partnering with equipment vendors for ongoing education, and building institutional knowledge that survives employee turnover all contribute to long-term success. Skills development requires ongoing investment beyond deployment. This continuous effort determines whether your automation delivers value for years or becomes an expensive obstacle.

Red flag #3: Ignoring total life cycle cost in equipment selection

When evaluating automation options, many organizations focus primarily on purchase price. Lewandowski takes a different approach, "I try to look at total life cycle cost, which includes the maintenance and the supportability of that equipment over the long term."

Why initial investment is only part of the equation

The purchase price represents just the beginning of your automation costs. Ongoing operational expenses, like parts, labor, training, and downtime, often exceed the original purchase price over the equipment's lifetime. The true cost of downtime can far exceed maintenance expenses, which is why you should factor in lost production, expedited repairs, and the ripple effects on your supply chain when calculating total ownership costs.

The reality of long-term maintenance and supportability costs

"We've installed equipment and platforms that are still running after 20-plus years," says Lewandowski. Equipment with that kind of lifespan requires careful consideration of long-term support availability that often looks like this:

Factoring skill development into total cost of ownership

Training expenses extend beyond initial deployment. You should set aside a budget for ongoing certification, refresher training, and developing internal expertise. This allows you to reduce dependence on vendor support and minimize downtime waiting for contractors.

Red flag #4: Not understand how automation fits your existing process

Automation doesn't operate in isolation. Not only does it need to connect to your existing systems and infrastructure, it also needs to fit into your human workflows. Despite its name, there is always a person somewhere in the process. If they aren’t considered in the implementation, adoption will fail and equipment will go unused.

Integration requirements with current systems and networks

Modern automation equipment often requires network connectivity, data exchange with existing systems, and compatibility with your CMMS or ERP platforms. Check integration requirements before purchase, not after installation. Your network infrastructure may need upgrades to support new automation. Data connectivity requirements can also create unexpected costs and delays if not addressed during planning.

Assessing compatibility with existing workflows

Document your current workflows before adding automation. Identify where new technology will interact with existing processes and where potential problems might come up. Plan for transition periods when both old and new methods may run in parallel. Your team needs time to build confidence with new systems while maintaining production commitments.

Red flag #5: Launching without user understanding

"You can have a great system that can work really well, can provide many benefits, and yet if people don't understand how to use it, then they don't use it,” warns Mark. This is when technology starts to gather dust, turning from a prized investment into a sink hole for your budget.

Why great systems get abandoned

Technicians facing production pressure choose the easiest option. When new automation feels confusing or unreliable, they route around it and return to familiar methods. Frustration with unfamiliar interfaces leads to avoidance. Without adequate support while learning, even capable technicians may give up on new technology rather than struggle through problems.

Signs your automation investment is at risk

Marks says to watch for these warning indicators that suggest automation is headed toward abandonment:

• Technicians routing around automated processes
• Increasing manual workarounds
• Training attendance declining after initial sessions
• Equipment utilization dropping after deployment
• Help desk tickets going unresolved

How to prevent technology from sitting idle

Phased rollouts with adequate support give teams time to build competence. Recruiting dedicated champions on each shift can also help colleagues troubleshoot problems and build confidence. It’s also helpful to create feedback loops to identify confusion points early. Lastly, celebrate small wins to maintain progress and show that the new technology delivers real benefits.

Building a maintenance automation strategy that delivers long-term value

Successful automation adoption starts with realistic expectations, adequate skill development, and a focus on total life cycle cost. Organizations that avoid the five common mistakes outlined in this article can get the full benefits of their automation investments.

People, not technology alone, deliver results. When your team understands how to use automation effectively, when they have the skills to maintain it, and when the technology fits your actual processes, automation becomes a powerful tool for operational excellence.