How to Prep Your Factory for Automation & AI

Picture a maintenance manager at a bottling plant hearing about a move to factory automation. You can practically see their mind leaping to robotic systems, employee layoffs and an eventual future where human workers are a thing of the past. They wouldn’t be alone. Across the manufacturing world and other industries, the burgeoning explosion of artificial intelligence (AI), robotics and other automation is spurring excitement — but also worries about job security and an uncertain horizon for workers.

Consider this, though: What if smart automation wasn’t about replacing people — but empowering them? Factory automation and artificial intelligence (AI) are an advancement in how factories function, blending smart machines with real-time data to improve efficiency, curtail downtime and make workplaces safer. Automation involves applying technologies so equipment can handle tasks without excessive human intervention. And AI adds another layer of data-driven intelligence to make decisions in the moment as well as predictive analyses.

In this guide, we focus on demystifying the significant pivot toward factory automation solutions. We’ll walk you step by step through how to seamlessly ready a factory for automation and AI, going beyond the machinery to also examine the philosophy, key info and systems that make it all work.

4 Types of Automation, Defined

Before diving into preparation, though, it’s vital to understand the types of manufacturing automation processes you might contend with. After all, each serves a different role and offers different levels of flexibility and production efficiency.

Fixed Automation

Fixed automation is created for high-volume, repetitive tasks, such as automated assembly lines or conveyor systems that transport materials from one station to another. While these systems are efficient and excellent for producing a single product over and over, they’re also rigid and lack flexibility. 

Programmable Automation

Programmable automation furnishes greater flexibility and is optimal for batch production where the product occasionally varies. This kind of manufacturing equipment has the capacity to be reprogrammed to manage diverse tasks, making it appropriate for production facilities with varied product lines.

Examples of this type of automation include programmable logic controllers (PLCs) and numerically controlled (NC) machine tools.

Flexible Automation

Flexible automation, as one might surmise from its name, is the most adaptable type, allowing for brisk changes in production with only minimal reconfiguration. For factories handling custom orders or needing to switch between products frequently, this is the ideal solution. 

Automated material handling, industrial robotic painting systems, and mechanical cutting and assembly robots are common examples of this type of flexible automation.

Integrated Automation

Using this kind of AI in industrial automation involves linking all of a factory’s automated systems together. By creating a cohesive unit, it minimizes the need for human involvement to manage production. That said, it can be costly and time-consuming to set up.

What We Mean When We Say ‘Prep Your Factory’

Getting your factory all set for automation control isn’t just about purchasing automated equipment. It means laying a foundation that supports smart manufacturing and smart people and making sure your entire operation is ‘AI-ready.’ There are basically three pillars of preparation that are vital when lining things up:

Data Readiness

AI and automation rely greatly on data; if something can’t be measured, it can’t be automated. Having clear, structured data — from machine performance to maintenance logs — is not just the first step, it’s the most critical. Without reliable data, your efforts toward automation will be built on a weak foundation.

System Integration

Seamless integration and communication is vital between the machines and sensors on the floor — your operational technology (OT) — and the software systems that manage data, your information technology (IT). This will guarantee that insights flow easily and that you can make informed choices in real time.

Workforce Readiness

Your workforce will still be the beating heart of your automated factory. When it comes to prepping staff for automation, the focus should be on upskilling, reskilling and immersing them as much as possible in the effort. Adoption can be smoother — and more successful — when staffers truly understand the reasons and motivation behind the move to more automated production processes.

One analogy we like is the AI hamburger analogy that Teradyne Robotics’ Will Heally III discussed in a presentation at FABTECH 2025. It’s all about ensuring humans are still a part of the process. To ensure the most value, a human element prompts the automation at the beginning. Then, the AI does the meaty part, and the human reviews it at the end to make sure it’s done right. In short, humans are still necessary to make this all work.

Step 1: The Factory Audit — Know What You Have

Before investing time and money in new tech, you’ll need a serious knowledge of your current setup. A factory audit is key to grasping what equipment is working well, what’s at the end of its lifecycle and where automation will improve things most.

Begin with a detailed inventory of your assets. This is where a computerized maintenance management system (CMMS) — like Coast — can be a game-changer. It has the quick and easy capacity to digitally record every single piece of equipment, including its condition and its maintenance history.

Here’s a quick checklist to streamline your audit:

• Existing equipment and its condition: Assess machinery age, functionality, efficiency and any visible wear or damage.
• Physical layout and available space for new machines: Evaluate workflow efficiency, safety and room for expansion or equipment upgrades.
• Current data collection methods (manual logs, spreadsheets, etc.): Review accuracy, consistency and potential for automation or digital integration.
• Maintenance history and documentation: Check records for frequency, thoroughness and adherence to preventive maintenance schedules.

This assessment gives you a sharp picture of your automation launch point and assists in prioritizing upgrades.

Step 2: Get Your Data in Order

This action is frequently underemphasized, but it’s the foundation of any effective smart factory. AI systems depend upon data for knowledge, forecasting upcoming moves and optimizing operations. Thus, if your data is lacking, this will be reflected in all of your automation efforts. 

Why reliable data is so key:

• Bad data leads to poorly informed decisions: Inaccurate inputs can misdirect automation logic, leading to costly errors or inefficiencies.
• Incomplete data hides inefficiencies: Missing information prevents systems from pinpointing bottlenecks or areas where improvement is needed.
• Chaotic data slackens analysis: Poorly structured info thwarts quick insights, prolonging automation setup and optimization.

Be sure to collect:

• Real-time sensor data (temperature, vibration, speed)
• Work order history (who did what, when)
• Downtime logs (how often and why machines stop)
• Maintenance costs (parts, labor, frequency)

A CMMS like Coast can serve as your one-stop shop for reliable info, not only collecting all this data in one place, but also making it straightforward to analyze and act upon. Note that you’ll want to collect three to six months of data before you can truly use it for more predictive maintenance measures, according to Mo Abuali, an expert in the manufacturing digital transformation.

Step 3: Align Your IT & OT

Automation is possible only when your machines and software communicate clearly. That’s where the alignment of IT (information technology) and OT (operational technology) comes into play.

OT includes your factory floor equipment — such as robots, internet of things (IoT) devices and programmable logic controllers. IT includes your software systems — like a CMMS or enterprise asset management (EAM) software. These systems frequently function in silos, resulting in data gaps and inefficiencies.

Middleware can perform as a translator between these systems, helping data to flow smoothly. It makes sure that your CMMS can harvest sensor data from machines and transmit work orders to technicians in real time.

A CMMS can truly play a pivotal role here. It bridges the gap between IT and OT by centralizing data from both arenas. This vital integration enables predictive maintenance, real-time bulletins and well-informed decision-making.

Step 4: Prepare Your People for the Change

Technology is obviously invaluable, but is only half the equation when it comes to a move to automation. The other half is your people. Try to stress that the transformation from a human perspective is empowering staff — and freeing them up to actually handle more high-level tasks rather than repetitive, manual ones.

With effective automation in place, workers can focus on diagnostics, data analysis and system oversight. These are higher-value roles that require training and support.

Actionable steps:

• Furnish training in data literacy, diagnostics and basic coding skills.
• Forge collegial programs where tech-savvy employees can mentor others.
• Communicate clearly the goals and advantages of automation, early and often.
• Get employees involved in pilot programs that build trust and understanding.

A team that doesn’t grasp the benefits and need for automation can become a roadblock to a smooth path to success. But if your staff feels empowered by and involved in the transformation, they can instead become champions of change.

How Coast Can Help With Your Factory’s Automation Goals

A CMMS like Coast isn’t just a supporting tool — it provides the digital foundation of your factory’s shift to automation. Coast’s highly rated platform serves as a centralized hub, accelerating the transformation to highly strategic and more efficient operations. By simplifying detailed workflows and enhancing visibility, it empowers your team to make well-informed, data-driven decisions. Here are just a few features:

• Asset management: Coast’s asset tracking capabilities, including QR code integration, let you digitize equipment records with ease. This structured data is an invaluable resource for AI systems, enabling real-time performance monitoring and predictive insights that assist greatly in avoiding costly breakdowns.
• Work order management: Organizing and assigning tasks becomes seamless with Coast’s intuitive dashboard. From assigning a technician to investigate a sensor alert to scheduling a robot calibration, work orders can be created, tracked and completed in one place. This improves accountability and boosts efficiency.
• Predictive maintenance: Why wait to react to breakdowns when Coast can help you anticipate them and prepare for them? By garnering and reviewing past maintenance data, the platform drives predictive maintenance strategies that reduce unplanned downtime, lengthen asset lifespan and reduce operational expense.

With Coast’s support, your factory’s evolution into a smarter, more agile operation is one that can be done with confidence —as you prepare to meet the demands of tomorrow’s Industry 4.0 landscape.