Preparing for automation? Get these fundamentals right first

YET AUTOMATION alone doesn’t solve operational challenges. The results can fall short when added to an environment with inconsistent processes, poor data, or rigid layouts. Technology works best when it supports already well-run, accurate and aligned systems.

Before bringing in automation, there are a few core areas that deserve attention. If you are keen to learn more, keep reading as this article looks at the essential groundwork warehouses should put in place first, and how to get those fundamentals right.

Process discipline comes before hardware decisions

Inconsistent workflows create friction at every level, and even the smallest errors in manual operations can be amplified when automated systems take over. If team members follow different picking rules, or if replenishment relies on experience rather than system data, automation will struggle to deliver accuracy.

Document every key process. This includes receiving protocols, put-away routes, picking priorities, and return handling. Use floor walks and process observations to identify where procedures break down or vary between shifts. Don’t rely solely on system reports; they often miss behavioural inconsistencies.

Introduce task-level standard operating procedures (SOPs), and make sure they’re accessible to staff and actively used during training. A clear framework allows automation to align with current operations, rather than exposing gaps during roll-out. Sites with accurate process maps reduce the risk of downtime during system transitions.

Research shows that warehouses with mapped and measured processes are more likely to achieve above-average return on automation investment. With penetration expected to rise from 18 % in 2021 to 26 % by 2027 in the UK, strong procedural baselines give these projects a better chance of long-term success.

Review exception handling policies, too. Determine how errors such as damaged goods, overages or bin discrepancies are flagged and resolved. These should be part of the standard process logic before integrating any automation.

Choose scalable systems that can grow with you

Many automation projects stall due to inflexible or outdated software. Scaling becomes difficult if core systems can’t handle dynamic data, real-time updates, or third-party integration. This is where the right WMS makes a measurable difference.

A scalable warehouse management system should handle everything from directed put-away to rules-based picking and multi-site inventory visibility. Compatibility with common ERP platforms, API support, and integration options for mobile scanners, conveyors, or robotics must be in place from day one.

Look at future capacity needs. Can your WMS handle double the order volume without speed loss? Does it support warehouse zones, rotation logic, serial and batch tracking, and returns grading? A system that works well for 5,000 orders a week might struggle at 15,000 unless the database and configuration can scale.

Evaluate reporting flexibility, too. Sites benefit from dashboards that track real-time pick rates, dwell times, and stock turns, as this lets managers act quickly rather than relying on end-of-day reports that are already out of date.

Data visibility and integration readiness

Data errors are among the most common sources of automation failure. That includes mismatched SKUs, outdated location files, and incomplete product attributes. Systems work based on what they’re told, and if the data is wrong, so are the decisions.

Auditing product data can confirm that every item has accurate dimensions, weight, handling class, and packaging type. It can also identify gaps where product master data is missing or contradictory. Finally, it can ensure consistent naming conventions across procurement, inventory, and despatch records.

Create a data dictionary. This helps standardise fields across platforms and reduces confusion during integration. For instance, if your ERP uses “product code” and your WMS uses “SKU ID”, map those clearly in every data feed.

Review how data moves between systems, and replace manual spreadsheets and file uploads with automated data exchange. Middleware or integration layers can manage sync between ERP, TMS and WMS platforms. Aside from supporting automation, these steps improve day-to-day visibility for planners, operators and inventory teams.

Staff training and operational alignment

Automation is not about removing staff but about helping them do higher-value work. However, the transition from manual to tech-driven roles doesn’t happen without preparation.

Run role impact sessions. Map out which responsibilities will change under automation. For example, pickers may shift towards overseeing robots, managing exceptions and confirming alerts. Supervisors might need to review dashboards, approve system suggestions, or adjust pick algorithms.

Update job descriptions and KPIs to reflect these changes. Train team leads in system logic so they can explain what’s happening during execution, not just respond when things go wrong. Employees are more likely to engage with new tools when understanding the ‘why’ behind each change.

Invest in hands-on training environments. Simulated picking tasks, alert handling practice and barcode error troubleshooting improve comfort levels before live deployment. Include shift supervisors early, they’ll act as multipliers when the new system goes live.

Promote feedback loops, and encourage teams to report slowdowns, system gaps or unclear instructions during early phases. Feeding that insight into system adjustments creates smoother automation alignment.

Infrastructure and physical layout considerations

Automation adds complexity to the physical layout. A clear floor plan is not enough; movement paths, access points, and storage formats all affect system efficiency.

Begin with a slotting analysis. Identify how items move through the warehouse, what volumes they generate, and how frequently they’re picked. High-velocity SKUs should be stored near despatch. Slow movers may suit upper bays or remote zones.

Map out charging areas, buffer zones and sensor visibility lines. Automation hardware requires space that’s often overlooked, especially around corners, loading points and merge areas. Coordinate with suppliers during the design phase to ensure alignment between system capability and physical capacity.

Pilots and phased implementations are safer

Rolling out automation across an entire site at once rarely ends well. It’s better to build experience with smaller projects, iron out any issues, and confidently scale.

First, select a low-risk, high-impact process, such as order picking in a specific zone. Use this pilot to monitor system speed, user behaviour, and data accuracy. Track measurable KPIs like pick error rate, order cycle time, and item availability.

Don’t skip change control. If needed, any pilot should include clear approval paths for process edits, exception management, and system rollback. Use dedicated teams to shadow operations and gather live feedback from users.

Once performance stabilises and early targets are met, scale gradually. Add complexity one step at a time, such as new product groups, extended working hours, and multi-zone handling. This controlled expansion lowers risk while proving ROI at each stage.

Ready to automate? Get your foundations in place first

Automation delivers real results when it’s built on strong operational ground. Without clean data, documented processes, flexible systems and trained teams, even the most advanced tools struggle to perform. There’s no shortcut to preparation, but getting it right unlocks the benefits far faster.

Use this opportunity to fix what’s holding performance back. Tighten workflows, invest in the right digital platforms and prepare teams for tech-enabled roles. By strengthening each building block, automation becomes a multiplier, not a stress point.

Thinking long-term, it’s the sites that plan properly, not the ones that rush, that see lasting gains from automation.