Industrial machine design – the 10 most common mistakes

Building industrial machinery is a complex process that requires precise planning, advanced technical expertise, and careful oversight at every stage of the project. In industry, mistakes made during design and manufacturing can lead to costly downtime and quality issues. In this article, we look at the ten most common mistakes made in industrial machine building and explain how to avoid them.

1. Lack of detailed planning

In industry, where precision and on-time delivery are critical, a lack of detailed planning can lead to serious problems. Companies often expect rapid implementation because of pressure from their own customers. However, that pressure brings additional risks and higher costs. Poorly thought-out projects often result in design errors, budget overruns, and delays.

We have repeatedly seen situations in which companies try to force suppliers to shorten lead times even though they are not sufficiently prepared for the project themselves. This leads to a situation where the parties start “passing the buck” by shifting responsibility and blame for delays. This lack of preparation may result from insufficient needs analysis, an incomplete understanding of the technical requirements, or overly optimistic assumptions about the delivery schedule.

At moments like these, cooperation and transparency on both sides are essential. Only open communication and mutual understanding can minimize risk and ensure smooth project execution. Companies that focus on thorough planning gain a competitive advantage because they can anticipate and manage potential problems before they arise.

Planning should take into account all technical and logistical aspects. Companies that carefully plan every stage of a project are better able to manage resources, avoid delays, and minimize additional costs.

Transparency and open communication with suppliers are another key part of effective planning. With a transparent approach, all parties involved in the project can work together more effectively, which translates into higher quality and on-time delivery.

2. Failure to understand customer needs

Understanding customer needs is the foundation of effective industrial machine design. Companies that provide technology solutions often fail to carry out a sufficiently detailed analysis of end-user requirements, which leads to machines that do not meet expectations.

To avoid these problems, suppliers should consult customers regularly and document their requirements and expectations in detail. However, responsibility for project success also lies with the customer. If a company does not clearly communicate its needs and expects to order a machine that perfectly meets all requirements without active involvement in the process, it risks receiving a product that does not match the actual requirements.

Sharing production know-how and actively participating in the design process in line with Total Productive Maintenance (TPM) principles are essential to create a machine that truly meets expectations. The customer must be involved in the design process from the very beginning to avoid many misunderstandings and ensure that the final product fully matches its requirements.

Insufficient understanding of customer needs can also lead to inefficient use of resources and higher costs. Designing machines without full awareness of their intended purpose may make costly changes necessary at later stages of production.

Although a detailed request for quotation (RFQ) is an important document, it does not fully protect against problems caused by poor communication. Even if the customer is contractually in the right, relying solely on the contract and contractual penalties can lead to higher costs and delays in the long run.

For an industrial automation integrator, understanding customer needs is not only a matter of good communication, but also of listening skills and flexibility in the design approach. Companies that can respond effectively to changing market needs gain a competitive advantage and build lasting customer relationships.

3. Poor communication within the team

Effective communication within the project team is essential for delivering complex projects such as industrial machine construction. Poor communication can lead to numerous misunderstandings, errors, and delays. In manufacturing companies, project teams are often geographically dispersed, which makes day-to-day communication more difficult.

Using modern tools for project management and holding regular team meetings are indispensable. Tools such as Slack, Trello, or Asana can significantly improve collaboration, but it is important to remember that they are only tools.

Lack of communication can also lead to departments “pulling against each other,” with each department acting independently and without considering the needs and constraints of others. Regular meetings and status reviews can help identify and resolve problems at an early stage.

It is worth establishing clear procedures for information flow and internal communication. Transparency in communication with suppliers is also crucial. Openness and honesty in communication can prevent many problems and help ensure that the project is delivered according to plan.

An organizational culture that promotes open and honest communication is equally important. Companies that support open communication are more flexible and better prepared to respond to changing market conditions.

Effective communication also means listening and adapting to the needs of the team and the customer. Investing in communication skills can deliver measurable benefits through better collaboration and higher-quality project execution.

4. Ignoring safety standards

Industrial machine construction requires particular attention to compliance with safety standards. Ignoring standards can lead to accidents and regulatory non-compliance, which in turn may result in serious legal and financial consequences. The Machinery Directive 2006/42/EC and the Machinery Regulation 2023/1230 impose an obligation on manufacturers to meet the essential health and safety requirements.

Industrial machine construction: Supplier qualifications

When ordering machinery, one of the key aspects is making sure that the supplier is qualified to carry out the conformity assessment process and risk assessment. Does your supplier have the experience and the appropriate certifications to meet the requirements of the Machinery Directive? A lack of proper qualifications can lead to inaccurate risk assessments and incomplete certification, which in turn exposes users to risk.

Importance of a detailed RFQ

Preparing a detailed request for quotation (RFQ) is a key step in ensuring machine safety. The RFQ should include detailed requirements for the harmonized standards that the machine must meet, both in terms of industrial automation and design office solutions. If you are not sure which requirements should be included, it is worth seeking support from specialists who can prepare such an RFQ and carry out a risk assessment. Clearly defining the requirements in the RFQ helps avoid misunderstandings and ensures that the supplier is aware of all expectations.

Industrial Machine Construction: Documentation and compliance

One of the key elements when ordering machinery is complete and accurate technical documentation. Under the Machinery Directive, every machine must be supplied with full technical documentation, including operating instructions, a risk assessment, and an EC Declaration of Conformity. Does your company always receive complete documentation from suppliers? Missing or inadequate documentation can create difficulties in machine operation and servicing, and can also lead to compliance issues.

Safety audit and certification

Regular safety audits and CE certification of machinery are essential to ensure that machines meet all safety requirements. Does your supplier offer safety audit and certification services? CE marking and safety audits should be carried out by qualified personnel to make sure machines are safe and compliant with applicable regulations.

Industrial Machinery Design: Machine guards and workplace ergonomics

Machine safety and production lines are not only about compliance with standards, but also about providing appropriate machine guards, ergonomic workstations, and personal protective equipment (PPE). Does your company include these elements in its requirements? Inadequate or missing machine guards can lead to serious accidents, while poorly designed workstations can cause work-related injuries and disorders. Investment in ergonomic solutions can improve not only safety, but also working comfort and employee productivity.

The client’s role in the process

It is worth emphasizing that responsibility for safety does not rest solely with the supplier, but also with the client. Companies ordering machinery must take an active role in the process by sharing their production experience and specific requirements. In line with the principles of Total Productive Maintenance (TPM), cooperation between the client and the supplier is crucial to creating a safe and efficient machine. Does your company actively work with suppliers to achieve the best results?

Industrial Machinery Design: The cost of ignoring safety

Although a detailed request for quotation (RFQ) is an important document, it does not fully protect against problems caused by poor communication and inadequate risk assessment. Even if the client is contractually in the right, relying solely on the contract and contractual penalties can lead to higher costs and delays in the long run. Is your company prepared to collaborate and provide regular feedback to achieve the best results?

Building a safety culture

Promoting a safety culture in which all employees feel responsible for following safety standards and procedures is essential. Initiatives such as “Safety First” can help build awareness and employee engagement in safety matters. Does your company encourage employees to take an active role in creating a safe working environment?

In summary, compliance with safety standards is an essential part of the design and operation of industrial machinery. Ignoring safety requirements set out in documents such as the Machinery Directive 2006/42/EC may lead to serious consequences for both employees and the company.

Is your company ready to implement and maintain high safety standards to protect employees and support business success?

5. Neglecting prototype testing

Prototype testing is an essential part of the industrial machinery development process. Inadequate testing can result in equipment with hidden defects being placed on the market, which in turn leads to costly repairs and loss of customer trust.

Industrial machinery design: The importance of comprehensive testing

A key aspect of prototype testing is carrying out comprehensive tests at every stage of prototype development. These tests should include both mechanical and functional testing to ensure that the machine meets all technical and operational requirements. Without proper testing, machines that do not perform as expected may be placed on the market.

Testing methodology

Using appropriate testing methodologies, such as FAT (Factory Acceptance Test) and SAT (Site Acceptance Test), is essential to ensure that prototypes are thoroughly tested before delivery to the customer. FAT verifies machine performance under factory conditions, while SAT checks how it operates in the actual working environment. Applying both can significantly increase confidence that the machine meets all requirements.

Industrial Machine Building: An Iterative AGILE Approach

An iterative AGILE approach to prototype testing supports continuous improvement and technology development, which can ultimately reduce costs. This is particularly important for new production automation technologies, where iterative testing helps identify and eliminate issues early, before full automation is implemented. The AGILE approach makes it possible to introduce changes quickly and adapt the technology to specific needs.

The customer’s role in testing

Active customer involvement in the testing process is equally important. Customer participation in FAT and SAT makes it possible to detect potential issues early and adapt the machine to the user’s specific needs. This kind of collaboration can prevent later problems and ensure that the machine meets all expectations.

Analysis of test results

Once testing is complete, it is important to analyse the results thoroughly and implement any necessary corrections. Test reports should include information on all tests performed, the results, and the conclusions, ensuring full transparency and making it possible to introduce any required changes before the machine is finally deployed.

Industrial Machine Building: Risk Reduction

Regular prototype testing not only ensures compliance with technical requirements, but also helps identify potential issues before they become serious hazards. Implementing regular prototype testing procedures can significantly reduce the risks associated with introducing new machines to the market.

The cost of neglecting testing

Although thorough prototype testing may seem costly and time-consuming, neglecting this stage can lead to even higher costs related to repairs, production downtime, and loss of customer trust. Investing in comprehensive testing can help avoid these problems in the future.

An example of an iterative AGILE approach

The iterative AGILE approach, often used when testing new production automation technologies, enables continuous improvement and technology development. Instead of trying to achieve the final product version immediately, companies can introduce gradual enhancements, allowing them to better understand requirements and avoid costly mistakes. In particular, for new automation technologies, iterative testing makes it possible to identify and eliminate problems at an early stage, before full automation is implemented. The AGILE approach enables rapid changes and adaptation of the technology to specific needs.

6. Errors in material selection

Selecting the right materials is critical to the durability and reliability of industrial machines. Companies often fail to carry out sufficient strength calculations, analysis of electrochemical corrosion, sliding properties, or static charge build-up. This can lead to rapid component wear and machine failure.

Industrial Machine Building: The Importance of Material Analysis

Thorough material analysis that takes specific operating conditions into account is essential. Carrying out strength calculations and analysing corrosion and sliding properties ensures that the selected materials will meet technical requirements and be suitable for the intended application.

Cooperation with suppliers

Working with experienced suppliers can make it easier to choose the right materials. Suppliers can advise on the best materials for specific operating conditions, helping to avoid problems caused by incorrect material selection.

Is your company ready to invest in thorough analysis to ensure the long-term reliability of its machines?

7. Inadequate risk management

Risk management is a key part of every engineering project. Without a proper approach to identifying and managing risk, unexpected issues and delays can arise. Regular project risk analysis, contingency planning, and ongoing monitoring of project progress are essential for effective risk management.

Industrial Machine Building: The Importance of Risk Analysis

Risk analysis makes it possible to identify potential hazards early and take appropriate preventive action. Does your company carry out risk analyses for its projects on a regular basis? Using methods such as FMEA (Failure Mode and Effects Analysis) can significantly improve a company’s ability to manage risk.

Implementing contingency plans

Having contingency plans in place for unforeseen problems is crucial to minimizing the impact of risk. These plans should cover procedures for machine breakdowns, material supply issues, and other disruptions in the production process.

Industrial Machine Building: Monitoring Project Progress

Regular monitoring of project progress makes it possible to track implementation against assumptions and respond quickly to any deviations from the plan. Systematic reviews and progress reporting can help identify problems early and resolve them before they become a serious threat to the project.

Collaboration and communication in risk management

Effective risk management requires close cooperation and communication among all members of the project team. Does your company promote open communication and collaboration in risk management? Regular team meetings and project reviews can support effective risk management.

8. Cutting costs on component quality

Cutting costs on component quality can lead to serious problems in the long run. Using cheap, low-quality materials can result in frequent failures and higher maintenance costs. Companies should regularly review and update their material specifications to ensure the highest component quality and minimize long-term costs.

Industrial Machine Building: The Importance of Component Quality

High-quality components are essential to the reliability and durability of industrial machines. Cutting costs on components can lead to higher failure rates and servicing costs. Companies should invest in high-quality components to ensure the long-term reliability of their machines.

Impact on maintenance costs

Low-quality components can lead to frequent failures, which in turn increase maintenance costs. Regular downtime and the need for frequent repairs can significantly reduce production efficiency and increase operating costs. Investing in high-quality components can deliver substantial savings in maintenance costs over the long term.

Industrial Machine Building: Component Testing and Validation

Before new components are used in production, it is important to carry out testing and validation to ensure they meet all technical requirements and are suitable for the specific application. Component testing helps identify potential issues and optimize production processes. Factory Acceptance Testing can also help detect problems before implementation.

Working with suppliers who have the right knowledge and experience in components can make the process of selecting suitable parts much easier. Suppliers can advise which components will perform best in a given application and provide access to the latest technologies and innovations.

9. Insufficient attention to technical documentation

Technical documentation is a key element of every industrial machine building project. Insufficient attention to documentation can lead to serious problems, such as difficulties in servicing machines, non-compliance with regulations, and the risk of accidents.

Industrial Machine Building: Comprehensive documentation

Technical documentation should cover every aspect of the machine, including operating instructions, diagrams, risk analyses, and test and validation results. Complete and accurate documentation is essential to ensure machines are safe and efficient to use. Does your company regularly update its technical documentation and ensure it fully complies with applicable regulations?

Role of documentation in regulatory compliance

Technical documentation is also critical for compliance with regulations such as the Machinery Directive 2006/42/EC. Inadequate documentation can lead to serious legal and financial consequences, including fines and penalties. Regular audits and documentation reviews can help ensure that all legal requirements are met.

Industrial Machine Building: Making servicing and maintenance easier

Accurate technical documentation is essential for efficient machine servicing and maintenance. A lack of detailed operating instructions and diagrams can make repairs more difficult and increase maintenance costs. Regularly updating documentation and making it available to service technicians can significantly improve the efficiency of machine servicing and maintenance. If you do not have experience in this area, it is worth considering engineering services outsourcing.

Support for users

Technical documentation should be clear and easy for machine users to understand. Good practice includes preparing operating instructions in the user’s language and ensuring that the documentation is easily accessible and well organized.

Is your company ready to invest in comprehensive technical documentation to ensure the long-term reliability and safety of its machines?

10. Failure to consider future needs

Industrial machine building should take into account not only current requirements, but also future needs and expansion options. Failing to consider future requirements can result in costly modifications and reduced production performance.

Industrial Machine Building: The importance of design flexibility

Flexible machine design makes it easier to adapt to future changes and production requirements. Modular design and allowing for machine expansion can make it much easier to adopt new technologies and increase production efficiency. Does your company incorporate design flexibility into its machine projects?

Forecasting future trends

Analyzing and forecasting future market and technology trends can help companies prepare better for upcoming challenges. Regularly monitoring industry trends and consulting experts can help identify future needs and production requirements. Does your company regularly analyze future trends and adapt its designs to changing market conditions?

Industrial Machine Building: Investing in modern technologies

Investing in modern technologies such as production process automation, industrial robots, and SCADA systems can help increase production efficiency and improve readiness for future needs. PLC programming is not the only thing required to make a line run automatically—there are many other issues that must also be considered. Is your company ready to invest in modern technologies to ensure long-term growth and competitiveness in the market?

Is your company ready to account for future needs in its projects to ensure long-term growth and competitiveness in the market?