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Keeping Custom Material Handling System Integration Projects on Track in Live Facilities

Custom material handling system integration projects often take place in facilities that must remain fully operational during construction. Balancing the demands of a live workplace with the needs of a complex installation project requires careful planning, strong communication, and close coordination between the customer and the installation team.
I saw this firsthand while spending time at a customer site where our team of material handling systems integrators was constructing a new conveyor line to expand their current operation. With associates still working in the building, the project required additional safety coordination and operational planning to ensure the installation progressed efficiently while maintaining a safe working environment.
At the same time, staying on schedule was critical. As a resource manager supporting the on-site deployment team—while also coordinating contractors and installation activities—I gained several insights that may help facility owners and operators preparing for similar projects. Here are some tips for keeping custom material handling system integration projects on track in live facilities.
Communication Is the Most Important Tool
Frequent communication is essential on every installation project. When construction is happening inside a live facility, however, those conversations become even more important.
Facility operations, safety requirements, and project conditions can change quickly. Increasing the frequency of communication between supplier and customer representatives helps ensure everyone stays aligned and minimizes confusion when adjustments are needed.
Regular discussions also allow both sides to quickly address challenges and identify solutions that keep the project moving forward.
Review On-Site Safety Requirements
Every facility has its own safety policies and operational procedures. Before installation begins—and throughout the project—both the facility operator and the installation team should review these requirements to ensure full compliance.
Safety considerations may include:
- Required personal protective equipment (PPE)
- Equipment operating zones
- Procedures for working near active production or fulfillment areas
- Documentation of personnel working on-site
- Access protocols for entering and exiting the facility
Regularly reviewing these requirements helps ensure everyone understands expectations and avoids unnecessary disruptions.
Establish Clear Responsibility for Safety Oversight
Another important step is determining how safety policies will be monitored and enforced during the installation. For example:
- Will the facility assign someone to oversee compliance in the installation area?
- Will the installation team designate a safety lead?
- How will safety requirements be communicated to new contractors or team members?
Defining these responsibilities early helps prevent misunderstandings and ensures consistent adherence to facility policies.
Plan for Situations Where Workspaces Become Tight
Certain installation tasks—such as installing conveyor sections or reviewing detailed configuration drawings—may require team members to work closely together or within limited space.
Discussing these situations in advance allows both parties to determine the safest and most efficient approach for completing the work. In many cases, minor adjustments to workflow, staging areas, or scheduling can minimize disruption while maintaining productivity.
Prepare for Potential Timeline Adjustments
Installation teams always strive to keep custom material handling system integration projects on schedule. However, working within a live facility can introduce variables that affect timelines. For example:
- Access to certain work areas may be limited during peak operating hours.
- Safety procedures may require additional coordination.
- Operational priorities may occasionally take precedence over installation work.
When these factors arise, open communication allows both parties to address potential delays quickly and make any necessary adjustments to project timelines or staffing levels.
Discuss Supply Chain and Equipment Availability
Custom material handling system integration projects depend on a wide range of components and equipment, and supply chain conditions can sometimes affect delivery timelines.
Maintaining open communication about equipment availability and potential delays helps project teams prepare alternative sourcing options or adjust schedules when necessary. Planning ahead reduces the risk of unexpected slowdowns during installation.
Strong Collaboration Drives Successful Installations
In our recent project, regular communication between the customer and material handling systems integrators played a major role in keeping the project on track. Supervisors increased coordination with the installation crew, reviewing daily priorities and reinforcing facility safety procedures. Team members also supported one another by maintaining safe work practices and keeping shared tools and equipment organized throughout the day.
Ultimately, successful installations depend on collaboration. When both sides work together, communicate clearly, and align expectations, even complex projects within active facilities can move forward smoothly.
Planning a Facility Expansion or Automation Project?
Installing new material handling systems in an operating facility requires thoughtful coordination between engineering, operations, and installation teams.
If you’re planning a facility expansion or automation project, DCS can help evaluate your requirements and develop an installation strategy that minimizes disruption while keeping your project on schedule.
Connect with DCS to learn more about how we support successful system implementations in live and greenfield facilities.
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Author

With 20+ years in the industrial, baggage and material handling industries in both airports and distribution warehouses, Brian has developed and refined an expertise in electro-mechanical conveyance installations. In his career he has worn several hats – from an apprenticeship level to superintendent, and now proudly wears one as our Manager of Site Management. Brian has a love for comedies, sports and more importantly his family and 3 bulldogs. They thoroughly enjoy Disney trips as well as spending time at the beach and in the Smokey Mountains.














