How to Implement Robots in Your Irish Business: Step-by-Step Guide

Implementing robots is a change management project as much as a technology project. Success depends on proper planning, stakeholder buy-in, and realistic expectations.

Typical Implementation Timeline:

Success Factors:

1. Clear objectives: Know what you want to achieve
2. Stakeholder buy-in: Staff, management, and customers prepared
3. Realistic expectations: Robots aren't magic—they need setup and support
4. Proper training: Staff confident with new technology
5. Continuous improvement: Monitor, measure, adjust

Common Mistakes to Avoid:

• Skipping staff consultation
• Underestimating setup time
• Expecting immediate perfection
• Not measuring baseline performance
• Choosing the wrong robot for the job

Step 1.1: Define Your Objectives

What problem are you solving? - Labour shortages - Cost reduction - Quality improvement - Service expansion - Competitive differentiation

What does success look like? - Specific metrics (deliveries/hour, clean area/day) - Quality standards - Cost targets - Timeline expectations

Step 1.2: Site Survey

Physical assessment: - Floor surfaces and conditions - Layout and obstacles - Lift compatibility - Charging location options - WiFi coverage mapping

Operational assessment: - Peak and quiet periods - Existing workflows - Integration requirements - Safety considerations

Step 1.3: Stakeholder Analysis

Who needs to be involved? - Decision makers (budget approval) - Operations managers (daily oversight) - IT team (integration, connectivity) - HR (staff communication) - Front-line staff (users) - Customers/guests (if applicable)

Step 1.4: Build the Business Case

Document: - Current costs (full picture) - Projected robot costs - Expected benefits (quantified) - Risks and mitigations - Implementation timeline - Success metrics

Rentabot.ie Assessment Support:

We provide free initial assessments including: - Site visit and survey - Robot recommendations - Cost-benefit analysis - Implementation roadmap

Step 2.1: Select Your Robot

Based on assessment, choose robot that matches: - Your specific use case - Site conditions - Budget constraints - Integration requirements

Consider: - Rental vs purchase decision - Trial period options - Scalability for future needs

Step 2.2: Prepare Your Site

Physical preparation: - Install charging station - Ensure adequate power supply - Mark any restricted areas - Clear storage space for supplies - Test and upgrade WiFi if needed

System preparation: - API access for integrations - User accounts for monitoring - Firewall rules for robot connectivity

Step 2.3: Prepare Your Staff

Communication plan: - Announce the project early - Explain why (honest about objectives) - Address concerns directly - Highlight benefits for staff - Identify robot champions

Training plan: - Who needs what level of training - Schedule training sessions - Prepare reference materials - Plan for ongoing support

Step 2.4: Prepare Your Customers

If customer-facing: - Update website and communications - Train front-line staff on explaining robots - Prepare FAQs - Plan for feedback collection

Step 2.5: Define Success Metrics

Measure before robot arrives: - Current performance baseline - Customer satisfaction scores - Staff feedback - Cost tracking

Plan to measure after: - Same metrics for comparison - Robot-specific metrics (utilisation, coverage) - Incident tracking

Week 1: Setup and Training

Day 1-2: Delivery and Installation - Robot delivery and unboxing - Charging station installation - Initial power-up and testing - Network connectivity setup

Day 3-4: Mapping and Configuration - Robot maps your facility - Routes and zones programmed - Integration testing - Safety feature verification

Day 5: Staff Training - Hands-on training sessions - Emergency procedures - Daily maintenance tasks - Troubleshooting basics

Week 2: Soft Launch

Day 6-7: Supervised Operation - Robot operates with close supervision - Staff practice interactions - Issues identified and resolved - Routes fine-tuned

Day 8-10: Gradual Handover - Reduce supervision gradually - Staff take ownership - Customer/guest introduction (if applicable) - Feedback collection begins

Go-Live Checklist:

✓ Robot operating reliably ✓ Staff confident with operation ✓ Emergency procedures tested ✓ Customers/guests informed ✓ Support contacts established ✓ Metrics tracking in place ✓ Feedback mechanism ready

Common Deployment Issues and Solutions:

First Month: Stabilisation

Focus on: - Resolving any teething issues - Fine-tuning routes and schedules - Building staff confidence - Collecting performance data

Weekly reviews: - Robot utilisation - Issues and resolutions - Staff feedback - Customer feedback

Months 2-3: Optimisation

Analyse data to: - Identify underperforming areas - Optimise schedules for efficiency - Adjust routes for better coverage - Balance robot and human tasks

Consider: - Additional robots if justified - Extended operating hours - New use cases

Ongoing: Continuous Improvement

Monthly reviews: - Performance vs objectives - Cost tracking - Staff satisfaction - Customer satisfaction

Quarterly reviews: - ROI assessment - Technology updates - Expansion opportunities - Contract review

Scaling Up:

When to add more robots: - Consistent high utilisation (>70%) - Unmet demand during peak times - Expansion to new areas - Positive ROI demonstrated

When to add different robot types: - Different tasks identified - Complementary capabilities - New business requirements

Rentabot.ie Ongoing Support:

We provide: - 24/7 technical support - Monthly performance reviews - Software updates - Proactive maintenance - Scaling recommendations