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Time as a factor in installation

Although the actual move-in of a machine usually only takes one day, the planning leading up to this day can take weeks. And there’s a good reason for that: personnel, equipment, and delivery all need to be organized and synchronized. This planning phase offers the chance to sketch out the proper timing of the steps between initial inquiry and successful installation.

In a conventional move-in scenario, a single, compact machine is lifted into position on the production line by an experienced service provider. Such tasks can usually be completed within a day – although the preparation takes considerably more time than that. A period of at least 6 weeks is required between the initial inquiry and the installation itself, in order to be able to plan and implement all the necessary steps.

Longterm planing for efficient move in

In a conventional move-in scenario, a single, compact machine is lifted into position on the production line by an experienced service provider. Such tasks can usually be completed within a day – although the preparation takes considerably more time than that. A period of at least 6 weeks is required between the initial inquiry and the installation itself, in order to be able to plan and implement all the necessary steps.

Day 0: Checking figures from past experience

When a company makes an inquiry of a potential service provider, the latter will request a few quick technical parameters in order to get an idea of the planned move-in of a single machine. It can be helpful here to look to the past. Are there any insights, requirements, or particular aspects from previous experiences of transporting machines that are relevant to this task? Businesses often use machines and models of similar construction – if these have previously been moved and installed, useful insights can be drawn for the new installation being planned.

Week 1: Inquiry and site visit

Ideally, with the inquiry, you will have already given the service provider all the key information such as:

The service provider will then inspect the conditions on-site for themselves. The project manager will run an experienced eye over the site to identify possible obstacles or particular aspects that need to be kept in mind. For example, this might include any maneuvering space required, the use of additional gear such as cranes and forklifts, precise determination of the load-bearing capacity of the floor, and special features of the delivery route on your premises (e.g., bends that are too tight for large machines). A professional partner can then draw up an offer based on all the parameters provided and determined in person. 

Week 2: Offer and clarification of specific delivery date

Alongside performance considerations, the offer is a crucial criterion for selecting the best service provider. In it, the partner needs to take into account all the different aspects that were determined in the inquiry phase. All the key conditions and prerequisites should be broken down transparently and comprehensibly in the offer, so that the services and their limits can be clearly discussed and defined.  

A well laid-out offer is usually based on a detailed checklist which the partner works through so that they can put a figure to every service. The structure and content of such a checklist is doubtless of interest to the customer, too.

You can find our checklist for reviewing offers here. [1]

This is the latest point at which you should be able to fix the specific date for the delivery of a machine. “Specific” means the exact date for delivery by the manufacturer or a logistics company. Approximate statements such as “calendar week 23” or “the beginning of October” are too imprecise – the teams for move-in need to be scheduled for the right day because they are responsible for implementing up to 5 projects each week. You should therefore insist on a reliable and specific delivery date from your supplier – it is your right. 

Week 3 to week 6: Planning the move-in of the machine

The service provider should be appointed at least four weeks before the actual date of delivery of the machine; in busy periods such as holiday time, this should happen at least six weeks before the delivery. 

During this period, the service provider books in the necessary personnel, collects information about the project, prepares all the documentation relating to the installation site, checks the availability of the equipment on day X in the materials management system, organizes equipment from third parties where necessary, and finalizes the details of the logistics. The company should also make good use of these weeks prior to the delivery. It needs to arrange for clearing of the transport route, notify production of any time restrictions, and delegate and clarify all remaining tasks that are the company’s responsibility. SCHOLPP customers often opt to “make to stock” purely as a precaution, to avoid getting into any trouble. This eliminates any obstacles to an efficient and successful move-in and installation of the machine on the contractually specified date. 

At least, that’s the plan. But life doesn’t always go to plan; unforeseen events that delay the progress of a project can occur at any time. For example, there could be loading delays, or the delivery truck could get caught up in a road closure. The important thing is for the customer to inform their installation partner of the situation promptly. A flexible service provider such as SCHOLPP will then rearrange their personnel and equipment, and will work with the customer to find an alternative solution quickly for the earliest date possible.