The biggest delays in moving industrial machinery often don’t occur during the actual process, but before it begins. All it takes is a missing manual, unlabeled cables, no one clearly in charge of the shutdown, or a lack of prepared air and power connections at the new location. The machine may arrive, but it won’t start up. The shutdown is prolonged, and the company unnecessarily loses time and money. The checklist summarizes what needs to be done before the moving company arrives so that the move isn’t unnecessarily delayed.
5 Things That Must Be Done Before the Moving Company Arrives
Before the moving equipment arrives, you need to have your end of things ready. Otherwise, the move will hit a snag right from the start.
| Priority | What needs to be done | Why it’s important |
|---|---|---|
| Required | Technical documentation for the machine | Without it, wiring, anchoring, and utility connections must be figured out on the fly during installation. |
| Mandatory | Clearly designated person in charge | Someone must make decisions regarding shutdowns, the route, risks, and changes to the plan. |
| Mandatory | Labeled cables, hoses, and connections | Unlabeled wiring is a common cause of delays after relocation. |
| Risk | Verified route and floor load capacity | The move can be halted by doors, gates, ramps, or weak flooring. |
| Required | New location prepared, including connections | The machine must not have to wait for electricity, air, water, exhaust, or the power grid. |
What to Prepare Before the Company Arrives
If your part of the preparation isn’t complete, you’ll waste both time and money. It’s not enough to simply turn off the power and clear the area around the machine. You need to have the documentation ready, the wiring labeled, responsibilities clearly assigned, a route planned, and the new location set up.
Technical Documentation
First, gather all the documentation for the machine. The manual alone is not enough. You will also need diagrams, installation documents, and connection information. Be sure to have the following ready:
- the manufacturer’s manual,
- the electrical diagram,
- the pneumatic and hydraulic diagrams,
- information on the machine’s weight,
- anchoring and installation plan,
- utility connection requirements,
- manufacturer’s instructions for transporting and securing the machine.
Without documentation, you’ll have to improvise during reassembly. Where does each cable go, what air pressure does the machine require, how should it be anchored, and what needed to be secured before transport?
Label: Required
Risks of underestimation: delayed installation, incorrect wiring, extended downtime.
Clear Responsibilities
When moving a machine, it must be clear who is responsible for what. Typically, this involves production, maintenance, an electrician, an occupational safety technician, and one person in charge who coordinates the entire move.
| Role | Responsibility |
|---|---|
| Production Manager | Shutdown schedule and coordination with production |
| Maintenance | Disconnection of utilities, technical preparation of the machine |
| Electrician | Electrical disconnection, labeling of wiring |
| Occupational Safety Technician | Safety of the route and work in the production area |
| Person in Charge of Relocation | Final decision and coordination |
When five people weigh in on a decision and no one has the final say, mistakes happen and people end up waiting for a decision.
Tag: Mandatory
Risk of underestimation: unclear decisions, waiting for approval, last-minute changes.
Photo documentation and labeling of connections
This step often determines whether the machine will be up and running on time after relocation. Spending a few hours taking photos before disassembly can save an entire day during reassembly. Take photos in such a way that the wiring can be recreated based on the images, even without the original electrician. Be sure to photograph:
- the control panel,
- terminal blocks,
- connectors,
- the main power supply,
- the compressed air supply,
- hydraulic hoses,
- the lubrication system,
- the cooling system,
- data and network cables.
For CNC machines, also include the tool magazine, probe, cooling unit, and external accessories. Provide both a detailed view and an overview for each connection. The detailed view shows the connection itself, while the overview shows where the connection is located.
Example of connection labeling
| Designation | What it refers to |
|---|---|
| E-01 | Main power supply |
| P-01 | Compressed air supply |
| H-01 | Hydraulic hose |
| CH-01 | Cooling circuit |
| D-01 | Data cable |
Always attach labels to both sides—that is, to the cable or hose as well as to the connection point. They must withstand handling, dust, oil, and transport. An unlabeled cable is one of the most common reasons why a machine fails to start on time after being moved. A start-up scheduled for Tuesday can then easily be pushed back to the end of the week.
Label: Mandatory
Risk of underestimation: incorrect connection, lengthy installation, delayed machine startup.
Shutdown, Disconnection of Media and Fluids
First, the machine completes the workpiece currently in progress; then the material is removed, and the work area is cleaned of chips, emulsion, dust, and production debris. Only then should the standard shutdown procedure outlined in the manual be followed, and the axes or moving parts moved to a safe position.
It is necessary to safely disconnect the power supply, label the cabling, and secure the machine against accidental startup. Pneumatic and hydraulic systems require the same attention. Before handling, it is necessary to verify that they are safely depressurized, secured against accidental startup, and that there is no risk of media leakage during transport.
Before transport, the following operating fluids must also be addressed:
- cooling emulsion,
- hydraulic oil,
- lubricating oil,
- water in the cooling circuit,
- fluids in filters and external units.
Label: Mandatory
Risks of underestimation: fluid leaks, safety hazards, damage to the machine or operations.
Securing Moving Parts
Simply turning off the power is not enough. For CNC machines, it is standard practice to secure the axes, spindle, table, tool magazine, and other precision components.
For presses, in addition to the machine itself, the following must also be secured:
- tools,
- dies,
- feeders,
- uncoiling devices,
- protective and safety components.
Every disassembled part must be labeled and recorded in the shipping list. Otherwise, time is wasted during reassembly trying to figure out what goes where.
Label: Mandatory
Risks of underestimation: damage to precision parts, lost parts, costly readjustment after relocation.
Route Inspection and Site Preparation
Walk the route in person, not just from your desk. Measure all critical points where handling may encounter spatial or technical limitations:
- door width,
- gate height,
- passages,
- manipulation space,
- ramp slopes,
- height differences,
- obstacles along the route,
- floor load capacity.
The new location must be ready before the machine arrives. Prepare the following in particular:
- a foundation or floor with sufficient load-bearing capacity,
- anchor points,
- power supply,
- compressed air,
- water or cooling,
- exhaust,
- network connection,
- service area around the machine.
This is often where things go wrong: the machine arrives, but there’s no air supply, electrical connection, or anchoring. While the move is complete, production is still at a standstill.
Tag: Risk
Risks of underestimating the situation: inability to install the machine, waiting for connections, prolonged downtime.
Checklist Before Moving a Machine
1. Documentation
| Status | Checkpoint | Priority |
|---|---|---|
| ☐ | We have the manual and technical documentation for the machine | Required |
| ☐ | We have the electrical, pneumatic, and hydraulic diagrams | Required |
| ☐ | We know the machine’s weight | Required |
| ☐ | We have an installation, anchoring, or floor plan | Recommended |
| ☐ | We know the requirements for utilities and connections | Required |
2. Responsibilities
| Status | Checkpoint | Priority |
|---|---|---|
| ☐ | We know who is responsible for the move | Required |
| ☐ | Production has confirmed the shutdown date | Required |
| ☐ | Maintenance knows what to prepare | Required |
| ☐ | Electrical disconnection is handled by a qualified person | Required |
| ☐ | OHS or the responsible person has reviewed the risks along the route | Recommended |
3. Labeling and Photographic Documentation
| Status | Checkpoint | Priority |
|---|---|---|
| ☐ | Do we have photos of the wiring before disassembly | Required |
| ☐ | Are all cables and connection points labeled | Required |
| ☐ | Are hoses, circuits, and media connections labeled | Required |
| ☐ | Are disassembled parts labeled | Required |
| ☐ | Is there a list of disassembled parts | Recommended |
4. Machine, Media, and Safety
| Status | Checkpoint | Priority |
|---|---|---|
| ☐ | The machine is free of chips, dust, and material debris | Mandatory |
| ☐ | The machine is turned off according to the manual | Mandatory |
| ☐ | It is secured against accidental startup | Mandatory |
| ☐ | Pneumatic and hydraulic systems are safely depressurized | Mandatory |
| ☐ | Operating fluids are drained or secured | Mandatory |
| ☐ | Moving parts of the machine are secured according to the manufacturer’s instructions | Mandatory |
5. Route and New Location
| Status | Checkpoint | Priority |
|---|---|---|
| ☐ | Doors, gates, and passageways have been measured | Required |
| ☐ | Floor load capacity has been verified | Required |
| ☐ | Obstacles along the route have been removed | Required |
| ☐ | Is the new location ready, including connections | Required |
| ☐ | Is service access around the machine ensured | Recommended |
| ☐ | Are anchor points or a foundation prepared | Risk |
FREQUENTLY ASKED QUESTIONS (FAQ):
How far in advance should I start preparing the machine for relocation?
For smaller machines, a few working days are sufficient. For CNC machines, presses, or production lines, it is better to plan for several weeks of preparation. It mainly depends on the availability of documentation, the extent of disassembly, the relocation route, and the readiness of the new location.
Do fluids need to be drained before the move?
Often yes, but it always depends on the specific machine, the manufacturer’s instructions, and the method of transport. This mainly involves cooling emulsions, hydraulic and lubricating oil, water in the cooling circuit, and fluids in external units.
Do fluids need to be drained before the move?
Often yes, but it always depends on the specific machine, the manufacturer’s instructions, and the method of transport. This mainly involves cooling emulsions, hydraulic and lubricating oil, water in the cooling circuit, and fluids in external units.