Getting started with automation: How SMEs can take the first steps

Artificial Intelligence and automation are transforming industries. But for many small and medium-sized enterprises (SMEs), the path to adoption feels unclear. Questions outweigh answers. Resources are tight. The pressure to act is high - and yet, real momentum is missing.

That’s exactly where our workshop on automation for SMEs, held at automatica 2025, came in. Organized by MUNICH INNOVATION ECOSYSTEM as part of an innovation journey the session was designed to do one thing: help SMEs move from thinking to doing. Together with early adopters, domain experts, and industry peers, participants explored the real-world challenges of automation - and discovered how small, pragmatic steps can lead to big transformation.

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The starting point: Shared struggles & common roadblocks

From the very beginning, it was clear: many companies are facing the same hurdles - regardless of size, sector, or ambition. In a fast-evolving technological landscape, SMEs are often left wondering where to begin. Initial discussions surfaced six recurring themes:

• Overload of technologies, lack of orientation: With robotics, AI, digital platforms, and IoT evolving in parallel, SMEs face overwhelming complexity. Without dedicated resources or strategic guidance, it's difficult to assess what's relevant and where to begin.
• Acceptance & skepticism: Automation often triggers internal and external resistance - driven by fears around job security, system complexity, or loss of control. Transparent communication, employee involvement, and awareness-building are essential prerequisites before any technical solution can be meaningfully explored.
• Complex system integration: Automation rarely works out of the box. Data flows, interfaces, and safety requirements must be thoughtfully coordinated. Without a holistic system perspective, isolated solutions remain inefficient and difficult to scale.
• Human impact & evolving roles: Fears of job loss exist - but so do real opportunities: in system operation, data management, service, and maintenance. Successful automation initiatives must focus on empowering people and enabling new roles rather than replacing them.
• ROI uncertainty & investment hesitation: Many SMEs seek practical tools and reference projects to better assess costs and long-term benefits. Without solid ROI calculations or proven best practices, automation projects often stall before they even begin.
• Sustainability is still an afterthought: Energy consumption, resource efficiency, and circular economy principles are increasingly important - but are rarely considered from the outset of automation planning. There’s a need to embed sustainability as a core design criterion, not a late-stage add-on.

It became evident: The barriers to automation are not just technical - they’re structural, cultural, and human.

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Real talk - not just roadmaps: What the workshop delivered

The strength of the workshop lay in its format. Over three fast-paced but focused discussion rounds, participants shared real experiences - not sales pitches. Each table was led by a Table Captain with practical expertise, guiding the discussion and collecting insights.

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These conversations revealed three key learnings:

1. You’re not alone.
   Hesitation, complexity, and internal doubts are widespread. Recognizing shared pain points lowers the threshold for taking action - and encourages collaboration instead of isolation.
2. Small is powerful.
   Successful companies didn’t start with bold moonshots. They began by automating one annoying process. Or piloting one simple use case. Those initial wins built momentum, internal buy-in, and clarity for next steps.
3. Knowledge sharing is an accelerator.
   When companies talk openly about their journey - including failures - others learn faster. That’s the power of ecosystem thinking.

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Success factors that translate across sectors

From the collective insights, a number of actionable principles emerged:

• Assign responsibility: Change needs ownership. Someone has to drive it internally.
• Communicate the “why”: People support what they understand. Connect automation to your company’s future.
• Start small, scale smart: Pilot, iterate, then expand. Don’t try to solve everything at once.
• Empower the team: From machine operators to IT, people must be involved early and meaningfully.
• Invest in basic skills: Simple training can unlock big progress - from robotics to data handling.
• Look beyond your industry: Often, the best ideas come from unexpected sources.

The takeaway: You don’t have to reinvent the wheel. You just need to find the right place to roll it.

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A small step with real impact

Our workshop at automatica 2025 showed one thing above all: the first step doesn’t have to be perfect - but it should be taken. Rather than aiming for grand strategies, it’s often the small, practical actions that generate real momentum. Especially for SMEs navigating the complexities of automation, what matters is getting started - with clarity, courage, and support.

That's where we see our role as MUNICH INNOVATION ECOSYSTEM:

To create spaces where exchange happens, ideas take shape, and companies feel empowered to move forward - not alone, but together.

“Better a small step with real value - than a big plan without execution.”

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What’s next?

We will continue to create opportunities for hands-on learning, shared experiences, and low-threshold access to innovation - whether through ecosystem partnerships, AI NATION, or targeted formats for SMEs.

→ Want to stay connected?
Follow AI NATION and Munich Innovation Ecosystem on LinkedIn for updates, insights, and future workshops.

→ Want to become a partner? Get in touch with Tanja!

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A heartfelt thank you

This workshop would not have been possible without the support and collaboration of our incredible partners! Thank you to our amazing Table Captains Martin Bender, Jendrik Bertram, and Ulf Schulmeyer and Frauen verbinden, Messe München, and automatica - for your trust, your platform, and your shared commitment to empowering SMEs through innovation. We’re proud to be building this journey together.

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