Delivering a successful construction project doesn’t just end when the last brick is laid or the final coat of paint dries. A smooth handover relies on Operation and Maintenance (O&M) manuals. These are a crucial resource that ensures the new building can be operated safely and efficiently. In this article, we explore why contractors should consider outsourcing their O&M manuals.
What are O&M manuals and why do they matter?
O&M manuals are a comprehensive guide for building owners and facility managers. They include critical information such as:
- Construction details such as finishes, materials and specifications.
- Maintenance requirements including schedules, warranties and commissioning results.
- Decommissioning guidance for safe demolition or upgrades.
O&M manuals are a contractual and compliance requirement for most construction projects. Without them, practical completion can be delayed which can create headaches for contractors and clients.
The challenges of managing O&Ms internally
For many contractors, producing O&M manuals in-house may seem straightforward at first, but it often proves far more complex. Chasing subcontractors for information is a time-consuming task. Gathering the necessary documentation from multiple trades and suppliers can feel like herding cats, particularly when teams are already moving on to other projects.
Another common issue is leaving O&M preparation until practical completion. This often results in unnecessary stress and incomplete submissions. Additionally, the O&M manual production can be left to administrative staff or junior employees. If they lack the experience needed to navigate intricate requirements it can lead to delays or errors.
Outsourcing O&M manuals
Outsourcing the production of O&M manuals to a specialist provider like EDocuments (or our parent company, Glider Technology) can help to bring expertise, efficiency and technology to the process.
Here are some of benefits contractors gain by outsourcing:
> Freeing internal resources
Chasing documents, organising data and meeting compliance requirements are very time-consuming. This either takes skilled staff away from their primary roles. Outsourcing means contractors can focus on what they do best - the construction - while specialists handle the documentation.
> Consistency and accuracy
Specialists are much better equipped with industry-standard templates and processes. This ensures documents are complete, accurate and compliant. This reduces the risk of delays at practical completion and minimises aftercare issues.
> Streamlined processes
Outsourcing ensures that data is collected and verified early in the construction process, avoiding the last-minute rush. Many providers will also use digital platforms, like EDocuments, to centralise and track progress. This offers the contractor complete transparency and real-time updates for peace of mind.
> Improved client satisfaction
A high-quality handover experience builds trust and confidence with clients. Comprehensive and easy-to-navigate O&M manuals empower facility managers to maintain the building effectively, reducing follow-up queries or complaints. The client can also take ownership of the electronic data to update and maintain during operation.
> Cost certainty
A specialist can help define a realistic budget for O&M preparation early in the project. This proactive approach can result in significant cost savings compared to a reactive, last-minute production of information.
> Future-ready information
By delivering O&M data in a futureproof format, it can be easily searched, reused and updated to meet evolving systems and needs, ensuring long-term value and adaptability for whatever the future holds.
Selecting the right partner
When choosing an O&M specialist, it’s important to consider their experience. If they have a track record of delivering high-quality documentation for similar projects, then you know you’ll be in safe hands. For real-time progress tracking and data management, look for a partner that has a software platform that will give you valuable updates during the project.
The best O&M manual providers will be able to also create an asset register, handle subcontractor communication and ensure compliance with Employer’s Information Requirements (EIRs). It’s definitely worth making sure your partner can do this too.
Why not outsource?
Outsourcing O&M manual is not just a cost-effective solution, it’s a strategic decision that ensures smooth project closeout. This enhances client relationships as well as protects a contractor’s reputation.
By working with specialists like EDocuments, contractors can meet handover deadlines with confidence, knowing that every detail is accounted for. This allows them to focus on delivering exceptional construction projects, leaving the documentation to the experts.
For contractors aiming to reduce stress and elevate their handovers there is no argument for not outsourcing O&M manuals.
To discuss your next project and for a free quote, get in touch.
Did you know? EDocuments is now part of Glider Technology. Together, we're simplifying building information to drive project success. This means more options for contractors and better data for building operations. Find out more.
