Blog:
Why contractors should outsource O&M manuals

O&M manuals serve as a detailed resource for building owners and facility managers, providing critical information, such as:

• Construction information including materials, finishes and specifications.
• Maintenance schedules, warranties and commissioning data.
• Decommissioning guidelines for safe upgrades or demolition

These manuals are mandatory for practical completion. Delays or missing documentation can cause significant setbacks which are frustrating for both the contractor and the client.

Why managing O&Ms in-house can be challenging

Many contractors start with the intention of producing O&M manuals internally. However, the process often becomes more complex than anticipated. Particularly when:

• Collecting documentation from multiple trades and teams have moved on to other projects.
• It’s a last minute rush because collecting O&M information is left until the end of the project, and information is incomplete.
• Administrative staff or junior team members are responsible as they can lack the knowledge to navigate complex requirements.

The benefits of outsourcing O&M manuals

Outsourcing the production of O&M manuals to a specialist provider, such as EDocuments or Glider, offers contractors access to expertise, advanced technology, and efficient processes. Managing O&M documentation can be time-consuming and often pulls skilled staff away from their primary roles. By outsourcing this responsibility, contractors can remain focused on their core activities while leaving the intricacies of documentation to experienced professionals.

Specialist providers use tried and tested templates and processes to produce documentation that is accurate, compliant, and complete. This approach significantly reduces the likelihood of delays at practical completion and minimises potential aftercare issues. Furthermore, outsourcing allows data to be collected and verified early in the construction process. We use digital platforms to centralise and track progress, offering contractors real-time updates and greater transparency throughout the project.

High-quality O&M manuals enhance the handover experience by providing facility managers with the resources needed to operate the building effectively. This not only reduces follow-up queries but also strengthens trust and confidence between contractors and their clients. Additionally, outsourcing enables specialists to establish a realistic budget for O&M manual preparation early on, helping contractors avoid the inefficiency and higher costs associated with last-minute efforts.

Outsourcing to the right partner

When selecting an O&M provider, experience is key. Look for a partner with a proven track record in delivering high-quality documentation for similar projects. A robust software platform that offers real-time tracking and data management is also essential.

The best providers can go beyond basic O&M manuals, offering services like asset register creation, subcontractor coordination and compliance with Employer’s Information Requirements (EIRs).

Why outsourcing O&M manuals is a strategic decision

Outsourcing O&M manual production isn’t just cost-effective. It’s a strategic move to ensure smooth project closeouts, enhance client relationships and safeguard your reputation.

By partnering with industry leaders like Glider and EDocuments, who deliver over 200 projects annually, contractors can tap into a wealth of experience to hit their handover deadlines confidently. We take care of the details, so contractors can stay focused on delivering exceptional projects while leaving the documentation and data management to the experts.

If you’re ready to simplify your next project’s O&M manuals, contact us for a free quote.

Did you know?

Glider Technology acquired EDocuments in September 2024. Together, we’re streamlining building information to ensure project success. This means greater efficiency for contractors and better data for building operations.