Operation and Maintenance (O&M) manuals are essential documents for the successful management and upkeep of buildings. They provide detailed information on the building’s construction, systems, and maintenance requirements.

A consistent approach to compiling these manuals ensures that all relevant information is collected and maintained throughout the building’s lifecycle. This guide will cover the importance of starting early, keeping information current, the different types of manuals needed for various purposes, the challenges faced in collecting information, and the systems that can aid in creating these manuals.

• Engage Subcontractors Early: Begin collecting information from subcontractors while they are still onsite. This ensures accuracy and completeness of data.
• Regular Updates: Establish a process for regular updates and submissions from subcontractors to keep information current.

• Continuous Updates: Regularly update the manuals to reflect any changes, upgrades, or repairs made to the building.
• Digital Records: Utilise digital platforms to maintain and update records easily, ensuring they are always accessible and up-to-date.

Purpose: Provide detailed information on the building’s systems and how to operate and maintain them.

• Contents:
  • System descriptions and specifications
  • Manufacturer’s manuals and warrantiesMaintenance schedules and procedures
  • Troubleshooting guides
  • Contact information for suppliers and contractors

• Purpose: Ensure the building is safe for occupation and maintenance,
  complying with health and safety regulations.
• Contents:
  • Health and safety policies and procedures
  • Risk assessments and method statements
  • Records of safety inspections and audits
  • Emergency procedures and contact information
  • Training records and certifications

• Purpose: Provide homeowners with essential information about their property, its systems, and maintenance requirements.
• Contents:
  • Overview of the property and its features
  • Instructions for operating home systems (heating, plumbing, electrical)
  • Maintenance tips and schedules
  • Warranty information
  • Contact details for maintenance and support services

• Purpose: Inform building occupants about the facilities, systems, and best practices for efficient and safe use.
• Contents
  • Building layout and key facilities
  • Instructions for using building systems and equipment
  • Energy-saving tips and sustainability practices
  • Emergency procedures and contact information
  • User responsibilities and building rules

• Definition: BREEAM (Building Research Establishment Environmental Assessment Method) is a leading sustainability assessment method for buildings.
• Purpose: Assess the environmental performance of buildings throughout their lifecycle.

Importance in Building Manuals

• Sustainability: Ensure the building meets sustainability standards, which can be included in the O&M manual.
• Efficiency: Provide guidelines for maintaining and improving energy efficiency.
• Certification: Achieving a BREEAM certification can enhance the building’s
  value and attractiveness to occupants and investors

Incorporating BREEAM in Manuals

• Documentation: Include all necessary documentation for BREEAM certification in the relevant manuals.
• Best Practices: Highlight sustainable practices and guidelines for building occupants and maintenance teams.
• Regular Updates: Ensure the building continues to meet BREEAM standards through regular updates and reviews.

Common Challenges

• Timeliness: Collecting information from subcontractors and suppliers can be time-consuming, especially if not started early.
• Accuracy: Ensuring the accuracy of the information provided is crucial, but discrepancies can occur.
  Completeness: Obtaining all necessary documents and details can be difficult, particularly if some subcontractors are uncooperative or disorganised.
• Consistency: Maintaining a consistent format and standard across different documents and from various sources can be challenging.
• Updating: Keeping the information current throughout the building’s lifecycle requires a systematic approach and commitment.

Overcoming Challenges

• Standardised Templates: Use standardized templates and checklists to ensure consistency and completeness.
• Early Engagement: Engage with subcontractors and suppliers early in the project to set expectations and deadlines for information submission.
• Verification Processes: Implement verification processes to check the accuracy and completeness of the information collected.
• Digital Solutions: Utilise digital tools and platforms to streamline the collection, storage, and updating of information.

Digital Platforms

• Construction Management Software: Platforms like Procore, Autodesk BIM 360, and Aconex can facilitate the collection, organisation, and sharing of information.
• Document Management Systems: Use systems such as SharePoint, DocuWare, or eBuilder to store and manage documents efficiently.

However, these platforms do not structure the data to asset level. They also do not make it simple to update key information as things change during the lifecycle.

Operance.app does. Operance also have the facility to outsource the creation of your digital handover documents, taking away all the hassle and frustration for you.

Building Information Modeling (BIM)

• Centralised Information: BIM allows for the centralized storage of all building-related information, making it easier to access and update.
• Collaboration: BIM facilitates collaboration among all stakeholders, ensuring everyone has access to the most current information.
• Integration: Integrate BIM with other management software to streamline the creation and updating of O&M manuals.

The Operance team is made up of BIM experts, construction document controllers and project co-ordinators.

Creating comprehensive and up-to-date O&M manuals is crucial for the effective management of any building. By starting the process early, keeping information current, and covering all necessary aspects, building owners and managers can ensure smooth operations and maintenance throughout the building’s lifecycle. Incorporating BREEAM standards further enhances the building’s sustainability
and overall value.

Utilising digital tools and platforms can help overcome the challenges associated with collecting information and creating these manuals. Follow this guide to ensure your construction manuals are useful, thorough, and fit for purpose

If you would like to learn more about how Operance can help you can talk to one of our experts here: https://www.operance.app/talk-to-an-expert/

If you would like to find out more about the pricing of our solutions, you can get a quote here: https://www.operance.app/get-a-quote/