Making manuals that work

Digital handover documentation

Documentation in the event of Covid-19 lockdown

As we prepare for a Covid-19 lockdown, we need to take simple precautions for the eventual restart whenever it comes. We want to help by collecting as much information as possible on the current status of the project, Mar 23, 2020

Some projects are already being mothballed and it is pretty certain that as the lockdown tightens, many more will be over the next few weeks. We will keep this page updated as things develop.

Update 30/03/2020

The lockdown has now taken force and most projects are either winding down or have stopped.  To protect the future of the business we have furloughed many of our staff. However, we are maintaining a Business Support Team so that we are able to continue to support our customers so that those who focus on getting documentation together while working from home can work with us.

25/03/2020

Preparing for the eventual re-opening of your site

As you and subcontractors struggle with the chaos that this will bring, it is worth thinking about what will be useful to have by way of documentation, when it comes to re-opening the site in a couple of months’ time.

Get Project documentation

If people are forced to work from home, it will be a great opportunity to get essential documentation in place.

If the project is near completion, let’s get the O&M manuals as completed as possible even if the final certification and As Builts are not yet ready, all the asset and maintenance information should be available.

For projects that are in mid flow it is more difficult, but a detailed record of what has been installed to date will be really helpful when it comes to re-start; and unfortunately, it is likely that some of the sub-contractors might not be available to help when it comes to a re-start.

This is a really difficult time for all of us in the construction industry and we at Denaploy will do our best to assist in managing the documentation side of the process. Please keep us informed if the project is a victim of the lockdown or any other changes to the expected Handover date.

At present all the Denaploy staff are working from home and delivering an almost normal service.  We are leveraging the technology that we have built up over the years to maintain quality and consistency and can provide online reviews or handover training via desktop screen sharing where ever you are.

Fortunately, nobody has reported sick and despite a few early glitches with our VOIP telephone system, everything is now working as close to normal as these exceptional circumstances allow.

We have a group meeting for everybody (via Zoom) at 9am every morning which lasts for no more than 30 mins; so please avoid calling us during that time.  Normal telephone calls are being diverted to individuals as usual.

Our objective is to maintain our service as long as our clients need us....

I wish all of us good luck and stay healthy.

Stephen Milton

MD

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