Why You Need Operations and Maintenance Planning

A electrician worker installing a voltaic on a wall wearing gloves and a hardhat helmet

If your business operates through the use of a building, then it is important to take into consideration operations and maintenance planning. These plans refer to the needs, costs, procedures, and actions required to maintain a facility and its internal systems over some time. Having these plans in place not only ensures that your place of business will be able to function efficiently but also guarantees that you comply with any government regulations. In this article, we will take a look at why these plans are so important, what steps you can take to have a well-crafted operations and maintenance plan, and how technical writers can help you write these plans.

The Requirements of Operations and Maintenance Plans

An operations and maintenance plan primarily concentrates on the operating systems, maintenance procedures for any kind of infrastructure, along with general information about a facility. These plans answer the why, who, what, where, and how of the implementation of operations and maintenance procedures. Essentially, these plans encompass the regulations a facility needs to follow, how it will be done, and where the funding is. By focusing on these things you can accomplish multiple things for your business. The plan can detail whether the systems and procedures your facility, and the equipment inside, are following are safe and compliant with regulations. You also help to budget your business, as you identify what is being spent on operations and maintenance compared to the amount spent on other aspects of production. And in addition, documenting the most efficient operations and maintenance procedures helps with optimizing your business performance as you can prevent any potential hardware crashes beforehand, and also have an emergency plan in place in case a crash does happen.

Going into more detail, what is included in an operations and maintenance plan can be broken down into sections. This information ranges from the general information of a facility to the more specific instructions and procedures that would be found in the operations section and the maintenance section. The general information that should be included includes aspects of a facility such as a layout, personnel, the resources inside (such as furniture and equipment), training plans, and the funding needed for the satisfactory operations and maintenance of the facility. Having this information first helps dictate the more specific instructions that are required in the operations and maintenance sections of a plan. These subsequent sections detail the specific procedures for your operations and maintenance crews to follow. With these instructions in place, your personnel will have clear instructions to safely inspect and maintain your facility.

Examples of these procedures can be seen in the safety regulations that any kind of business facility needs to comply with. Safety requirements such as asbestos prevention are one thing your operation and maintenance plans need to take note of. With a strong plan in place, your maintenance crew should be able to identify which materials in your facility might contain asbestos, and how to safely dispose of them. Along with any other safety regulations, these are taken into consideration by implementing processes for your maintenance crew to follow. These processes would establish all the protocols your employees need to know so that they can focus on cleaning, work, and surveillance routines to keep the different areas of your building in good condition. For example, the hours of operation for your facility, and what parameters to follow when monitoring a specific facility system so your employees recognize the signs of possible failure. 

Businesses that Benefit from Operations and Maintenance Plans

In addition to safety regulations, numerous industries can also require these plans due to the other equipment being used. Some of the businesses that rely on operations and maintenance planning range from infrastructure companies, automotive manufacturers, oil and gas refineries, power plants, and as previously mentioned building management companies. The need for operations and maintenance plans for these businesses is obvious. 

For example, in a power plant or automotive factory where production occurs, you would need to make sure your emissions levels follow government standards for environmental safety and regulation compliance. And along with regulations, the equipment used should have proper operations and maintenance planning for safety by outlining procedures such as startup and shutdown processes of equipment, as well as emergency plans in the case of system failure. Similarly, if your business focuses on infrastructure maintenance, having a plan in place would outline steps are needed to repair or maintain a piece of infrastructure, such as a bridge, to ensure long-lasting results. The plan would also guarantee employee safety by highlighting what precautions to take, such as the safe distance needed to operate a piece of equipment. If your business falls into any of these categories, it is especially essential that you have a plan in place to make sure that you follow regulations, guarantee employee safety, and be able to allocate the needed costs for operations and maintenance.

Who Can Write Operations and Maintenance Plans

As you can see, the need and benefits for operation and maintenance planning are both crucial and plentiful. To ensure that your plans are well-crafted and highly efficient, hiring a technical and documentation writer is beneficial. By taking it out of your hands, you can free up your time so that you can prioritize your business. And not only that, but technical writers come with the benefit of writing skills, and technical knowledge to analyze your business operations to see the best ways you can organize them into regulation-compliant plans. 

The skills of a technical writer for this situation are highly beneficial due to the complexity of operations and maintenance plans, namely the different industries and equipment covered. Because of the diverse subject matter, a technical writer has the knowledge to be able to know how these different areas work, and what regulations each area has to comply with. In addition, having clear writing for your operations and maintenance plan would also get the essential information needed delivered faster. For example, when doing a check on your facility or equipment, your employees can quickly check what regulations and standards to comply with. And, if necessary, take the steps to ensure this compliance. The other aspects of an operations and maintenance plan, such as training and emergency procedures, are things that EDC’s technical writers have experience with. So, hiring EDC’s writers come with this benefit, as well as the previously mentioned benefits of a technical writer.


An operations and maintenance plan is essential to making sure that your business is following regulations, along with having safety and emergency procedures in place. Not only do these plans provide a checklist for what regulations you need to follow, but they also provide the steps you need to take. As this information is both plentiful and potentially complex, hiring a technical writer is the best way to have a high-quality operations and maintenance plan in place. Technical writers can communicate clearly by breaking down complex information into digestible writing. So, when it comes to operations and maintenance planning, a technical writer can cover multiple areas and analyze what needs to be done, so such as a plan can be delivered to your business as soon as possible.

How EDC Can Help You?

The facility your business operates from, along with the equipment inside, is essential to your business. So, you benefit from making sure that they are safe for use as well as knowing what the best way to operate them is. By doing so, you can guarantee an efficient working environment by preventing malfunctions while also keeping down any costs related to any potential malfunctions. 

So, whether you need a team of consultants to produce a complete line of documentation or a single technical writer for a brief project, Essential Data’s Engagement Manager will lead the project from start to finish. At Essential Data Corporation, the quality of our work is guaranteed. Contact us today to get started. (800) 221-0093 or sales@edc.us

Written by Stanley Chu


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