The Hidden Cost of Doing O&M Manuals In-House
O&M Manuals are often an afterthought on construction projects, but for many contractors and project managers, they quickly become a source of last-minute stress. The temptation to handle them in-house is understandable; it feels quicker, cheaper, and keeps everything “in control.” But the reality is often very different.
When internal staff are tasked with compiling manuals, it usually falls to someone already juggling site coordination, procurement issues, and looming deadlines. Admin and project management teams may end up spending 15 to 25 hours per manual¹. Factor in interruptions, task switching, and the lack of specialist knowledge, and the result will be the quality and efficiency suffered.
Monetary Cost: The Real Cost of In-House Manuals
Dewick & Associates compared the cost of internal resources with their fixed-fee manual service². The outcome? In-house production was up to 2.2 times more expensive when all hidden costs were considered. And that doesn’t include the stress, project delays, or withheld payments tied to late or incomplete documentation.
The monetary value is only one aspect of managing manuals in house. There are less tangible aspects that also need to be considered.
Task Switching – The Impact on Productivity
A phrase you may not be familiar with – it’s the time it takes to get back to being focused on the task you were working on before you were interrupted. It is a significant hidden cost to a business and the productivity of the people within it. Finding solid blocks of time is a challenge many find in the workplace; phone calls, emails, meetings often switching between tasks (especially technical documentation vs. delivery-focused roles) leads to mental fatigue and slower progress. Studies show that frequent task switching can reduce productivity by up to 40% ³.
When Incomplete Manuals Cost Builders
Manuals may seem like a tick box on a project. However, there are cases when even a few key sentences being excluded has resulted in a costly mistake for project leads. An example may be missing information with reference to the conditions of warranty. If the correct information has not been passed on, which in some cases is just the manufacturer’s prewritten information you might be liable.
This real case study highlights the consequences of inadequate maintenance documentation and the resulting liability for the builder. At a newly completed cinema complex, the builder was called back during the defects liability period—approximately 11 months post-completion—to address issues with the outdoor paving. The cinema’s maintenance team had used an industrial-strength vacuum cleaner, which removed the jointing sand between the pavers. Due to the absence of clear maintenance instructions, including warnings against this type of equipment, the paving failed and required replacement—at the builder’s expense. This example underscores the importance of providing detailed, practical maintenance guidance as part of project handover ª.
The Impact of Expertise and Technical Knowledge
When outsourcing O&M manual production, it’s important to look beyond just cost and turnaround time. The value of specialist expertise cannot be overstated — it’s the difference between a manual that simply ticks a box and one that genuinely supports building performance for years to come.
- A strong documentation provider will bring both technical writing experience and practical engineering knowledge to the process. This combination ensures that:
- Complex system details are explained clearly for a wide audience, from facility managers to contractors.
- All regulatory and compliance requirements, whether under Australian Standards, UK, Canadian, or New Zealand frameworks, are addressed in full.
- Documentation anticipates the operational and maintenance challenges that will arise long after project completion.
It’s also worth considering the provider’s track record. Specialists who produce manuals day in, day out, are more likely to have established processes and tools that maintain consistency in formatting, terminology, and referencing minimising the risk of missing critical information.
In short, when engaging a documentation specialist, look for:
- Proven experience across a range of project types and sectors.
- Technical depth backed by engineering knowledge, not just administrative skills.
- A structured methodology that ensures accuracy, compliance, and accessibility.
- An understanding of the end user’s needs, so manuals remain practical and relevant long after handover.
Choosing the right partner means you’re not just getting a document — you’re securing a resource that protects the asset, supports compliance, and delivers lasting value.
Why engage Dewick & Associates?
When it comes to O&M manuals, the difference between “good enough” and “excellent” often comes down to expertise. At Dewick & Associates, we don’t just compile manuals, we apply decades of technical writing experience backed by practical engineering knowledge to ensure every document is accurate, compliant, and genuinely useful to the end user.
At Dewick & Associates, we draw on our expertise in both Consulting and Contractor Project Management and with team members who are Chartered Professional Engineers, VBA, NSW and RPEQ Registered, we offer an extensive range of services including Engineering, O&M Manuals, and Building Handover Manuals. We offer:
- Extensive internal processes and procedures which improve efficiency and your customer experience.
- Professional, high quality documentation authored by our in-house Technical Writing team supported by Chartered Engineers.
- Dedicated point of contact: our Client Coordinator team ensure that your construction documentation is understood and executed flawlessly.
- Over 15 years of experience across a broad range of sectors and services.
- Flexible service offering which can accommodate a client specific format, government or defence requirements.
- Dependable with quick turn around times for documentation.
Our team includes qualified engineers and experienced technical writers who understand not only how building systems are documented, but how they are designed, installed, commissioned, and maintained. This depth of knowledge means
- We can interpret and clarify complex technical details so they’re clear to facilities teams, contractors, and building owners.
- We know the regulatory frameworks inside out; from Australian Standards to UK, Canadian, and New Zealand compliance codes and ensure every manual meets these requirements.
- We anticipate the questions and challenges that maintenance teams will face years after completion, and make sure the documentation answers them.
Unlike an internal resource who may only work on manuals occasionally, our team have produced thousands of compliant, professionally presented manuals across diverse sectors – from commercial towers, hospitals and defence facilities to luxury apartments and major infrastructure projects.
Our proven processes and purpose-built tools ensure consistency in formatting, terminology, and referencing so no critical information is missed. And because we manage the entire process, your project team remains focused on delivery, without being pulled into time-consuming documentation tasks.
With Dewick & Associates, you’re not just outsourcing a task, you’re engaging a team with the technical insight of engineers, the precision of professional writers, and the efficiency of a streamlined documentation partner. The result? Manuals that don’t just tick a compliance box, but protect your project, your client relationships, and your bottom line.
Have a question? Contact us.
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