HandoverHandover: Before handover…
Written with them
Wes, the handover manager, writes the procedures with Stan's maintenance team: what to do when, in the order you'd do it at 2am.
Stage 7 · Use it · Stop 1 of 3 · The right way
The first night shift
The back alley's bill so far: 156 weeks · See the bill
The right way
On the wall, practised
The procedures go on the plant room wall, where the night guard can reach them, and in the client's own system. Lou and the night security team practise twice. Once with the lights off.
In useIn use: 2.14am…
Standby on
High-level alarm. Lou takes the procedure off the wall. Standby pump on, the level drops, and nobody rings Dave.
On the portalA login nobody has, Dave in his pyjamas, and the loading bays under water.
On the wallWritten with the maintenance team, practised in the dark, and Dave asleep.
Now there is: Procedures where the people running the centre need them, practised before handover.
What's going on here
Information is only useful where the person who needs it can reach it, at the moment they need it. For a shopping centre at 2am, that's the plant room wall. Writing procedures with the people who'll use them, and practising before handover, is information management for the night shift.
In the town See it in the town: 2.14am, and the information has to be in the room. Is it?
The builders have gone, and the centre now belongs to Client Town. The information that matters most tonight is a short procedure, and it is only useful where the night guard can reach it: on the plant room wall, and in the client's own systems. A procedure buried in a portal nobody can log into is like a sign locked inside a cupboard. Written with the maintenance team and practised before handover, it is the data the owner runs on doing what it was for.
Fix it Can the night shift reach it? Check tonight.
- Ask whoever's on duty to find the failed-pump procedure without help.
- Put the urgent procedures on the plant room wall.
- Run a drill before handover, once with the lights off.
A note for the information manager: Test every handover item by asking who will use it, where and when, because a perfect file in the wrong place at 2am is no file at all.
Try it on your job
If something failed on your last finished job at 2am, where would the person on duty find what to do?
ISO 19650 Information for running the asset
| ISO 19650 says | Means | In the town |
|---|---|---|
| Organisational information requirements (OIR) | What the client's organisation needs to know to run its business and assets well | The order, from Client Town's point of view |
| Asset information requirements (AIR) | The detailed information the owner needs about its assets to operate and maintain them | The data the owner runs on |
| Asset information model (AIM) | The information the owner keeps and uses in the operational phase, where the people running the asset can reach it | Procedures in the client's own systems |
Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 and its UK National Annex are © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.