A year of quiet, in five steps

Survey

You receiveAsset list

What happens

A walk through every floor with someone who knows the building. We list the assets, where they are and what condition they are in, note what is already in place and who currently does it, and mark the things nobody has a record for. The output is an asset list you keep, whether or not the work goes ahead.

What it covers

• Every asset located by building, floor and zone
• Make, model and install date where the plate is still readable
• Condition noted, with anything already overdue marked as such
• What is already in place, and which contractor holds it
• Access, keys, alarm codes and the hours work can happen
• The gaps: assets with no record, and records with no asset

Schedule

You receiveAnnual planner

What happens

We take the asset list and agree a frequency for each check with you. Those frequencies become an annual planner: what happens, how often, in which week and who does it, in-house or a named contractor. The planner is the contract in practice, and it is the thing the monthly report is measured against.

What it covers

• A frequency agreed per asset, from the typical intervals or your own
• A tolerance window against each date, so a week of weather is not a failure
• In-house work and contractor work marked separately
• Cleaning areas and frequencies on the same planner as the plant
• The year laid out by week, per building
• Nothing scheduled that nobody has agreed to pay for

Rounds

You receiveRound sheets

What happens

A round is an ordered walk through the plan with the checks that are due at each point. Ticks, temperatures and meter readings are recorded where they are taken rather than written up afterwards, and anything found is raised as a fault at the point it was found, with the reading or the reason attached.

What it covers

• Points in walk order, floor by floor, so nothing is missed twice
• Only the checks actually due today, plus the standing visual checks
• Readings typed at the asset, with the threshold shown beside them
• A failed check offers to raise a fault, prefilled with what failed
• The call point tested is the one tested longest ago, and it is named
• The sheet is the evidence: who, when, what, and what it read

Report

You receiveMonthly report

What happens

Every month, one document. Rounds completed, planned tasks done on time and done late, tests carried out with their results, faults raised and closed, jobs still open, meter readings and consumption, and the certificates received since the last one. It is written so that a manager who was not in the building can act on it.

What it covers

• Tasks due, done on time, done late and still overdue, per building
• Rounds completed, with the sheets behind them
• Faults raised, closed and still open, with their priority
• Readings and consumption for the month, with anything unusual flagged
• Certificates received, filed against the asset
• Recommendations, each with a priority and a price where one is known

Review

You receiveReview meeting

What happens

Once a quarter we sit down with the report in front of us. What was missed and why, what is costing more than it should, which frequencies are wrong in either direction, and what the building needs next year. Changes agreed at the review are written into the planner in the meeting, not afterwards.

What it covers

• The quarter read from the reports rather than from memory
• Frequencies raised or lowered where the evidence says so
• Recurring faults looked at as a cause rather than a list
• Budget for the next quarter, with the known work priced
• Anything we got wrong, named, with what changed because of it
• The planner updated before the meeting ends