What are the most effective ways to document facility engineering processes and procedures?

1 Define the scope and purpose

The first step in documenting facility engineering processes and procedures is to define the scope and purpose of the documentation. This means identifying the target audience, the objectives, the expected outcomes, and the scope of work for the facility engineering project or task. By defining the scope and purpose, you can ensure that your documentation is relevant, useful, and aligned with the project or task goals. You can also avoid unnecessary or redundant information that may confuse or overwhelm the readers.

2 Use standard formats and templates

The second step in documenting facility engineering processes and procedures is to use standard formats and templates that are appropriate for the type and level of documentation. For example, you can use flowcharts, diagrams, tables, checklists, forms, or manuals to present different aspects of the facility engineering process, such as inputs, outputs, activities, roles, responsibilities, resources, risks, controls, or performance indicators. By using standard formats and templates, you can ensure that your documentation is consistent, organized, and easy to follow. You can also save time and effort by reusing or adapting existing formats and templates from previous projects or tasks.

3 Follow best practices and guidelines

The third step in documenting facility engineering processes and procedures is to follow best practices and guidelines that are relevant for the facility engineering domain, industry, or organization. For example, you can follow the standards and codes of practice from professional associations, such as the International Facility Management Association (IFMA), the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), or the National Fire Protection Association (NFPA). You can also follow the policies and procedures from your organization, such as the quality management system, the risk management framework, or the health and safety program. By following best practices and guidelines, you can ensure that your documentation is compliant, accurate, and reliable.

4 Incorporate feedback and review

The fourth step in documenting facility engineering processes and procedures is to incorporate feedback and review from various stakeholders, such as clients, managers, colleagues, contractors, or regulators. By soliciting and incorporating feedback and review, you can improve the quality, clarity, and completeness of your documentation. You can also identify and correct any errors, gaps, or inconsistencies that may affect the facility engineering process or outcome. You can use various methods to collect and incorporate feedback and review, such as surveys, interviews, focus groups, peer reviews, audits, or inspections.

5 Update and maintain

The fifth step in documenting facility engineering processes and procedures is to update and maintain your documentation regularly. This means keeping your documentation up to date with any changes, modifications, or improvements that may occur in the facility engineering process or outcome. This also means archiving, storing, and disposing of your documentation securely and appropriately. By updating and maintaining your documentation, you can ensure that your documentation reflects the current state and performance of the facility engineering process or outcome. You can also ensure that your documentation is accessible, retrievable, and traceable for future reference or use.

6 Communicate and share

The sixth and final step in documenting facility engineering processes and procedures is to communicate and share your documentation with the relevant stakeholders, such as clients, managers, colleagues, contractors, or regulators. By communicating and sharing your documentation, you can inform, educate, and persuade the stakeholders about the facility engineering process or outcome. You can also facilitate collaboration, coordination, and learning among the stakeholders. You can use various channels and tools to communicate and share your documentation, such as reports, presentations, newsletters, websites, or databases.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?