Large energy company upgrades content and access in the field
A case study in content management
Content management critical to operational efficiency and equipment maintenance
Download full case study
The Challenge: 1500+ content artifacts, limited internal resources.
Our client approached Innovatia, facing the ongoing challenge of managing up-to-date maintenance information for business units ranging from a dozen to several hundred people across a wide geographical area. Ultimately, there were over 1500 artifacts, including standard operating procedures, guidelines, and forms related to compliance with various regulatory bodies governing the energy sector.
Many companies face similar challenges in keeping their content and documentation current. Frequent changes to systems, personnel, equipment, compliance regulations, industry best practices, SOPs, and even locations can drain internal resources.
In this case, many procedures needed to be addressed. This required the input of multiple teams to ensure the information was accurate and a complete maintenance process could be established and implemented.
Machinery updates and upgrades meant there were sections where new documentation and processes needed to be established and integrated into the existing maintenance program information. The content required a specialized approach that could also address the growing pains of equipment acquisitions and subsequent operator onboarding.
With limited internal resources, the company had to decide whether to increase the capacity of internal teams or engage with a content services partner. With aggressive deadlines and ongoing operations requiring maintenance procedures to be updated and implemented as soon as possible, ramping up internal teams posed the problem of an onboarding time lag the company could not afford.
Working with Innovatia’s experts, who have extensive knowledge of the energy sector, meant our teams could hit the ground running with their technical expertise and industry experience.
Our Solution: An Innovatia team of experts assigned to maintain SOPs and maintenance procedures.
It was important to standardize the documentation and make it available in the work flow to the right teams at the right time in the right place. However, managing the information and implementing a distribution system across multiple locations is a resource-intensive task, and the team faced limited internal resources.
Innovatia’s content management team reviewed all the procedures, documentation, systems, and delivery methods. Our tool-agnostic approach allowed us to leverage the company’s existing systems and implement improvements that standardized the information and made it easily accessible for on-the-job workflow.
Beginning with an in-depth analysis of the client’s current information ecosystem, our team was able to:
Identify bottlenecks and inefficiencies
Establish a holistic view of the current system
Curate, update, and maintain content
Ensure content accuracy
Create a system to ensure content was always up to date
Establish a system that scaled with the client’s needs
Set up processes to match the client’s required operational efficiency levels
The client opted for continued content management services, including setting up a team of writers available on an “as-needed” basis and updating standard operating and maintenance procedures that could be implemented in a scalable and cost-effective manner.
With extensive knowledge of the energy industry, Innovatia’s knowledge management teams worked alongside the client’s teams, bringing a deep understanding of the requirements of companies operating in highly regulated industries such as the energy industry.
Results & Impact
With implementing Innovatia’s content solutions, the client experienced significant improvement in the maintenance and management of information. They were able to reduce delays and improve overall operational efficiency. They were provided with dedicated, skilled teams that would ensure the maintenance information was always up to date for increased accuracy and consistency in operations. By integrating the new content system with other teams, Innovatia was able to facilitate better collaboration across multiple departments, which led to improved decision-making.
To support the client’s changing needs, Innovatia provided scalable teams that could ramp up when necessary or scale down with changes in demand. New team members were equipped with the information they required to hit the ground running, mitigating delays when onboarding new resources. Ultimately, the client was delivered a system and resources to maintain smoother operations, reduce risks, and ensure the safety of their employees and their assets.
Ready to transform improve knowledge management? We'll help!