Top 5 Insights for a Successful Turnaround: Communication is key

This article is part of a series discussing the top 5 insights for successful turnarounds (TARs) and temporary shutdowns of industrial facilities, which are as follows: 

1. Quality assure information management to avoid data loss and inaccuracy. 
2. Make all project records transparent for full accountability of all stakeholders. 
3. Facilitate ease of communication to clarify responsibilities and save time. 
4. Balance competing workflow priorities to ensure safety. 
5. Avoid unnecessary operational interruptions with optimal materials management. 

Here, we focus on how to facilitate communication during complicated turnarounds to help clarify responsibilities and save time. The complexities of turnaround (TAR) and shutdown management can be daunting in industrial contexts. Where there is challenge, however, there is opportunity. Digital information management emerges as a powerful solution to facilitate communication, enabling project stakeholders to collaborate with ease.  

A Seamless Flow of Information 

Project teams have historically grappled with the arduous task of navigating through stacks of paper to locate critical information to progress TAR projects. This outdated approach not only consumed precious time but also led to the risk of missing vital details. Digital systems and the utilization of a single-source database of information on the Cloud have paved the way for a much-needed transformation. 

By centralizing all TAR project information in a digital format, project teams now have easy access to a wealth of data that is complete, accurate, and readily accessible. The benefits are multi-fold. Digital TARs eliminate the administrative burden needed to sift through heaps of paperwork, but also ensure that the information is up-to-date and consistent across all stakeholders: contractors and owner-operators, alike. This newfound simplicity in accessing information fosters efficiency and empowers project members to make well-informed decisions.  

Because there is no variance of information from party to party – everyone has access to the exact same information, readable in ways most well-suited to the use through features such as customizable queries, reports and visual datahubs. This enhances communication, facilitating collaboration by reducing room for misunderstandings, reducing wait times for the transfer of information and ensuring that information is in the most readily digestible format for the person or team in question. 

Crystal-Clear Responsibilities 

The delineation of roles, tasks and sequencing is pivotal in the successful execution of TAR projects in industrial contexts where shutdown time needs to be kept to a minimum. One of the most significant advantages of digitally managing asset and project data for accuracy and transparency is the enhanced clarity it brings to contractor responsibilities.  

TAR software solutions prove invaluable to the enhanced ease with which the client can clarify, communicate and oversee contractor responsibilities. By serving as a repository of comprehensive project information, these systems help streamline communication by providing a clear understanding of what is expected from any and all contractors involved in TAR execution. 

A digital platform allows owner-operators to seamlessly convey site-specific knowledge to contractors. The days of grappling with ambiguous technical material and sifting through paperwork are replaced with a streamlined exchange of information. Contractors gain a deeper and more immediate understanding of project intricacies, leading to a more effective execution of tasks. As a result, ambiguity is minimized, and administrative burdens are significantly reduced when implementing digital TARs. 

Harmonizing Stakeholders 

Using digital software solutions to facilitate communication is about more than saving time – it also saves face. Harmony among stakeholders during stressful and complex TAR projects contributes to a mutually beneficial atmosphere and reinforces positive working relationships.  

When asset and project information is digital, the completeness, accuracy, reliability, and transparency of information bridges the communication gap between contractors and owner-operators, creating a collaborative environment that drives not only project success but sets the precedent for longer-term partnerships. When all parties have access to the same quality-assured information, it eliminates discrepancies and ensures that everyone is on the same page. This unified approach fosters trust and empowers stakeholders to work together towards common goals. 

Additionally, the ease of information exchange facilitated by digital information management simplifies the process of fulfilling requests for information (RFIs). What used to involve time-consuming searches and manual exchanges of documents now takes only a few clicks of a button. This accelerated response time not only saves precious hours but also contributes to the overall project timeline and beneficial working relationships. 

Communication for prioritizing workflows and safety 

In the dynamic landscape of TAR and shutdown management projects, information management through digital software solutions stands as a beacon of efficiency and collaboration. The convergence of turnaround software solutions and a single-source database of information empowers stakeholders to communicate with unparalleled clarity and precision.  

Effective communication helps navigate SIMOPS hurdles, potential disruptions to operations, supply-chain issues and other aberrations. This is what the next article in our Top 5 Insights for a Successful Turnaround series shall discuss. The transformational impact of clear communication, harmonized responsibilities, and enhanced collaboration in TAR projects cannot be overstated – safety and operational stability depend on it.