Writing Your Boat's Operations Manual

FlyWright · Oct 4, 2013

The following quote is from this post on the Owners Manual thread. Rather than sidetrack that discussion, I started this new one.

Northern Spy said:
It is a recommended guideline from ABYC T-24 (first edition in 1992) to have an owners manual for the boat. Newer boats and higher quality boats will typically have them.

I've been writing one for my boat, mainly for piece of mind if I loan, swap, or charter my boat in the future. Well, actually, because I am a tech manual geek, and it is fun to write.

NS, I'm in the middle of doing the same thing. I've got manuals for most of the components and electronics, but, until now, general system knowledge is not documented anywhere. With this manual, an experienced boater should be able to operate the boat systems. It will also include helpful facts for system maintenance. The individual component manuals provided by the manufacturer will be included in pockets within the Ops Manual binder. PDF versions of these manuals where available will be included in the digital version.

I've got roughs written for main chapters. I gave mine some thought and decided to go with chapters similar to an airplane manual, but generally arranged from bow to stern for easier reference. For example, the Bow section includes the windlass info, but the RW washdown system on the bow and stern is located in the plumbing section.

I'm curious how others have arranged their manuals. Here is how mine is set up:

Operations and Systems Manual

Specifications and Capacities
General
Propulsion
Perkins 4.236 Engines
Borg Warner CR-2 Transmissions
Fuel System
Props, Shafts and PSS Dripless Shaft Logs
Bow
Lewmar 1000 Windlass
Head
Helms and Electronics
Windshield Wiper
Steering Pumps
Garmin 128
Garmin 276C Chartplotter
Raytheon SL70 Radar
Ritchie Magnetic Compass
Simrad-Navico 5000 Autopilot
Furuno Fish Finder
Standard Horizon VHF Comm Radio
Icom M422 VHF Comm Radio
Laptop Chartplotter/GPS Receiver
Bennett Trim Tabs
FogMate Fog Horn
Electrical System
Electrical System Schematic
Circuit Breakers and Fuses
Anchor/running Lights
Pro Mariner 1230 30A Battery Smart Charger
Start and House Battery Banks and Selector Switches
Alternators
Yandina Combiner
Xantrex LinkPro Battery Monitor
Xantrex 1000W Inverter
Honda eu2000i Portable Generator
Plumbing
Jabsco Quiet Flush Head
Holding Tank Monitor
Shower
Freshwater System
Water Heater
Sinks and Faucets
Freshwater Tank Monitor
Thru Hull Discharges and Intakes
Raw Water Washdown
Fresh Water Washdown
Galley
Norcold 12V/110V built-in Refrigerator
Countertop 110V Refrigerator
Propane System
Safety
Storage
Controls
Oven/Stove
Microwave
Coffeemaker
Propane Grills
George Foreman Electric Grill
Salon
Indoor Lighting
HDTV
Stereo and Speakers
Portable Heaters
Portable fans
Portable Shop Vacuum
Storage
Tools
Electrical Tools and Supplies
Spare Parts
CO Monitor Systems
Cockpit Area
Cockpit LEDs
LED Spreader Fishing Lights
Solar Patio Lights
Lazarette Storage
Aft rail gate/Swimstep
Flybridge
Controls
Storage
Dinghy
Achilles 9.5 ft Inflatable
Honda 2HP Motor

markpierce · Oct 5, 2013

I have manufacturers' handbooks for major subsystems (engine, thruster, refrigerator, etcetera) as some schematics of the boat for the Coot, but the boat didn't come with its own manual. It took me several months to discover all the thru-hulls (last one: the sink drain). Contemplated making checklists for starting up, shutting down, and so on for the boat for one totally unfamiliar with it, but this seems like an overwhelming task.

jwnall · Oct 5, 2013

Great idea! Whether or not I will ever do such a thing I do not know, but it most certainly is a great idea. Routine maintenance takes a lot of time, and enjoying the boat takes a lot of time, but I am inspired to start something like that.

John

Brooksie · Oct 5, 2013

I wrote a manual for my boat (for my kids actually) but instead of a list of things, it is an operators manual. How to operate everything, engine, battery switches, winch, dinghy tackle, fuel valves, filling tanks, propane system, pumps, alarms, refer, and so on.
A stranger should be able to step aboard with this "manual" and set off on a safe passage.

jwnall · Oct 5, 2013

Brooksie said:
I wrote a manual for my boat (for my kids actually) but instead of a list of things, it is an operators manual. How to operate everything, engine, battery switches, winch, dinghy tackle, fuel valves, filling tanks, propane system, pumps, alarms, refer, and so on.
A stranger should be able to step aboard with this "manual" and set off on a safe passage.

That sounds much like what I had in mind also, except that mine would be also along the lines of "what to do if . . ." Just for one example, when my hydraulic steering failed (because I had gotten air in the line) it took me a while (new-to-me boat) to straighten it out. So an explanation of how to bleed the system, with pictures ("a picture is worth a thousand words.") would be the type of thing to be included in the manual.

John

Codger2 · Oct 5, 2013

FlyWright said:
I'm curious how others have arranged their manuals. Here is how mine is set up:

Al, I'm a little confused. Although your list is impressive, is it really an "Operations Manual" much like a car has? Are all the entries subtitles with following explanations as to how to actually operate the equipment?

I like the idea of making a "list" but to my way of thinking, it mainly serves as an inventory list and not a "how to operate the equipment" list.

If I'm dead wrong (and lately I have been) and your intent is to actually write a "how to" operations manual, I can't imagine taking on that task!

As you know, I live in literalville and when I see something titled as "Operations & Systems", by reading it, I expect to know how to operate the equipment. Is that your intent?

jwnall · Oct 5, 2013

Getting just a tad off the subject (but it is still connected), if I want pictures in my manual (which I do), does anyone know the technique which would be used to modify a digital image? I'll give an example of what I mean. On a digital picture I would like to have a line drawn pointing to a certain screw, to specify which one I am talking about. I feel sure there is software available to do such a thing, but not being all that computer savvy I am not sure what it would be.

John

Boatgm · Oct 5, 2013

There is a fill in the blank book that works well.

I was hoping they would come out with a software version but haven’t seen it yet.

“The International Marine Boat Manager:
Your Vessel's Custom Handbook of Operating and Service Procedures

by Nick Ellison, Bob Payne

Phil Fill · Oct 5, 2013

We have two file boxs that has the original manuals for most major items on the boat. I also have copies by the electonic for quick reference as we do not use them often enough. I have writen how to start stop the engines and to switch from dock power to boat and back. The files are about two feet thick.

Irdiverdan · Oct 5, 2013

jwnall said:
Getting just a tad off the subject (but it is still connected), if I want pictures in my manual (which I do), does anyone know the technique which would be used to modify a digital image? I'll give an example of what I mean. On a digital picture I would like to have a line drawn pointing to a certain screw, to specify which one I am talking about. I feel sure there is software available to do such a thing, but not being all that computer savvy I am not sure what it would be.

John

If you are using Microsoft Windows then an easy application to use for adding arrows, text etc. to pictures is "Windows Paint".

Irdiverdan · Oct 5, 2013

FlyWright...You are probably already doing this but if not, you may want add a "Troubleshooting Guide" section for some "Mission Critical" systems as well. Of course, the manufactures manuals which you are including probably already have one...but if you have time, you could take some of the critical systems individual manuals troubleshooting guides and compile them in a separate section so a user could find and refer to them quickly and not have to look through each individual manual, especially if time was of the essence...

Northern Spy · Oct 5, 2013

jwnall said:
On a digital picture I would like to have a line drawn pointing to a certain screw, to specify which one I am talking about. I feel sure there is software available to do such a thing, but not being all that computer savvy I am not sure what it would be.

John

MS Word will do more or less every thing you want or need to make a manual. It will automatically generate a table of contents based on heading type. You can insert and annotate pictures as well. Go buy a student version of Microsoft Office, for a hundred and some odd bucks and it will have every thing you need. You can download templates which will make it easier or you can search and find a manual you like on the web (try searching for "boat operating manual filetype:doc)

Adobe Pro will allow you to mark up electronic versions of the existing electronic or scanned equipment manuals. It's expensive.

I'll let others insert the scoffing MS, Apple superiority complex argument below.

Irdiverdan · Oct 5, 2013

SeaHorse II; As you know said:
FlyWright, Being a literalist as well, based on your description of what you are producing, it sounds more like a "Systems Operation and Maintenance Manual" AKA "Systems O&M"...

Irdiverdan · Oct 5, 2013

Northern Spy said:
MS Word will do more or less every thing you want or need to make a manual. It will automatically generate a table of contents based on heading type. You can insert and annotate pictures as well. Go buy a student version of Microsoft Office, for a hundred and some odd bucks and it will have every thing you need. You can download templates which will make it easier or you can search and find a manual you like on the web (try searching for "boat operating manual filetype:doc)

Adobe Pro will allow you to mark up electronic versions of the existing electronic or scanned equipment manuals. It's expensive.

I'll let others insert the scoffing MS, Apple superiority complex argument below.

Windows Paint is free and comes with all versions of Windows, if you are using a computer with Windows...you already have it...if you are using XP go to the "Start" button..."All Programs"..."Accessories"...look down the list and Voila...there is paint...

Northern Spy is correct that Microsoft Word,which come in MS Office, would be a great help in writing the manual...but most computers already have MS Word/Office pre-loaded as well...

Bluto · Oct 5, 2013

Irdiverdan said:
Windows Paint is free and comes with all versions of Windows, if you are using a computer with Windows...you already have it...if you are using XP go to the "Start" button..."All Programs"..."Accessories"...look down the list and Voila...there is paint... Northern Spy is correct that Microsoft Word,which come in MS Office, would be a great help in writing the manual...but most computers already have MS Word/Office pre-loaded as well...

Anyone that needs a little more capability than 'Paint' can download a free upgrade called Paint.net. It can be downloaded for free from here:

Paint.NET - Free Software for Digital Photo Editing

Like paint but has more features. There is documentation here:

Paint.NET Documentation

Irdiverdan · Oct 5, 2013

Bluto said:
Anyone that needs a little more capability than 'Paint' can download a free upgrade called Paint.net. It can be downloaded for free from here:

Paint.NET - Free Software for Digital Photo Editing

Like paint but has more features. There is documentation here:

Paint.NET Documentation

You are correct that for those who want to do more extensive photo editing there are innumerable Photo Editing software available from free to the expensive Adobe Photoshop...but since John mentioned he was not all that computer savvy and he just wants to add some arrows and other simple type edits I figure MS word and MS paint, which he probably already has on his computer, would suffice....

SaltyDog · Oct 5, 2013

I have found having all the model numbers, serial numbers, filter numbers and automotive alternatives highly worthwhile. I keep a list on my phone so I can order the correct parts.

My manuals are in a plastic hanging folder storage box. About 2 ft thick.

Nigel Calders book is a good substitute for reinventing the wheel.

"A where is it located?" chart is helpful for others.

Irdiverdan · Oct 5, 2013

I'll shut up now... :hide:

OFB · Oct 5, 2013

You could always start a "manual" on the vessel by using your survey.

Robster_in_edmonds · Oct 5, 2013

My boat (Bayliner 4788) is a popular charter vessel here in the PNW. I have downloaded three different manuals for the boat and am in the process of using the best from each to make my manual. It' sheen very interesting to read three different perspectives on the same boat.

FlyWright · Oct 5, 2013

Brooksie said:
I wrote a manual for my boat (for my kids actually) but instead of a list of things, it is an operators manual. How to operate everything, engine, battery switches, winch, dinghy tackle, fuel valves, filling tanks, propane system, pumps, alarms, refer, and so on.
A stranger should be able to step aboard with this "manual" and set off on a safe passage.

SeaHorse II said:
Al, I'm a little confused. Although your list is impressive, is it really an "Operations Manual" much like a car has? Are all the entries subtitles with following explanations as to how to actually operate the equipment?

I like the idea of making a "list" but to my way of thinking, it mainly serves as an inventory list and not a "how to operate the equipment" list.

If I'm dead wrong (and lately I have been) and your intent is to actually write a "how to" operations manual, I can't imagine taking on that task!

As you know, I live in literalville and when I see something titled as "Operations & Systems", by reading it, I expect to know how to operate the equipment. Is that your intent?

I could have been more clear. I have written about 20 pages so far in rough draft which cover the sections listed above. This "list" is a copy of my Table of Contents. I thought I'd spare you all 20 pages of details.

Irdiverdan said:
FlyWright...You are probably already doing this but if not, you may want add a "Troubleshooting Guide" section for some "Mission Critical" systems as well. Of course, the manufactures manuals which you are including probably already have one...but if you have time, you could take some of the critical systems individual manuals troubleshooting guides and compile them in a separate section so a user could find and refer to them quickly and not have to look through each individual manual, especially if time was of the essence...

Irdiverdan said:
FlyWright, Being a literalist as well, based on your description of what you are producing, it sounds more like a "Systems Operation and Maintenance Manual" AKA "Systems O&M"...

My intent is to write an Operation Manual. Including troubleshooting notes by system could be helpful. For example, If the inverter power fails, check power switch position and fuse condition, but too much of that sort of thing can muddy up a succinct Ops Manual. I already have an Perkins Engine Maintenance Manual in which I record notes as needed. A separate document records scheduled and repair maintenance as it is completed.

Bluto said:
Anyone that needs a little more capability than 'Paint' can download a free upgrade called Paint.net. It can be downloaded for free from here:

Paint.NET - Free Software for Digital Photo Editing

Like paint but has more features. There is documentation here:

Paint.NET Documentation

OFB said:
You could always start a "manual" on the vessel by using your survey.

Good idea, guys. I'll look into the Paint.net. To date MS Paint has done what I needed, but it sounds interesting. I also like the idea of using the survey as a guide. I found the information in it helpful, but its layout is, as Spock would say, "Less than logical, Captain!" I'll include it in the "General" chapter.

I'll also look for the fill-in-the-blanks version online for layout ideas.

FlyWright · Oct 5, 2013

To expound on Walt's question, here's an example of the draft I have written for the Propulsion and Bow Equipment. The intent is to describe the system connections, features, brief history and unique characteristics. (Note: This is just the an early draft.)

Propulsion

FlyWright is powered by two natural Perkins 4.236 Engines. Each engine is rated at 85HP. The engines and transmissions are controlled from each of two helms; lower and flybridge with traditional controls.
Borg Warner CR-2 Velvet Drive Transmissions
Each transmission is 2:1 reduction ratio and turns CW. Transmission fluid is -----------------. Capacity is -------------------------.

Fuel System

The diesel fuel tanks are located in the engine room outboard and aft of the transmissions. The aluminum fuel tanks were replaced by the previous owner in 2006. Each tank (PORT and STBD) is 125 US gallons for a total capacity of 250 gallons. Each side of the fuel system is completely independent without a crossover or interconnect capability. Each tank was fitted with an 8 inch Seabuilt access plate in 2013. Each tank feeds only its respective engine and is equipped with a shutoff valve at the tank, dual Racor primary fuel filters mounted inboard of each tank and engine mounted secondary filters. Each filter element is rated at 2 microns. The set of Racor filters are selectable 1 or 2 so that one filter element is available at the ready if filter blockage occurs.

The fuel gages are located at the center of the lower helm overhead panel. These gages indicate lower than is actually in the tanks. Full tanks appear as 2/3 full on the gages, 2/3 tanks appear as ½ full on the gages. ½ full tanks appear as ¼ full on the gages.
Running Gear
The dripless shaft logs were installed by the previous owner prior to 2006 during the fuel tank replacement. Each prop shaft is 1 ¼ inch diameter. The PORT shaft, strut and PSS was damaged and replaced in 2009 after a submerged vessel was struck. The STBD strut was also replaced at this time and the bottom was painted.
The props are 3-bladed, bronze 20x18. Both props were tuned and balanced in 2009 and were Prop Scan tuned in 2012 by Thomas Marine Propeller of Rancho Cordova, CA.

Bow
The Lewmar 1000 Windlass was installed in 2010 and has a control mounted at the lower helm and a wireless remote control.
There are 3 anchors: 1) 15 Kg Bruce-style anchor mounted at the bow, 2) Large Danforth anchor stored in ER, aft port side, 3) Small Danforth anchor stored in ER aft of Port fuel tank.

The anchor combination rode consists of the following: 120 ft of 5/16 G4 galvanized chain and 240 ft of 5/8 8-plait Brait. The rode is marked as follows: 10 ft – 2 white tie wraps, 30 ft 1 black tie wrap, 60 ft 2 black tie wraps, 90 ft 3 black tie wraps, 120 ft (end of chain/beginning of Brait) 120 ft marker, 150 ft marker, 180 ft marker, etc. to 360 ft (every 30 ft). The end is secured with a wooden stop to prevent loss of rode. A strong, sharp knife is stored to port of the anchor locker in case the Brait needs to be cut away in an emergency.
The anchor can be secured with a safety lanyard located on the PORT side of the bow pulpit. When attached to the anchor chain, unintentional deployment of the anchor is prevented.

When anchored, it is important to unload the windlass by securing the rode to the stainless steel cleat forward of the windlass or by using the anchor snubber when only chain is being used. The snubber can be attached to the chain via hook and to the Sampson post via the line.
A raw water washdown is located on the bow for anchor washing and is described in the Plumbing section.

I will include pictures as needed to illustrate components and have system schematics where helpful, e.g. electrical system.

The manufacturer's component manuals list complete operation instructions, but this manual organizes and integrates that info for easy access. I will not attempt to rewrite all of the individual mfr instructions, but the manuals will be included in this manual.

Besides helping others operate the boat or understand the boat's systems, the manual will become an asset in resale for the next owner.

Codger2 · Oct 5, 2013

FlyWright said:
This "list" is a copy of my Table of Contents.

That's what I thought! My hat's off to you...I wouldn't even attempt to do that. I have manuals for everything on board and a rather "rough" owner's manual that came with the boat but one couldn't operate the boat just by reading it. Some experience is required but that's OK with me as I'll never sell, donate or give the boat to someone who is a newbie. :blush:

Codger2 · Oct 5, 2013

FlyWright said:
The manufacturer's component manuals list complete operation instructions, but this manual organizes and integrates that info for easy access. I will not attempt to rewrite all of the individual mfr instructions, but the manuals will be included in this manual.

Besides helping others operate the boat or understand the boat's systems, "the manual will become an asset in resale for the next owner."

Nice!

Irdiverdan · Oct 5, 2013

FlyWright said:
My intent is to write an Operation Manual. Including troubleshooting notes by system could be helpful. For example, If the inverter power fails, check power switch position and fuse condition, but too much of that sort of thing can muddy up a succinct Ops Manual. I already have an Perkins Engine Maintenance Manual in which I record notes as needed. A separate document records scheduled and repair maintenance as it is completed.

I agree too much in the troubleshooting section could muddy it up...especially since most of the present equipment O&M probably have that in them anyway...I was thinking of only doing it for some mission critical systems and even then maybe just the top 2 or 3 things which a user might check based on your prior experience(s) with the boat...but I believe that is what you have in mind anyway...

FlyWright · Oct 5, 2013

SeaHorse II said:
That's what I thought! My hat's off to you...I wouldn't even attempt to do that. I have manuals for everything on board and a rather "rough" owner's manual that came with the boat but one couldn't operate the boat just by reading it. Some experience is required but that's OK with me as I'll never sell, donate or give the boat to someone who is a newbie.

It took me a good part of 3 years to get to the point where I felt I understood the systems. The boat came with many manuals for items like refrigerator, water pump, radios, radar, etc, but nothing like a Californian manual to summarize the entire boat. Even today after 7 years of operating my boat, I'm still learning its hidden nuances.

This won't be an instruction manual to teach how to drive a boat, but it will help a new operator familiarize himself with the systems if I'm not there to help.

It might sound geeky, but I'm enjoying putting this together in a single source reference. I must have too much time on my hands.

Codger2 · Oct 6, 2013

FlyWright said:
It might sound geeky, but I'm enjoying putting this together in a single source reference. I must have too much time on my hands.

It does & you do......(But I admire the effort.

)

CPseudonym · Oct 6, 2013

Hey Al, when you're done with your book you can write the O & M manual on mine :socool:

FF · Oct 6, 2013

A PDL (pass down log) is great for the next owener , but most important is an emergency section.

Engine overheating, engine not making full power or RPM, bilge alarm ect.

ancora · Oct 7, 2013

I'm thinkin' a look at my boat's maintenance log might scare away a potential buyer, especially a newbie who thinks a boat is like a car, "just turn the key and off you go." After thirteen years of D.I.Y. ownership, the pages have really piled up. Might make a book out of it titled," The Agony and the Ecstasy."

Writing Your Boat's Operations Manual

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