The Year-end Shutdown Playbook: How to Put Hired Plant to Bed Safely and Start Strong in January

The last week of the year is a gift. Work slows, attention turns to handovers, and there's a chance to protect machines, tidy costs and set January up for a clean start. This playbook is a simple, one-page routine any site can follow to winterise kit, reduce theft and damage risk, and make the first week back feel calm instead of chaotic.

Why a shutdown routine matters

Unplanned shutdowns create messy restarts: flat batteries, warning lights, missing attachments, mystery damage. A short, deliberate routine prevents most of it. Machines sleep safely, paperwork is squared away, and your first lifts in January happen without drama.

Step 1: make a clean inventory

Walk the compound with a fresh set of eyes. List every machine, attachment and accessory. Note hours, condition, and where each item will live over the break. Label anything that shouldn't move. Take clear photos. If something is missing or unclear, fix it now while the right people are still on site.

Step 2: secure, drain, top up

Fuel bowsers and tanks: check levels, water drains, caps and locks. Machines: top up fluids, check coolant strength, and leave AdBlue/DEF above a quarter to reduce condensation. Park on solid ground, booms lowered and attachments resting safely. Use isolators where fitted. Remove keys and store them off-plant.

Step 3: batteries and electrics

Cold kills weak batteries. Clean terminals, seat isolators fully and, if a machine is sitting for the full break, consider a maintenance charge or a weekly start plan. Check lighting, wipers and screenwash so the first dark, wet morning in January isn't an unpleasant surprise.

Step 4: daily checks, done properly

Five minutes per machine: fluids, leaks, tyres, forks or attachments, lights, seatbelts, horns, safety systems. Log defects immediately and tag anything that needs attention on the first day back. A neat list today prevents a scramble next month.

Step 5: theft and tamper proofing

Move high-value kit into the most secure area. Use isolator key, lock cabs and secure. Photograph serial numbers and hours. Park the machine in a way that makes it difficult to access.  Make sure that the keypad code is kept secure and away from the machine when it is not in use. Park the machine with the boom fully down and deploy stabilisers (where applicable) to keep the machine weight on the wheels.

Step 6: the paperwork that saves time later

Capture proof of condition, hours and attachments against each asset. File familiarisation records and lifting charts where supervisors can find them. If you need any periodic inspections in January, book them now and pencil in the machine downtime while you control it, not when the job does.

Step 7: switch off the noise, keep the signals

If you are subscribed to Ardent's telematics platform - Site Manager - ensure key site personnel are receiving high-value signals like out-of-hours movement or fuel losses.

Step 8: a ten-minute briefing for the team

Gather operators and supervisors. Walk through the shutdown routine, who owns what, and where to put keys, paperwork and photos. Keep it brisk and practical. The aim is consistency, not perfection.

What you'll notice in January

• Faster first lifts and fewer "machine won't start" calls.
• Clear visibility of what's on site and why.
• Fewer disputes over damage and missing kit.
• A calmer, safer compound in the dark mornings.

The bottom line

A tidy shutdown is the cheapest insurance you'll buy all year. Spend an hour now and you'll save days when everyone comes back.