Developing a modular machine manual ready for 2027

AmbaFlex is an international manufacturer of spiral conveyors, operating in a market where precision, safety, and compliance are non-negotiable. With an expanding machine portfolio and upcoming European legislation — including the new Machinery Regulation coming into force in 2027, it became clear that existing documentation was no longer fit for purpose.

The issue went beyond sheer volume. Current manuals were technically sound but difficult to navigate for the people relying on them day to day. An external approach was needed to tackle this with the right distance and expertise.

The challenge

The existing manual for one machine platform ran to approximately 150 pages and lacked the modularity, visual clarity, and regulatory future-proofing that the business required. AmbaFlex needed a fully redesigned manual that meets current and upcoming legal requirements, is accessible to different user groups, and can be scaled across the remaining 27+ platforms.

Blackbear's role

The assignment was structured as a fixed-price pilot with clearly defined milestones, giving AmbaFlex full visibility over progress and deliverables at every stage. Blackbear identified a specialist with a precise combination of skills: compliance knowledge, experience in technical documentation, and the ability to translate complex content into visual formats. Working in close collaboration with AmbaFlex's internal engineers and technical writers, the specialist operated in a hybrid setup based in Zwaag.

Result

The pilot delivered a complete, graphically designed manual for the selected machine platform, reduced from approximately 150 to around 40 pages, structured modularly by user group, and fully compliant with both current and forthcoming regulations. Alongside the manual, a reusable template and set of guidelines were produced, accompanied by a structured recommendation for rolling out the approach across the rest of the AmbaFlex documentation portfolio.