Measures for reducing administrative works:
Reporting using electronic systems: The activities related to reporting account for a major part of the administrative duties carried out by the ship crews (John & Gailus, 2014). The administrative works are associated with huge amount of paper-works and it increases the load of administrative works done by the ship crews. Therefore, reducing the amount of paper works can help an organization to reduce the load of ship crews also. Use of electronic reporting system is an effective way of reducing the amount of paperwork. As an effect, the load of administrative works reduces for the ship crews when an organization shifts to the electronic reporting system.
Using web-based information sharing system: In the ship, the crews have to share a lot of information among each other. The task of information sharing also adds to the administrative works (www.bing.com.,2018). Making the information easier to share and more accessible to each of the parties can cut down the administrative responsibilities of the ship crews also. Use of a web-based information portal can make the information more accessible to all the concerned parties in the ship. As a result, the responsibility of ship crews to carry out the administrative works decrease to a great extent.
Use of electronic certification and electronic record-keeping: The record keeping is another task that the ship crews are responsible for doing. The tasks like certification and record-keeping also need a lot of paper-works which add to the load of administrative responsibilities of the employees (Soner et al.2017). In this case also, switching to an electronic model, instead of using the paper works can decrease the additional responsibilities of the ship crews. For the certification tasks also, switching to the electronic model can be effective for reducing the administrative responsibilities.
Increased use of electronic documents for all purposes: Apart from reporting and certification, the paper based documents are used by the organizations for other communication purposes also (Hatamoto et al.2017). For these communications too, shifting to the electronic model can reduce the amount of paper works to a great extent. It, in turn, lowers administrative activities of the ship crews. Use of electronic documents makes the information easy to share. In addition to increase accessibility of the information, use of electronic documents makes the data safer to use. It also reduces the effort of administrative works of the ship crews.
Reporting to single entity: In ships, the crews have to report the higher authority many times (Çetin & Cerit, 2014). In ship, all the concerned authorities have to receive detailed information regarding the activities. To maintain this, the crews have to share information to a number of people. As a result, the administrative responsibilities of the crews increase. It indicates that there is a need of changing the existing reporting system in the ship. Replacing the existing reporting system to a single entity based reporting structure helps the organizations to reduce administrative activities for the crews. As the crews have to report one single authority, they need to deal with les amount of data and documents. It, together, reduces the requirement for administrative works.
Review administrative requirements: The ships have own policies, rules and regulations. The administrative works done by the crews in a ship depends on the rules and regulations. It indicates that the organizations need to review the policies, rules and regulation periodically in order to keep the amount of administrative works low (Clayton, 2015). The ship organizations require having an open mind for analyzing the existing policies on the basis of their relevance and appropriateness. Reviewing the existing policies periodically, the management would be able to identify the unnecessary tasks and eliminate those from the responsibilities of the crews. Such efforts can reduce then administrative works one by the crews effectively.
Identify and eliminate non-mandatory requirements: The ships may have to follow many non-binding instruments. Such instruments are often associated with a large amount of administrative works. These tasks add to the important administrative works to be done by the ship crews and make the situation complex for them. So, the ship management need to consider the administrative works associated with the non-binding instruments and effects of such tasks on the crews.
Put more effort for reducing the administrative burden in future: Reducing the load of administrative works is a continuous process and the ship authorities have to put their continuous effort for reducing the unnecessary tasks for the crews (John & Gailus, 2014). Along with reviewing the existing policies, the ships may have to add some new policies also. In this case, while introducing a new policy, businesses have to focus on the amount of administrative works, the task is going to add for the crews. Such evaluations help the management to prevent the crews from being burdened excessively burdened with the administrative works.
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Clayton, R. (2015). Ship management. IHS Maritime Fairplay.
Hatamoto, F., Ishiguro, K., Habara, K., & Furusho, M. (2017). Ship Management in Coastal Shipping Industry based on the Analysis of the Legal Aspects. The Journal of Japan Institute of Navigation, 136.
John, O., & Gailus, S. (2014). Model for a specific decision support system for crew requirement planning in ship management. Procedia-Social and Behavioral Sciences, 147, 275-283.
Soner, O., Akyuz, E., & Celik, M. (2017). Establishing a central operation approval system in ship management companies based on a human reliability assessment model.