CHAPTER 2: Working

knowledge of shipboard
personnel management and
training
HUMAN RELATIONSHIPS IN A
SHIP SOCIETY

1
Management and shipping

Shipping management differs from management in an industry

based ashore in number of ways. The ship is:

 mobile industrial units

 undergo considerable climate change, which can adversely
affect personnel .
 operating in a hostile environment and must cope with
extreme conditions of weather.
 The personnel operating the ship will be subject to other
hazards consequent upon the concentration of machinery and
equipment in confined spaces.
Management and shipping (cont…)

 The shore industry - operating under relatively stable

conditions, with access to education and training facilities for
the provision of appropriate courses.
 The shipping industry - difficulty in recruiting suitable people
for a career at sea, and with the use of foreign flag registries
.
and crewing agencies may meet many difficulties in obtaining
crews of the proper caliber, qualifications and experience.

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Management and shipping (cont…)

 Ships are operational for 24 hours in each days, and the crew
must be organized in a regulated shift system for the whole 24
hours

 A prime objective for any management is to develop &

maintain a profitable enterprise,. and the management must
function effectively in the areas of:
• Planning
• Control
• Organization
• Decision-making
Management and shipping (cont…)
 It must also operate with a high degree of responsibility, and
flexibility, an appropriate use of delegation.
 Some of the constraints that can affect a management
organization can arise from:
• Legal requirement
• Ethical practices .
• Economic factors
• Self-imposed inhibitions (from company policy)
• Feelings of responsibility
Organization
 A group of people working together to
accomplish a goal.

.
Organization

FORMAL INFORMAL

6
ORGANIZING SHIP MANAGEMENT

 The vital parts of a ship organization involve:

• Flow of communication
• Information
• Decisions
• Advice .

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ORGANIZING SHIP MANAGEMENT (cont…

 The flow of communication depends on the type of

organization, the two principal types being centralized or
decentralized. Centralized organization is linked to work done
and instructions, whereas the decentralized type is linked to
advice and information. .
 Functional organization is in effect a line organization in which
a direct “chain of command” operates to pass information,
commands and instructions to appropriate personnel.
Generally, an individual employee reports to one supervisor
and has a limited well-defined responsibility.

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 Functional Organization
Managing
Director

Staff

Operation
.
Marketing
Manager
Manager

Staff Staff

Manager Manager Commercial Commercial

Fleet A Fleet B Fleet A Fleet B

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 ORGANIZING SHIP MANAGEMENT (cont…
 A matrix organization means that employees may report to one or more super-
visors and be involved in more than one area of responsibility. It is often used
when it is necessary to concentrate on one specific project.
 The personnel on the ship must be organized to operate the ship effectively and
safely, the more important organization being:
• Watches (or shifts) for sea and harbour
• Cargo operations
• Maintenance of machinery and equipment.
• Arrival and departure
• Anchorage
• Safety
 Fire patrol
 Fire fighting personal survival.
 Communications is of paramount important in any organization, and this is
particularly so aboard ship, where there are so many hazards.

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Matrix Organization
Managing Director

Functional Manager . Project Manager

Function A Project A

Function B Project B

Function C Project
Organizing
C
11
ORGANIZING SHIP MANAGEMENT (c
 Many problems will arise when a ship has a multinational crew in which
there may be a variety of cultures and languages; however, in most cases a
commonsense approach, with free of any controversial issues, will usually
provide a solution.
 It is vital therefore, that ship’s personnel are well prepared for the routines
and duties aboard ship. Short specialized courses could be of value here,
and many shore establishments do provide . these; meetings, in the form of
discussions, tasks and workshop, are also often available for ship’s
personnel.

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ORGANIZING SHIP MANAGEMENT
(cont…)
 Every effort must be made to ensure that all personnel can communicate
effectively, particularly with respect to the operation of the ship and to
compliance with safety and anti-pollution measures.
 Communication must also be effective in carrying out the duties
responsibilities connected with each post aboard ship and will be crucial in
ensuring that safety aspects, such as fire fighting and personal survival, can
be properly developed and carried out. .

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MMG/APR 2005/Y
Shipboard Organisation

Organizing
14
Levels of responsibility

.1 Management level
.2 Operational level
.3 Support level
.
Management level means
1. Serving as master, chief mate, chief
engineer officer or second engineer officer
on board a seagoing ship, and
2. Ensuring that all functions within the
.
designated area of responsibility are
properly performed
a)Berkhidmat sebagai nakhoda, ketua pegawai deck, ketua pegawai jurutera
atau pegawai jurutera kedua di atas kapal laut, dan memastikan bahawa
semua fungsi dalam bidang tanggungjawab yang ditetapkan dilaksanakan
dengan baik
Operational level means
1. Serving as officer in charge of a navigational or engineering watch or
as designated duty engineer for periodically unmanned machinery
spaces or as radio operator on board a seagoing ship, and
2. Maintaining direct control over the performance of all functions within
the designated area of responsibility in accordance with proper
procedures and under the direction . of an individual serving in the
management level for that area of responsibility
Berkhidmat sebagai pegawai yang menjaga peninjauan pelayaran atau
kejuruteraan atau sebagai jurutera tugas yang ditetapkan untuk ruang jentera
“UMS” secara berkala atau sebagai pengendali radio di atas kapal laut, dan
mengekalkan kawalan langsung ke atas prestasi semua fungsi dalam bidang
tanggungjawab yang ditetapkan mengikut prosedur yang betul dan di bawah
arahan individu yang berkhidmat di peringkat pengurusan untuk bidang
tanggungjawab itu
Support level means
Performing assigned tasks, duties or
responsibilities on board a seagoing ship
under the direction of an individual serving in
the operational or management
. level
Melaksanakan tugas, tugas atau tanggungjawab yang diberikan
di atas kapal laut di bawah arahan individu yang berkhidmat di
peringkat operasi atau pengurusan
Span of Control
Refer to the optimum number of subordinates that a
Manager should supervise effectively.
Factors;
1. Need for direction
.
2. Need for coordination
3. Planning demands
4. Managerial help
5. Functional similarity
6. Geographical closeness

Organizing
19
Authority, Power, Responsibility
& Accountability
 Authority - the right to do something.
 Power - ability to do something.
 Responsibility - obligation
. to do something.
 Accountability - answerable to.

Organizing
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 Delegation
 Assignment to another person of
formal authority & accountability
for carrying out specific
. tasks.

Organizing
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Important Delegation Skills for
Workplace Success
 What is Delegation?
In a work setting, delegation typically means the
transfer of responsibility for a task from a
manager to a subordinate. The decision to
delegate is usually made .by the manager.
However, sometimes an employee will volunteer
to take on an expanded role.
 What Are Delegation Skills?
Most of the time, good managers know how to
accomplish each task required by the team. Better
managers know that they shouldn’t try to complete
every task for two reasons.
First, they know that it is very. likely that each team
member could do most of those tasks as well or better.
And second, great managers understand that they
shouldn’t overwhelm their own schedule by
micromanaging.
They know how to instruct their team members in a
way that makes members feel empowered to
accomplish the tasks required of them.
 Advantage of Effective
Delegation
1. Increase level of management focus.
2. Real time decision making.
.
3. Empowerment.
4. Good training for subordinates.
5. Subordinate job satisfaction.

Organizing
25
 Steps of Delegation

STEP 1
Decide tasks to be
delegated
.

STEP 4 STEP 2
Feedback Who to do it?

STEP 3
Delegate
Organizing
26
 Barriers in Delegating
 The situation - time, staffing, mistake.
 The Manager.
 The subordinate. .

Organizing
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Exercise
 You are the 3rd Officer / 2nd Officer
onboard a ship.
Your ship is in a . port in Malaysia,
what will be the job schedule of the day
and why you have to carry out it?

Organizing
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Exercise
 You are the 3rd Officer / 2nd Officer
onboard a ship.
List down the tasks
. that you will do in
carrying out your duty.

Organizing
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