There are numerous sayings floating around the industry…
“Prior Proper Planning Prevents Poor Performance”
2x Military adages (Editied to Prevent Potential Profanity)
“Plan the work, work the plan”
We will be the first to admit that the joy of planning for an attendance is unrivalled. The likelihood of being able to “plan the work, work the plan” is about as likely as finding the Kraken on your next ocean passage.
The dynamic nature of the marine industry results in fluid requirements. We have travelled to vessels with a guarantee of having at least 36 hours on board to conduct a thorough inspection and finding that the pilot is booked for five hours after our arrival; through to standing-by close to the port for a “few days” while we wait for the vessel to arrive. The vessel meanwhile has been given orders to bypass the port completely, they just forgot to inform us.
Now those extremes may not happen every day but planning for those eventualities will assist in showing your professionalism, flexibility and capabilities to your client and colleagues. Do not get upset if the plan changes. Plan as much as you can and leave some wiggle-room in those plans for that one in a million thing that always happens.
“Scientists have calculated that the chances of something so patently absurd actually existing are millions to one.
But magicians have calculated that million-to-one chances crop up nine times out of ten.”
Terry Pratchett, Mort
Research as much as you can for the work scope you are undertaking. Generally, the plan should include all aspects from start to finish of the project/attendance. This is generally from the moment you receive your instructions through to completing the job and closing the file on it. You could break it down to
- Receipt of instructions.
Ask questions of the client. Get as much clarity as you need. - Where am I going?
This should be identified early on. Do you need a visa to travel? Gate passes and training prior to entry to the dock? Are there direct routes available? Is it safe? What’s the timing? (Conducting an Inspection: Part 4 – Travel) - What am I going to do?
Is it a standard inspection, a template supplied by the client or an incident investigation where anything could happen? Identifying the task will enable you to prepare the correct templete, check your laptop is up to date and you have the correct version of the document editor or similar installed. Check the asset or location deails, research as much as you can so you know what you are looking at. This may be a basic check-up or a more in-depth look depending on the client requirements. (Conducting an Inspection: Part 5: Attendance and Part 7: Reporting) - How am I going to get there?
In the current global situation, with a pandemic, travel is more complex than ever before. There are additional requirements for testing, quarantine and countries you may or not be allowed into based on your travel history in the last few days. Before the pandemic travel was a little easier, but it did no prevent issues arrising. (Conducting an Inspection: Part 3 Travel) - When am I going?
Although you may think that the client will let you know when they need you there, you need to be cognisant of the travel times. Will you be ready on arrival to jump staright into the work scope if that is expected? Consider jet-lag, driving times, rest periods and time zones. - What do I need to take?
Can you take photographs? Do you need a dictaphone? Gas analyser? Measuring tape? Specific PPE? Are you allowed all of this in your available mode of transport? (Conducting an Inspection: Part 2 Equipment)
“Poor planning on your part does not necessitate an emergency on mine”
Bob Carter (Paleantoligist, geoligist and marine bioligist)
Think through the entire attendance
Generally, once you have the instruction you should work through the points required to complete the instruction. This is how the seven parts of the series were identified, by walking through the steps to attend and report on an inspection, then splitting a couple of those into two parts. So, think through the stages of the attendance and you will identify what will be required.
Most of the barriers placed before you for attendance can be surmounted with sufficient time to plan ahead. It has been shown and adapted within the management systems of companies worldwide, that the use of a Plan-Do-Check-Act (PDCA) cycle is beneficial, this allows the lessons learned to be captured and implemented in a continuous improvement cycle for the work undertaken by yourself or your company. Having the PDCA documented and reviewed can assist in continuous improvement of the product you are delivering to your client and show them a commitment to this.
Include contingencies within your planning strategy. For example, consider the work going long; Is there a time limit on your availability, do you have other commitments that require your attention, are others better qualified with a more open calendar available?
You are not going to be able to think of every contingency or level of redundancy you need in your equipment (see Marine Consultancy Advice – Part 2: Equipment) but that one time it happens to you will be the start of your habit of carrying a spare of whatever it is. And inversely, carrying something around for a few months and never needing it may have you leave it at home, which will be when you need it of course!
To assist with the planning of an attendance we have extensively used the following websites (We are not promoting or sponsored in any way by these entities):
- Google Flights The ability to search flights from various airlines. Great for planning and budgeting. Not so good for SouthWest, EasyJet or those other low-cost carriers.
- Hotels.com or Booking.com Hotel and guest room searches. Others are also available, Trivago, expedia and so on. Pick the one you like and can navigate around.
- Rental cars are a personal preference really. If you regularly travel between two hubs you get to know which one is better for you. Generally Enterprise, Hertz, National or one of the international companies are all much the same. Stick with one to accumulate points and check for corporate discounts you may be entitled to through memberships, affiliations or credit crads you have.
- Vessel finder Check where your vessel is. Will it really be alongside when the client says?
- Marine Traffic Another AIS vessel tracking website, with links to vessel details, IACS etc.
- Class societies allow access to their database of vessels. Det Norsk Veritas, American Bureau of Shipping, Buraeu Veritas and Lloyds Register and others. This would give you details of the class status of the vessel.
- Equasis is a good resource for vessel information, history and so on, you may need to create a free account. A subscription is available for more vessel details.
- Sea-Web is another source, although you need to subscribe to this.