We consulted Vibeke Banuren, ATPI Griffinstone Head of Implementation and Account Management based in our Bergen office, to share her knowledge and experience of achieving greater efficiency within global maritime organisations
We consulted Vibeke Banuren, ATPI Griffinstone Head of Implementation and Account Management based in our Bergen office, to share her knowledge and experience of achieving greater efficiency within global maritime organisations.
1. Uniform procedures
“Most global organisations have many crew coordinators around the world and so it’s easy for processes to vary from location to location, however it’s important that all offices follow a uniform for procedure for booking, managing and reporting on travel,” says Vibeke.
These procedures, Vibeke explains, should be dictated by an organisation’s travel policy. “The travel policy really acts as the bible for anyone who is arranging and managing travel for a maritime organisation. It’s vital that an organisation’s travel policy is properly communicated to any travel managers or those working on behalf of an organisation at a TMC, and is equally important that organisations allow their TMC to advise on their travel policy, so that the TMC can ensure that procedures are followed globally.”
2. HR integration
Transferring information across multiple systems and software puts every booking at risk of falling prey to human error and so working with a workflow management system that can integrate with your HR, personnel and finance systems is imperative if your organisation wants to avoid time spent on correcting typos and out-of-date information.
“HR integration for all crew and travellers is something that my clients find to be a really effective way of increasing efficiency, as it captures all personal information, as well as stipulations from airlines and any VISA information,” tells Vibeke. “However, it’s important to note that whilst integration will help to quicken the booking process, organisations must keep personnel profiles up to date for this to work at its best.”
3. Total visibility
“Complete visibility of the total cost of a trip is essential for global organisations as they strive to improve efficiencies and, in doing so, work towards cost savings and smooth-running crew changes,” explains Vibeke.
There is an immense amount of data involved in crew changes and maritime personnel travel – all of which needs to be reported on if it’s to be used strategically as part of cost and time saving initiatives. “Being able to access this data all in one place is key for effective reporting that is actually going to be useful to key stakeholders,” says Vibeke. “If a client is able to run their own reports on everything from duty of care and tracking, to lead times and delays and even the cost of meals and ground transport then they have much greater control of both their time and their spend.”