Unit 5 Organizational Behaviour PDF

Organizational UNIT 5 ORGANIZATIONAL BEHAVIOUR Bahaviour Structure 5.1 Introduction Objectives 5.2 Company’s Organizational Structure 5.2.1 Fleet Personnel Department (FPD)...

Organizational UNIT 5 ORGANIZATIONAL BEHAVIOUR Bahaviour Structure 5.1 Introduction Objectives 5.2 Company’s Organizational Structure 5.2.1 Fleet Personnel Department (FPD) 5 2.2 Technical Management Department 5.2.3 Commercial Management Department 5.2.4 Safety and Quality Management Department 5.2.5 Designated Person Ashore 5.3 Shipboard Organizational Structure 5.3.1 Deck Department 5.3.2 Engine Department 5.3.3 Saloon Department 5.4 Functional Descriptions of Shipboard Staff 5.4.1 Master 5.4.2 Chief Officer 5.4.3 Second Officer 5.4.4 Third Officer 5.4.5 Deck Cadet 5.4.6 Bosun/Boatswain 5.4.7 Chief Engineer Officer 5.4.8 Second Engineer Officer 5.4.9 Third Engineer Officer 5.4.10 Electro Technical Officer 5.5 Role Clarity and Expectations 5.6 Summary 5.7 Answers to SAQ’s 5.1 INTRODUCTION Shipping has been the cornerstone of transportation from the very beginning of civilization. Over 90% of world trade is carried by the international shipping industry. Shipping is the safest and most environmentally benign form of commercial transport. Without shipping, the import and export of goods on a scale necessary for the modern world would not be possible. There are around 50,000 merchant ships trading internationally, transporting every kind of cargo. The world fleet is registered in over 150 nations, and manned by over a million seafarers of virtually every nationality. This makes shipping a truly globalized industry. Years of practices and expertise has gone into making the organizational structure of shipping as it exists today. Shipping was amongst the very first industries to adopt widely implemented international safety standards. Having a well defined organizational setting is part of conforming to international safety standards. The global structure and scale of operations require shipping to be a very organized industry. In this unit, you will read about the organizational structure of a shipping company and the hierarchical structure prevalent onboard ships. 71 English and Human Objectives Factors After studying this unit, you should be able to describe the functions of various departments of a shipping company, explain hierarchical structure on board ships, and describe the responsibilities of various ranks on board ships. 5.2 COMPANY’S ORGANIZATIONAL STRUCTURE The shipping industry is one of the most globalized industries in the world. It is quite commonplace in shipping that a ship owner based in UK or USA may operate his/her ships under the Panama or Liberia Flag while the Technical Management may be outsourced to a company in Hong Kong and ships may be manned by officers and crew from India, Philippines and Croatia, etc. Despite this fragmented distribution, shipping follows a very organized hierarchical structure onboard ships as well as ashore. A broad outline of a shipping company’s organization structure is as follows: Fleet Personnel Department Technical Management Commercial Management Safety and Quality Management Designated Person Ashore 5.2.1 Fleet Personnel Department (FPD) The Fleet Personnel Department is responsible for manning requirements onboard ships and is associated with selection, recruitment and training of floating staff. This department makes policies and works to ensure that all personnel onboard are certified and fit to carry out the required tasks. The Fleet Personnel Department (FPD) will generally be headed by a General Manager who has been a seafarer himself and has a support staff to fulfill the travel and visa related requirements of the ship’s staff. As a cadet, you will be liasing with FPD to carry out your joining formalities and arranging you’re signing off at the end of your tenure onboard ship. 5.2.2 Technical Management Department The Technical Management Department is related to all technical aspects of shipping including day-to-day running and performance evaluation, planning short term and long term maintenance schedules and monitoring the implementation of company safety and environment policies on board ships. A Technical Superintendent is the link between ship and shore management of the vessel and a technical superintendent may have a fleet of 4-8 vessels at his disposal. The key tasks and responsibilities of a technical superintendent are Planning, controlling and execution of all activities connected with maintenance, repairs, survey and certificate requirements, dry docking, conversion or modification of vessels. Formulating a work plan of the vessel’s command to ensure that the vessel is maintained in accordance with the Owner’s policy and to receive regular reports add to its progress. 72  Ensuring that strict cost control on all aspects of vessel expenditure is Organizational Bahaviour enforced and taking action where necessary to bring costs to budget level. Monitoring of vessel performance trends including speed, fuel and lubricating oil consumptions and to take remedial actions where these are without agreed or expected parameters. Visiting the vessels at regular intervals and reporting on general condition, repairs and maintenance, crew performance, safety, environmental protection, and any actions required. 5.2.3 Commercial Management Department This department of a shipping company is associated with the commercial aspects of shipping like chartering, brokering and vessel deployment. This department coordinates the loading/discharging schedule of the vessel and carries out transactions so that a vessel is gainfully employed at all times. Depending on vessel position and market trends, this department oversees and negotiates with various interested parties for chartering the vessel for carriage of suitable cargo. 5.2.4 Safety and Quality Management Department The Safety and Quality Management Department forms the most important aspect of the shipping industry today. This department formulates various company policies depending on International Regulations and ensures that correct practices are followed onboard ship by way of carrying out audits and inspections. The major goal of this department is to establish a company culture where care for the safety and environment is responsibly taken through systematic procedures and checks and to minimize the health and safety accidents through systematic implementation of safe procedures and practices. You will come across these policies and procedures in the form of Safety Manuals onboard ships. To carry out your part in the campaign for better safety, you should go through these manuals before joining a ship and onboard as they are a very handy and practical reference material for your studies too. Follow the correct procedures at all times and ensure that those working around you also follow correct and safe procedures. 5.2.5 Designated Person Ashore The Designated Person Ashore (DPA) is a vital aspect of the ISM Code’s Safety and Quality Management System. The need for the DPA arose to provide a link between ship staff and highest level of management shore. To ensure the safe operation of each ship and a link between the Company and the board. Every Company designates a person ashore having direct access to the highest level of management. Which the DPA fulfills the responsibility and authority of the DPA includes monitoring the safety and pollution- prevention aspects of the operation of each ship and ensuring that adequate resources and shore-based support are applied, as required. Ship staff can communicate their safety related findings and a grievance to the DPA and the DPA ensures that all these concerns are fully addressed by the Shore Management. When you go on a ship, find out who is the Designated Person Ashore for your ship. SAQ 1 (a) List the names of four main departments of a typical shipping company. (b) What are the responsibilities of a technical superintendent? List any four. (c) What are the reasons for appointing a DPA? (d) Give a brief description of the Safety and Quality Management Department of a typical shipping company. 73 English and Human Factors 5.3 SHIPBOARD ORGANIZATIONAL STRUCTURE Shipboard organization can be broadly divided into three departments with the Master being the Overall Incharge. These departments are: Deck Department Engine Department Saloon Department 5.3.1 Deck Department The Deck Department covers works and equipment related to Navigation and Ship handling; Cargo Loading, Discharging, Storage and Care; Maintenance of Main Deck and Superstructure; Looking after security aspect of shipping and liaising with shore personnel while in port. The Deck Department consists of the Chief Officer, Second Officer, Third Officer, Cadet and deck crew consisting of Bosun, ABs and Seamen. 5.3.2 Engine Department The Engineering Department covers most aspects of the ship’s maintenance and working, including the main and auxiliary engines, the generators, boilers, plumbing and sanitation, electrical systems, water desalinisation systems, air conditioning, heating, ventilation and refrigeration. The Engine Department consists of the Chief Engineer, Second Engineer, Third Engineer, Electro Technical Officer and Engine Crew. 5.3.3 Saloon Department On Merchant ships, the Saloon Department is very small consisting of one cook and one steward only. However, their number will be more on a passenger ship or other specialized ships. The Saloon Department looks after the food, cooking, general housekeeping in accommodation and provision related requirements onboard a ship. Graphic representation of the hierarchical structure onboard ship is given in Figure 5.1. MASTER Deck Deptt. Engine Deptt. Chief Officer Saloon Deptt. Chief Engineer nd 2 Engineer nd Bosun 2 Officer Chief Cook rd 3 Engineer rd Deck Crew 3 Officer Steward Electro Technical Cadet Officer Engine Crew Figure 5.1: Shipboard Organizational Structure 74  Organizational Bahaviour SAQ 2 (a) List the names of three departments onboard a merchant ship. (b) Who is the senior most rank in the engine department? (c) Which department looks after the security aspect of a ship? 5.4 FUNCTIONAL DESCRIPTIONS OF SHIPBOARD STAFF In this unit, you will learn about the duties and responsibilities of various ranks onboard ship. 5.4.1 Master The Master or Captain is in overall command of the ship and is effectively her General Manager and ultimately responsible for the safe navigation and operation of the ship. The Master keeps no regular watches but when the ship is in pilotage close waters or in particularly bad weather conditions dictate he would closely oversee the navigation of the ship. He is the owner’s representative and deals with charterers, port agents and cargo formalities. He ensures that all personnel working onboard are aware of the Safety and Environment policies of the company and that his ship adheres to all International and Local Regulations. He is the CEO, Supervisor, Communicator, Motivator, all rolled in one, onboard ship. The Master has the overriding authority and the responsibility to make decisions with respect to safety and pollution prevention and to request the Company’s assistance as may be necessary. Under ISM code, the Master has the responsibility of Implementing the safety and environmental protection policy of the Company; Motivating the crew in the observation of that policy; Issuing appropriate orders and instructions to ship staff in a clear and simple manner; Verifying that specified requirements are observed; and Reviewing the safety management system and reporting its deficiencies to the shore-based management. 5.4.2 Chief Officer The Ship’s Chief Officer assists in the operation of the vessel, with the primary responsibility of directing and overseeing the work of the deck crew. The Chief Officer keeps the navigational watch from 0400 to 0800 Hours and from 1600 to 2000 Hours while at sea and anchor. He has the responsibility of planning and coordinating the loading/discharging and care of cargo onboard. In port, the Chief Officer is incharge of cargo operations and he liaises with stevedores, foreman and other shore personnel associated with cargo work. As incharge of deck crew, the Chief Officer directs the ship’s deck maintenance and equipment repair, checks and maintains the upkeep of safety and lifesaving equipment on board, he also ensures that cargo and deck equipment are properly secured for sea, and directs the operation and maintenance of deck equipment such as cranes, winches, boats, wire ropes, lines, pumps, etc. 75 English and Human The Chief Officer is the onboard safety and training officer also. The responsibility of Factors training other ship staff in proper operation of shipboard lifesaving and fire fighting equipment lies with the Chief Officer. The Chief Officer also ensures that everyone onboard adheres to established safety guidelines, practices and policies. 5.4.3 Second Officer The Ship’s Second Officer assists in the operation of the vessel with primary responsibility for maintaining navigation charts, publications, and navigational equipment. The Second Officer keeps the navigational watch from 0000 to 0400 Hours and from 1200 to 1600 Hours while at sea and anchor. When the vessel is in port, the Second Officer assists the Chief Officer in cargo operations by keeping port vigil. The Second Officer plots voyage tracks for the Master’s approval using up-to-date Sailing Directions, Coast Pilot, List of Lights, Tide Tables and other relevant information. He maintains and updates all navigation equipment, publications, charts and prepares information for the bridge. The responsibility of ensuring that bridge electronics, navigational aids, alarm systems and lights are in good working order also lies with the Second Officer. 5.4.4 Third Officer The Ship’s Third Officer assists in the operation of the vessel with responsibility in the areas of ship’s maintenance, navigation, and operational safety. The Third Officer keeps the navigational watch from 0800 to 1200 Hours and from 2000 to 2400 Hours while at sea and anchor. When the vessel is in port, the Third Officer assists the Chief Officer in cargo operations by keeping port watches. Other typical tasks performed by the Third Officer are maintaining the operational readiness of boats, life rafts, lifesaving, fire fighting, and other shipboard deck safety equipment and testing equipment for operational readiness. The Third officer carries out these tasks under the guidance of the Chief Officer. 5.4.5 Deck Cadet Deck Cadets follow a structured training programme with academic studies ashore coupled with practical experience afloat. Whilst onboard they are required to complete various assignments towards their first Competency Certificate and both assist and understudy the ship’s officers in their duties. As a Deck Cadet, you will be placed under the guidance of the Ship’s Chief Officer. The Cadet may be called upon to stand a lookout, to scale and chip paint, to paint, handle lines in the mooring of the ship, and to assist in the maintenance and upkeep of vessel safety equipment. As a cadet you will be assigned various duties in assisting the Third Officer and the Second Officer so as to obtain practical training. As a Cadet onboard, you should take the initiative to carry out the tasks as listed in your cadet record book and try to learn various vagaries of the shipping trade. A good knowledge base will not only help you become a better seafarer but help you in your competency exams also. 5.4.6 Bosun/Boatswain He is the direct contact between the crew and the Chief Officer and he may be likened to a foreman in any industrial plant. He supervises deck crew in the sanitation and maintenance of deck department spaces, decks, tools, equipment and associated gear. He helps the Chief Officer in planning and carrying out the maintenance-related and other deck activities at sea and in port. 5.4.7 Chief Engineer Officer The Chief Engineer Officer is effectively the ship’s technical manager and is responsible for the operation and upkeep of all machinery, engineering systems and the structural integrity of the ship. The Chief Engineer plans and coordinates the maintenance and repair of all shipboard machinery and engineering systems including the main and 76 auxiliary engines, the generators, boilers, plumbing and sanitation, electrical systems, Organizational water desalinization systems, air conditioning, heating, ventilation and refrigeration Bahaviour machinery. The Chief Engineer reports to shore technical officers through the Master of ship regarding performance of various machinery items. He also plans and coordinates the bunkering requirements and bunkering operations onboard ship. 5.4.8 Second Engineer Officer The Second Engineer Officer is responsible for the day-to-day work management of the Engineers and Engine Room Crew. He has the prime responsibility for the main engines as well as spare gear and stores. When ships are in pilotage or coastal waters or in fog or very adverse weather, the engineers may be required to keep the traditional four hour watches in the engine-room. However, when on passage the machinery is monitored by data loggers and engine-rooms are classified as Unmanned Machinery Spaces. Engineers follow a day work routine with a designated on-call Duty Engineer in the night. The Second Engineer keeps the on-call Duty Engineer watch by rotation with other engineers onboard. 5.4.9 Third Engineer Officer The Third Engineer Officer works closely with the Second Engineer and often has the prime responsibility for the ship’s electrical plant (Auxiliary Engines). He also assists with the main engine maintenance and repair. In the absence of a dedicated Electrician or Electro-Technical Officer, he would also be responsible for the ship’s ‘Electrics’. On UMS (Unmanned Ships: unmanned ships are ships where the engine can be put on automatic, and thus can be left unmanned), the Third Engineer keeps the on-call Duty Engineer watch in rotation with the Second Engineer. The Third Engineer also assists the Chief Engineer during bunkering operations. 5.4.10 Electro Technical Officer Some ships carry a Electrical or Electro-Technical Officer responsible for the vast amount of electrical and electronic equipment fitted onboard ship. SAQ 3 (a) What are the duties and responsibilities of the Master onboard ship? (b) What are the duties and responsibilities of the Chief Engineer onboard ship? (c) What are the duties and responsibilities of the Chief Officer onboard ship? (d) As a cadet onboard ship, whom to you report for work assignment and other activities? 5.5 ROLE CLARITY AND EXPECTATIONS When you join a ship, it is essential that you are aware of your role onboard ship and what skills are expected of you. The International Safety Management (ISM) Code specifically states that “The Company should establish procedures to ensure that new personnel and personnel transferred to new assignments related to safety and protection of the environment are given proper familiarization with their duties. Instructions which are essential to be provided prior to sailing should be identified, documented and given.” Every shipping company has implemented this provision of the ISM code in letter and spirit and gives detailed responsibilities and duties of each rank in Shipboard Safety 77 English and Human Manuals. Moreover, familiarization of ship and company procedures is carried out for Factors each new joinee at shore office before joining a ship. A cadet or anyone joining a ship should take full advantages of these sessions prior to joining a ship so that he is able to contribute effectively to the organization. During the last decade, this role clarity and documented hierarchical structure has been instrumental in increasing awareness of safety and environment related issues among all personnel related with shipping, whether on ship or ashore. At the cadet level, Role Clarity and Expectation means giving sufficient training and background information about shipping during pre-sea training. This way every one joining a ship is aware of his role in the organization and is better equipped to handle his job responsibilities. Moreover, Cadet Record Book tasks are so structured that a cadet can avail maximum benefit out of this exercise and can learn on the job under the guidance of senior officers. SAQ 4 (a) Where would you find details of job description of various ranks onboard ship? (b) Which code specifies the pre-joining familiarisation requirements? 5.6 SUMMARY Shipping is a truly globalized industry and has been one of the safest modes of transportation of goods and people since the dawn of civilization. Years of practices and expertise has gone into making the organizational structure of shipping as it exists today. In this unit, we introduced you to the functioning of various departments of a shipping company and roles and responsibilities of various persons onboard a ship. More information about the roles and responsibilities of various ranks can be found in Company Safety Manuals. We also stressed on the need of availing maximum benefit out of familiarization sessions prior to joining a ship. 5.7 ANSWERS TO SAQs SAQ 1 (a) Fleet Personnel Department Technical Management Department Commercial Management Department Safety and Quality Management. (b) Answers given in the passage (c) DPA is appointed to provide a link between the ship staff and highest level of management shore. Also to ensure a safe operation of each ship and be a link between the company and the board. DPA provides a direct access to the highest level of management. (d) Attempt yourself Answer in 10.2.4 of the unit. SAQ 2 (a) Dech Department 78  Engine Department Organizational Bahaviour Saloon Department (b) Chief Engineer (c) Deck Department SAQ 3 (a) Duties of master (i) Overall command (ii) Responsible for safe navigation operation of the ship (iii) Monitor ships functioning during bad weather condition (iv) He is the owner’s representative – deals with all formalities (v) Ensure all personnels are working properly and as per requirement of safety environment policies and are following International Local Regulators. (vi) He is the CEO, Supervision Motivation All roles combined in one (vii) His authority is final and overriding (viii) Has the responsibility To implement safety and environmental policy Motivate the Crew staff Issue appropriate orders Verify requirement Review safety measures (b) Given in the passage 10.4.7, 10.4.2 (c) Given in the passage 10.4.7, 10.4.2 (d) Attempt yourself SAQ 4 (a) Ship Board Safety Manual (b) ISM Code 79 English and Human Factors 80  Organizational Bahaviour APPENDIX - A 1. Knowledge of Grammar Through this section you would be able to understand the rules and the use of Tenses, Verbs and Adverbs. Present, Simple Tense Rule Subject + auxiliary verb + main verb Example I do (auxiliary verb) not like (main verb) coffee. We use the simple present tense when: the action is general, the action happens all the time, or habitually, in the past, present and future, the action is not only happening now, and the statement is always true. Some More Examples (a) I live in New York. (b) John drives a taxi. (c) The Deck Cadet works on the Deck. Present Continuous Tense Rules We use the present continuous tense to talk about: action happening now, and action in the future. For Action Happening Exactly Now Example The pages are turning. The ship is sailing For Action Happening Around Now The action may not be happening exactly now, but it is happening just before and just after now, and it is not permanent or habitual. Example Muriel is learning to drive. I am living with my sister until I find an apartment. The Superintendent is coming on the ship. The C/O is checking the Tanks. The Deck Cadet is sounding the Tanks. Action in the Future We can also use the present continuous tense to talk about the future−if we add a future word!! We must add (or understand from the context) a future word. “Future words” include, for example, tomorrow, next year, in June, at 81 English and Human Christmas’ etc. We only use the present continuous tense to talk about the Factors future when we have planned to do something before we speak. We have already made a decision and a plan before speaking. Example They can play tennis with you tomorrow. They're not working. When are you starting your new job? The crew and officers are coming for training. Deck Cadet is working on the deck. Stative Verbs These verbs express an existing state rather than an action. Stative verbs usually refer to a state or condition which is not changing or likely to change and aren't usually used in the Continuous form. Example The door is locked. The vent is opened. Now the window is broken. Adverbs of Frequency When we want to say how often something happens, it is common to use frequency adverbs. It is possible to use them when referring to the past, present or future. Use of adverbs of frequency relates to how often. Frequency Adverbs - ALWAYS/USUALLY/OFTEN Frequency Adverbs come BEFORE other verbs. Other Verbs I always help the other students.. (play, do, study, work, etc.) My brother usually comes late to school. Jenny and Susan often study in the library after class. BE Verb Frequency Adverbs come AFTER a BE verb. (am, is, are, was, were, etc.) I am always a good student. My brother is usually late to school. Jenny and Susan are often in the library after class. 2. Vocabulary Everyone−from Beginning Learners in English to veterans in journalism−knows the frustration of not having the right word immediately available. Sometimes it is a matter of not being able to recall the right word; sometimes we never knew it. It is also frustrating to read a newspaper or manuals, textbooks and run across words whose meanings we don’t understand. Language, after all, is power. Your home dictionary should be large enough to contain much more than just spellings. It should contain extensive definitions, word origins, and notes on usage. Carrying in your backpack a pocket dictionary with more concise definitions is also a good idea. A thesaurus is like a dictionary except that it groups words within collections of meaning. It is often useful in discovering just the right word you need to express what you want to say. Two trucks loaded with thousands of copies of Roget’s Thesaurus collided as they left a New York publishing house last Thursday, according to the Associated Press. 82 Witnesses were aghast, amazed, astonished, astounded, bemused, benumbed, bewildered, Organizational confounded, confused, dazed, dazzled, disconcerted, disoriented, dumbstruck, electrified, Bahaviour flabbergasted, horrified, immobilized, incredulous, nonplussed, overwhelmed, paralyzed, perplexed, scared, shocked, startled, stunned, stupefied, surprised, taken aback, traumatized, upset. 3. Phonology English is not Phonetic Always remember that English is not “phonetic”. That means that we do not always pronounce or say a word in the same way that we spell it. Some words can have the same spelling but different pronunciation, for example: I like to read [ri:d]. I have read [red] that book All ready (Totally prepared), vs. Already (Before or previously) Example The crew is all ready for further instructions. The Deck Cadet has already cleaned the deck. Allot (A given period of time or quantity of something) vs. A lot (A large quantity of something). Example We were allotted one hour to prepare the ship for inspection There are a lot of people at the port Some words have different spellings but the same pronunciation, for example: I have read [red] that book. My favourite colour is red [red]. Altar (An area where religious worship and sacrifices take place) vs Alter (To change) Example The ancient Aztecs used to offer human sacrifices on their altars. The ship has altered its course. Coarse (rude impolite) vs. Course (A progression) Example After dinner he belched loudly which everyone thought was very coarse. Due to the bad weather the ship has altered its course. Complement (Something which makes something else perfect) vs. Compliment (Favourable remark). Example Cream complements strawberries perfectly The C/O (Chief Officer) complimented the 3/O (Third Officer) for his work. Word Stress in English 83 English and Human Word stress is your magic key to understand spoken English. Native speakers of Factors English use word stress naturally. Word stress is so natural for them that they don't even know they use it. Non-native speakers, who speak English to native speakers without using word stress, encounter two problems: (a) They find it difficult to understand native speakers, especially those speaking fast. (b) The native speakers may find it difficult to understand them. In English, we do not say each syllable with the same force or strength. In one word, we accentuate ONE syllable. We say one syllable very loudly (big, strong, important) and all the other syllables very quietly. Let's take 3 words: photograph, photographer and photographic. Do they sound the same when spoken? No. Because we accentuate (stress) ONE syllable in each word. And it is not always the same syllable. So the shape of each word is different. Total Stressed Word Shape syllables syllable PHO TO GRAPH 3 #1 PHO 4 #2 TO GRAPH ER PHO TO GRAPH IC 4 #3 This happens in ALL words with 2 or more syllables: TEACHer, JaPAN, CHINa, aBOVE, converSAtion, INteresting, imPORtant, deMAND, etCETera, etcetera. The syllables that are not stressed are ‘weak’ or ‘small’ or ‘quiet’. Native speakers of English listen for the STRESSED syllables, not the weak syllables. If you use word stress in your speech, you will instantly and automatically improve your pronunciation and your comprehension. Try to hear the stress in individual words each time you listen to English − on the radio, or in films for example. Your first step is to HEAR and recognize it. After that, you can USE it! There are two very important rules about word stress: One word, one stress. (One word cannot have two stresses. So if you hear two stresses, you have heard two words, not one word.) The stress is always on a vowel. SAQ 1 Underline the stress in each of the following words: Engineer Channel Latitude Propeller Ballast Rudder Ullage Canal Shackle Anchorage 84