Jerzy Najmoła
Jacek Kulikowski
In the previous article, we discussed the overwhelming burden of paper-based administration in the maritime industry, referencing the BIMCO survey and an example voyage undertaken by a captain working with us. Now, we will provide a detailed breakdown of this scenario, presenting real calculations of its impact, and demonstrating how digital solutions like ShipDocs can make a tangible difference.
An example of a typical voyage: the challenge of paperwork
During this 77-day voyage, the ship called at 21 ports, averaging almost eight ports per month. Throughout this time, the crew was required to prepare and submit an astounding 320 documents.
The captain and his team spent approximately 26 hours per month managing paperwork—20 hours handled by the junior officer and an additional 6 hours by the captain himself. This task was not only time-consuming but also mentally taxing, requiring rigorous attention to detail to comply with complex regulations.
The financial impact of administrative burden
Beyond the operational inefficiencies, the financial costs of this manual paperwork process are substantial. Every hour spent on documentation equals lost time that could have been devoted to other critical tasks, ultimately reducing the vessel’s efficiency and performance. Based on industry-standard wage rates for a master and junior officer, these 26 hours per month translate into a significant financial burden for shipowners.
Based on our analysis of multiple sources, we have prepared a detailed calculation that includes examples of various vessels voyages. The table below demonstrates sample scenarios showing the time spent on preparingation the required documentation WITHOUT using specialized software.
*based on BIMCO survey from January 2024
**based on average hourly wages rates of Master and Junior Officer
Now, let’s examine how the scenario changes when a specialized maritime software like ShipDocs is implemented. By automating documentation processes and streamlining workflows, the crew’s administrative workload is drastically reduced and what’s more, this leads to significant annual savings on manpower alone per vessel.
*based on BIMCO survey from January 2024
**based on average hourly wages rates of Master and Junior Officer
The difference between using a dedicated application and not using one for administrative maritime work is significant, both in time and financial savings. A digital solution can save approximately several thousand dollars, boosting operational efficiency at the same time.
Conclusion: embracing digital solutions for a competitive edge
We firmly believe that the key to resolving the maritime administrative burden lies in selecting the right software solution. By choosing software tailored to the unique challenges of the maritime industry, companies can not only save money but also enhance productivity and ensure long-term operational success. With the right system in place, document handling becomes smoother, compliance is managed automatically, and resources are freed to focus on strategic operations, not paperwork.
And this is exactly what our system offers. If you’re looking to optimize your fleet’s operations, reduce paperwork, and save on costs, we encourage you to get in touch with us. Our team is ready to help you explore how ShipDocs can be customized to meet your specific needs.
Reach out today and take the first step toward more efficient, compliant, and cost-effective maritime operations: contact us!