November 30, 2009
By Lucy Chabot Reed
A following breeze from last month’s survey about captains’ management styles brought several e-mails from captains and crew who wanted to know if there was an industry standard for onboard policies.
After three years of monthly surveys, the one thing that is clear is that there is rarely an industry standard. Still, we were curious to see just what sort of trend we might see.
As you can imagine, there are as many versions of onboard policies as there are styles of boats. And since yachting is pretty much a custom industry, we expected too many variables when it came to what is actually in the policies.
“Of course, the size of your crew changes everything,” one captain reported. “Small, informally functioning yachts – and there are many more of these than the megayachts – have rules that are often verbalized and situations are handled if and when they arise. The bigger one gets, the more rules seem to be necessary so communication is understood.”
This captain seemed to know a bit about our survey, because 75 percent of respondents were most recently on vessels of less than 140 feet. That must be remembered as results are revealed.
So in an effort to gather some sort of statistical information in such a murky area, we asked the most basic questions we could think of.
We asked about seven onboard policies: alcohol, illegal drugs, legal drugs, use of the yacht, time-off, crew dating and on-watch. First, simply whether they had one, and whether it was formal (written) or informal (verbal); what it said, in essence; and who instigated it. For the most part, the captain (not the owner or management company) instigated the policies.
In most cases, a majority of yachts took an informal, unwritten approach to their policies. The only exception to that was on-watch rules, which were most often written and formal and part of standard operating procedures.
“Be professional at all times with all guests,” one captain wrote, outlining his onboard informal policies. “Guest’s needs first, other duties second (except for safety duties). Address guests by last names only. No fraternizing with guests off watch. It’s a pretty extensive list, but informal at the same time.”
Q. Do you have an alcohol policy?
More than 90 percent of respondents in this month’s survey answered this question in the affirmative, with most (63.9 percent) saying their policy is informal and verbal. Just 9.7 percent have no alcohol policy.
Nearly all respondents indicated that their alcohol policy prohibits drinking while on duty or while under way. A large group prohibit alcohol onboard at all, but just as many permit drinking in moderation while tied to the dock and with no guests onboard. The captain determines “moderation.”
Several captains specifically noted that there be eight hours between “bottle and throttle”; one captain requires 12 hours. And several informal policy captains noted that the privilege is “subject to revocation if abused.”
“With privilege comes responsibility,” a captain said. “I always prefer to hire responsible adults who possess common sensibility and do not require lots of rules. However, most of our guidelines have evolved over time from the abuse of privilege.”
A few captains noted that the yacht does not provide alcohol for the crew. At the same time, a few noted that a crew member’s time off is theirs to do what they like with it, as long as it doesn’t interfere with their work the next day.
“Drunk or disorderly conduct is prohibited at all times,” said one captain who permits crew members to drink off duty. “Officers and department heads are expected to set a superior example for junior crew members.”
Q. Do you have an illegal drug policy?
Nearly 96 percent of respondents answered this question in the affirmative, leaving just 4.2 percent without a policy about illegal drugs. And again, most (52.8 percent) had an informal, verbal policy. Slightly more than 43 percent had a formal written policy, the largest formal policy group other than the on-watch policy.
The policy tends toward zero tolerance for crew, on or off the boat. In many instances, illegal drug use is grounds for termination.
In this category, we asked one additional question: Do you require drug testing?
The largest group, 47.2 percent of respondents, does not. Slightly more than 36 percent requires a test for hire and then when necessary. More than 15 percent requires a test for hire and then regularly during employment. Just 1.4 percent requires a drug test for hire and then not again.
“The USCG-mandated random drug testing program is a joke,” one captain said. “Let’s start testing. It is very scary out there knowing some of these crew members.”
Q. Do you have a policy about legal (prescription) drugs?
This was one of two policies that received a majority in the negative. (The other is crew dating.) Nearly 55 percent of respondents do not have a policy about legal drugs. Of the 45 percent who have one, most are informal, verbal policies instead of formal written ones.
For the most part, the policy requires full disclosure by the crew member of any medication they are taking and what it is treating. In several instances, the captain requires proof that the crew member is under the care of a doctor, and insists that the medication not interfere with job performance.
Q. Do you have a policy about crew dating?
Most respondents for this question replied that they had no policy, informal or otherwise, about crew members dating one another. Almost 35 percent, however, do have a policy that either prohibits it outright or prohibits its effect on crew morale or job performance.
The most common part of a crew dating policy prohibited crew pairing up after being employed.
“If I wanted a team, I’d have hired a team,” one captain noted.
Based on survey results, the informal policies about crew dating seem to discourage it.
“I ask the crew not to get involved with each other on a sexual basis,” one captain said. “99.9 percent of the time it turns out poorly and it always effects the rest of the crew. I never want to interfere in people’s personal lives, but I am hiring personnel to put together and build a team. A sexual relationship always drives a wedge in the crew relationship.”
Q. Do you have a policy about use of the yacht and its equipment when the owners or guests are not on board?
Again, a majority (nearly 85 percent) answered this question in the affirmative, with the largest group (66.7 percent) having an informal, verbal policy outlining what’s permissible. Just 18.1 percent have a formal policy.
“We all know the rules and respect the owner’s part of the vessel, toys, etc.,” one captain said. “We 100 percent do not abuse toys or the offer of their use. (Basically, we don’t have time.)”
As for what the policy says, the most common response is that it is permissible with the captain’s advance approval, provided the equipment and gear is meticulously maintained afterward, as though guests had used it.
“I try to be flexible,” one captain said. “We are high profile in our industry and everyone is watching. When the vessel is in port, crew can find many things to amuse themselves. We are paid very well and can afford to pry open our pocketbooks and spend a little on ourselves if we wish.
“Having said that, when we are off at anchor, sometimes for weeks at a time, I will allow the crew to use some of the owner’s toys, i.e. tenders, water skis, diving equipment, snorkeling gear,” this captain said. “If we are left in some remote anchorage waiting, diversions have to be made to keep the crew entertained and happy.”
“Use of the toys by the crew is one of the perks of working in this industry,” another captain said, “but only with the permission of the owners.”
Still, several captains noted that use of the guest areas or equipment is not permitted by crew.
Q. Do you have a time-off policy?
Though this policy seemed more in the neighborhood of employment contracts and benefits, we added it to our policy survey at the suggestion of several crew who wanted to know if time-off was monitored and tracked.
Almost 82 percent of respondents have a policy about time off, but again, most (50.7 percent) have an informal, verbal policy. Still, 31 percent have their time-off policy in writing.
What goes into this policy brought about the most diverse answers, ranging from two weeks a year to eight weeks a year, from “four hard days/four soft days off per month” to “as possible, according to the owner’s use.”
“We try to get some time off as and when we can,” one captain wrote. “I want the crew to get off duty, go ashore for a walk, sit on the beach or take a break. We each know what has to be done and so schedule as possible.”
“Ashore, crew are free to do whatever, sans restriction, but be back for your watch straight, sober and on time,” another captain wrote. “If you get in a jam and may not make your watch, call me. A no-show is grounds for dismissal.”
Some captains have very specific time-off policies that track hours and time.
“Working hours in harbor without guests embarked will generally be as below: Monday through Friday, 0800 All crew on deck; 1000-1015 Tea break; 1200-1300 Lunch; 1500-1515 Tea Break; 1700 Work finished. Saturday and Sunday will be working days only when the vessel’s program makes this unavoidable.
“Working hours with guests embarked will, of necessity, be flexible but based on the above. Saturdays and Sundays when guests are embarked will be normal working days.”
Some captains track days, not hours.
“Two days off for every five days of working eight hours + is allotted and accumulates. After six months, 10 days paid holiday. After one year, additional 20 days paid holiday.”
Others are more flexible, often in benefit to the yacht.
“Generally weekends off while in shipyard periods.”
“After 12 months aboard, one month paid leave will be given at the vessel’s convenience. Leave may be in increments, and may be granted prior to the 12 month period at the vessel’s convenience. (These would generally be after a long charter or delivery.) Lost weekends off due to charters, etc., are not accrued. Weekends count in the month off, if away on leave.”
“If within 5 miles of yacht, subject to recall.”
“Weekends off, if not on charter.”
“When guests are on board, it’s 24/7. When they are not on board, it’s pretty much 9-5 with scheduled watches.”
“The boat comes first. After that, ask the captain and time off will be granted on basis of yacht schedule and need for crew to man the yacht.”
Q. Do you have a policy for crew on watch?
Slightly more than 83 percent of respondents have an on-watch policy, but this was the only policy that was more often formal and written, with 43.7 percent of respondents having it in writing. Less than 40 percent have an informal watch policy, and 16.9 percent of respondents have no policy at all.
“Each senior watch keeper sets the tone for their particular watch,” one captain on a “smaller vessel, smaller crew” wrote in. “Our system tends to work for us. We all tend to arrive as wiped out as the next person.”
Again, the variety of responses rivals the time-off policy. Everything from “three hours on, six hours off” to “we are pros; conduct yourself as such.”
“We set a schedule and they wake me for any reason,” a captain noted. “I’m very careful about what each crew member is capable of. This has worked for the last 200,000 miles. Hope it keeps on working. Fingers crossed.”
Several captains noted that they have 24-hour watches with checklists of duties for crew members, including checking the vessel’s mooring lines, perform periodic checks of engine room and interior, clean up crew lounge, take out trash, etc.
“Watch duties at dock are different from watch duties at anchor are different from watch duties under way. And thus all are different when guests or owner are onboard as well.”
One captain shared this: “When on duty, responsibility for the security and safety of the vessel and the souls on board is passed to you. Do not take this lightly. Know who is and is not on board at all times, and how to summon the crew in case of an emergency.
“This requires all team members to be accountable to the watch keeper for comings and goings. Communicate with the watch keeper your intended destinations and your expected returns so we may know if you are overdue and have a clue where to begin looking for you. This is not intended to infringe upon your independence, rather it is a recognition that communal living requires a higher degree of responsibility and accountability to each other and is in the interest of our mutual safety and well being.”
Q. As suspected, onboard policies are mostly instigated by the captain. So we wanted to know how they created them.
A majority of captains noted their policies came about through trial and error, with many relying on conversations with the owner or learning them from a previous captain.
“Source of onboard policies: Grey hair, common sense and 35+ years of experience,” one captain wrote in. “The owner is aware and concurs, but did not instigate the policies. ‘That’s part of what I pay you for.’”
“It takes many years in the business going through situations to fully understand the proper management criteria necessary to effectively manage a yacht,” another captain reported. “Every size yacht is different and a good captain has learned from many years of experience on many different sizes of yachts, working up the ladder rather than from deckhand on a larger yacht to a captain on a larger yacht with little to no engineering and valuable multi-tasking experience, which is so necessary on the smaller yachts.
“It has been proven that this type of experience is more likely to create a more well-rounded and knowledgeable captain with confidence in their abilities and maturity in their demeanor with a better understanding of what all the other crew jobs are, thus creating good leadership.”
Lucy Chabot Reed is editor of The Triton. Lawrence Hollyfield is an associate editor. Comments on this survey are welcome at lucy@the-triton.com. We conduct our monthly surveys online. All captains and crew members are welcome to participate. If you haven’t been invited to take our surveys and would like to be, register for our e-mails online at www.the-triton.com.
About the Author
