INTRODUCTION

Firstly, the task would be weighed with the prevailing fatigue of the entire crew

onboard and a survey would be carried out to justify that the third officer and the four

ratings are in their most zealous state to carry out the task.

I shall personally play the role of a competent/good manager by taking the lead in

ensuring that the environment is conducive and safe for the prevailing task to be carried

out, this shall be coupled with a research to make sure that at least a satisfactory

output is yielded.

DELEGATING THE TASK TO THE THIRD OFFICER

DELEGATE'S OBJECTIVES

1. To learn about leadership and management.

2. To find out the difference between the two.

3. To discover what qualifications exist between the two.

4. To find out about action learning (and how to do it, so that it can be used with

others/groups). {Perspective On Leadership And Management Development}

[accessed on 30 April 2010] Available : http

://pdfone.com/download/16_keyword-management-skils-onboard/perspectives-

on-leadership-and-manegment

I'd determine what i'd want to delegate. I.e the nature of the task keeping in mind

that delegating is different from simply assigning someone a task that is already a part

of the normal job requirements.

Clarification of the results I'd consider necessary for successful completion of the

task. I'd also make the third officer realise the necessary methodology if different from

the third officer preferred method(s).

Defining the responsibility of the third officer in the sense that he understands the
level of responsibility. After giving him the information about the task, I'd ask him to tell

me his understanding of both the task and goals and see if it matches my expectations

and if it doesn't, I shall review the matter in detail again.

Communicate the employee's (third officer) over the delegated task. Define the

scope and degree of authority given to the employee for the delegated task. Explain

which decisions he or she may make independently and which require your approval. Be

specific , if you tell the employee (the third officer) “do whatever it takes”, you may

end up with an unpleasant surprise if the employee violates the company's standards.

However, a too-limited authority may stop the employee from accomplishing the task.

Give the employee (the third officer) the authority necessary to accomplish the task

but not so much authority that he or she can create a major disaster before anyone

discovers the problem. Also make clear the budget(if applicable) and time available for

the task and their limitations.

“Establish a time limit. Time means different thing to different people. If you want

the delegated work completed within a certain period, make that clear to the

employee. (if you say “when you get time, work on this” , the project may remain

untouched for weeks). Also , if you want portions of the work completed by certain

dates make that clear.” {http;//www.careerknowhow.com/delegate.htm} [accessed on

28 April 2010]

[word count: 471]

PROPOSED ADVICE ON MANAGING THE SITUATION

With respect to myself (the chief officer) in the position of a manager, after defining

the objectives in accordance with “SMART”- see page 62. FD DEGREE SHIPBOARD

MANAGEMMENT. Warsash Maritime Academy, the following steps should be followed.

1. Understand What Management Is : This means that the third officer is going to be

responsible for the work of others( the ratings); the third officer's success depends on

how well the team perform. I am now responsible for far, far more work than I could

ever possibly produce myself.

2. Identify The Goals : This shall be alone with the aid of checklist ; which changes

over time because some things may stay the same while others may change depending

on the strategies handed down.

3. Know Your Team : The third officer has to know the individual strengths and

weaknesses for each team member so as to apply the knowledge in balancing the

productivity of the team.

4. Match Tasks With Staff/Team member : He (the third officer) has to use the

information gleaned from the above steps to match each of the four ratings with work.

This has to be played into each person's strengths and in order to minimize work

assignments that would target his or her weaknesses. If possible, he (the third officer )

should put together people with complementary still sets.

5. Meet The Team Members : The third officer should carry out regular one-on-one for

the following purposes.

• Give /get feedback on job performance.

• Outline the goals for the next meeting.

• Learn about rising issues.

• Ask for ideas.

• Motivation.

6. Be Visible : He (the third officer) mustn't isolate himself from the team.

7. Document Team Activities : He (the third officer) should also ensure he documents

I.e keep a record of issues and accomplishments so as to easily appraise significant

 issues that may arise.

8. Learn Coaching : There will inevitably be times when he (the third officer ) needs

to correct behaviour.

GUIDANCE ON COMMUNICATION (Advise)

His team members (the ratings) will feel much more engage engaged if he let's them

know what's happening. Everyone wants to see the big-picture sometimes.

A good and effective formal communication should be established amongst the team,

this was to be both downward and upward system of communication so as to achieve the

desired goals and efficiency.

The use of notice-boards can also enhance written communication in maintaining and

achieving the team's goal at task site, this also could be coupled with company

handbooks so as to ensure the team work within company policies and regulations.

A constant and efficient verbal communication should be maintained amongst the

team using (but not limited to) the following methods ;

• Face to face conversation.

• Briefing groups.

• Personal Interviews.

• Staff/Team meeting.

Since “communication is the process of exchanging information. Information is

conveyed as words, tone of voice, and body language. Studies have shown that words

account for 7 percent of the information communicated. Vocal tone accounts for 55

percent and body language accounts for 38 percent. To be effective communicators,

team members must be aware of these forms, how to use them effectively, and barriers

to the communications process” (http://pdfone.com/download/1_keyword-effective-

communication/effective-communication-T-1.pdf)
 Some Effective Ways To Communicate

• The third officer must ensure to maintain the use of standard terminologies

throughout the task .

• He shall also provide clarification when needed.

• He “the third officer” shall also avoid ambiguous statements but shall use direct

statements as far as practicable.

• Each team member should be informed when the mission/plan changes.

• He shall at all times make use of nonverbal communication appropriately.

• Use of polite and proper order when communicating information.

ADVICE ON MOTIVATION

“Motivation is a process in which people choose between alternative forms of

behaviour in order to achieve personal goals” (see page 40, FD DEGREE SHIPBOARD

MANAGEMENT).

Most teams, like individuals are motivated by whatever they believe is going to help

them achieve their most important goals. Motivation is based on the following factors;

• Status

• Desire or need to succeed (drive)

• Desire to improve personal circumstances.

• Desire to protect and provide for others

• Achievement of goals

And some of the motivational goals are as follows ;

1. Foster mutual respect for the expertise of all team members.

2. Help weaker team members to believe that their effort is vital to team

success.

3. Support a shared belief in the cooperative capabilities of the team.

 4. Hold individual team member accountable for their contributions to the team

effort.

5. Divide the team competitive spirit outside the team and the organization.

- {Research-Tested Team Motivation Strategies by Richard E . Clark, EdD, CPT}

ADVICE ON LEADERSHIP

As leaders shouldn't be mistaken for managers, the role of a leadership demands the

qualities to rise above the usual day-to-day activities as a manager so as to achieve

moments of inspiration and moments of glory within the period of carrying out a task.

Some of the qualities a good leader should posses are as follows; Enthusiasm, integrity,

courage and integrity.

“In order to optimize all the potentiality of continuous team improvement in an

organization, effort o the part of the corresponding leader is not sufficient ; the

participation of all people involved is required.

ADVICE ON OBJECTIVES SETTING

Objective should be meaningful, reasonable and quantifiable. The following questions

must be considered in setting up objectives;

• Is the target SPECIFIC?

• Is it MEASURABLE in terms of quality, quantity and cost?

• Is it ACHIEVABLE?

• Is it REALISTIC?

• Have you set TIME LIMITS?

• Does it ENTHUSE or challenge the individuals?

• Is it RELEVANT?

Hints And Tips

1. Focus on what you need the individual to achieve -avoid writing objectives which
 describes what someone is going to do.

2. Keep objectives under review throughout the year.

3. Objectives should reflect the level and range of responsibilities that an individual

has.

4. Objectives should be challenging and aim to achieve positions outcomes- avoid

setting too difficult or too easy objectives, both can be demonstrated.

5. A useful objective is one which describes to you, the reviewed and anyone else

who might read the objective of what is expected of them

– {A Brief Guide To Setting SMART Objectives}

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MONITORING PROGRESS

Team members progress with the prevailing task should be monitored at intervals

which could be done by producing an action plan.

THE ROLE OF THE SHIP'S MASTER IN PERSONNEL MANAGEMENT

These days, the role of a ship's master in personnel management is such a critical

thing to decide. Since managers control the running of organisations and also get work

done through others, while headers possess the qualities of rising above the usual day-

to-day activities of a managers. A far number of ship masters exhibits both attributes

and qualities of a manager and also that of the leader.

ACCOUNTABILITY AND RESPONSIBILITIES

“Infectious diseases aboard ship may exact a considerable toll on the operational

capacity of marine vessels, and in extreme circumstances become Impediments to

international commerce and travel. The prevention of such incidents and the proper

response should they occur is a top priority for all those responsible for ship design,
construction and operation.” [accessed on 27 April 2010] Available :

{http://pdfone.com/download/10_keyword-role-of-the-ship-s-master-on-board/12-

responsibilities.pdf}

“The major roles of accountability aboard ship that relate to maintaining a safe

environment for passengers are assigned to the owner, operator, Engineer, Master and

Surgeon. Each must play their part in the in identifying health hazards, controlling risks

and managing the ship to ensure safety.

Responsibility for all aspects of crew aboard ship is vested with ships master

(captain), as delegated by the operator such that they effectively become shared,

although not abrogated, via the chain of command. The master must ensure that all

reasonable measures are taken to protect crew and passenger health. Earlier chapters

made reference to operational control measures and rated the importance of ongoing

attention to monitoring control measures.

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REFERENCES

1. Perspective On Leadership And Management Development

2. http;//www.careerknowhow.com/delegate.htm

3. FD DEGREE SHIPBOARD MANAGEMMENT (page 62 & 40). Warsash Maritime Academy

4. http://pdfone.com/download/1_keyword-effective-communication/effective-

communication-T-1.pdf

5. Richard E . Clark, EdD, CPT. Research-Tested Team Motivation Strategies