Diploma in Ship Management - Module 2: The Skills Set of a Ship Manager - LLOYD'S MARITIME ACADEMY [2024, PDF]

Contents

Contents
1 Welcome.......................................................................................................................................8
1.1 The Key Learning Outcomes of This Module.....................................................................8
1.2 General Introduction .........................................................................................................10
2 Professional Development – Training and Education ............................................................13
2.1 Introduction........................................................................................................................13
2.2 The Five-Year Plan..............................................................................................................14
2.3 Work–Life Balance..............................................................................................................16
2.3.1 Maslow’s Hierarchy of Needs ....................................................................................17
2.4 Management Styles and Managing Change ....................................................................18
2.4.1 Management Styles ....................................................................................................19
2.4.2 Managing Change.......................................................................................................19
....................................................................................................................................................19
2.4.3 Implementing Change................................................................................................20
2.4.4 Operational and Human Effects................................................................................20
2.4.5 Minimising Anxiety .....................................................................................................20
2.4.6 Corporate Culture.......................................................................................................20
2.5 Critical Management Competencies ................................................................................21
2.6 Habermas’s Domains of Learning ....................................................................................23
2.6.1 Domains of Learning..................................................................................................23
2.6.2 Critical Consciousness................................................................................................24
2.6.3 Mezirow’s Seven Forms of Reflectivity......................................................................24
2.6.4 Negative Causes of Perspective Transformation.....................................................24
2.6.5 Positive Causes of Perspective Transformation.......................................................25
2.6.6 Herzberg’s “Hygiene” or “Maintenance” Factors ......................................................25
2.6.7 Herzberg’s Two-factor Theory ...................................................................................25
2.7 Education and Learning in the Workplace.......................................................................26
2.8 Conclusion ..........................................................................................................................28
3 Managing Time and Workload .................................................................................................30
3.1 Introduction........................................................................................................................30
3.2 Work–Life Balance..............................................................................................................30
3.2.1 Option 1 – Work–Life Juggler .....................................................................................31
3.2.2 Option 2 – Work–Life Segmenter ..............................................................................31
3.2.3 Option 3 – Work–Life Blender....................................................................................31
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3.2.4 Option 4 – Work–Life Eclipser ....................................................................................32
3.2.5 Option 5 – Work–Life Balancer ..................................................................................32
3.3 Time Management.............................................................................................................33
3.3.1 Time Management Assessment ................................................................................34
3.4 Complacency in the Workplace ........................................................................................37
3.4.1 Complacency at Work.................................................................................................38
3.4.2 Protection Against Errors...........................................................................................39
3.4.3 Changes in Attitudes ..................................................................................................39
3.4.4 The Way Forward........................................................................................................40
3.5 How to Say “No” .................................................................................................................41
3.6 Conclusion ..........................................................................................................................43
4 Business Relationships – Office and Ships..............................................................................44
4.1 Introduction........................................................................................................................44
4.2 Assertiveness......................................................................................................................44
4.2.1 What is Assertiveness? ...............................................................................................45
4.2.2 Being Assertive............................................................................................................47
4.2.3 What Will Assertiveness Do for You? ........................................................................48
4.3 Relationships ......................................................................................................................49
4.4 Building Relationships .......................................................................................................50
4.5 Conclusion ..........................................................................................................................51
5 The Impact of Cultural Differences on Working Relationships..............................................52
5.1 Introduction........................................................................................................................52
5.2 Assumptions about Cultural Adaptation are Probably Wrong ......................................53
5.2.1 Myth.............................................................................................................................53
5.2.2 Myth 2..........................................................................................................................54
5.2.3 Myth 3..........................................................................................................................54
5.3 Dignity and Respect at Work.............................................................................................54
5.3.1 Introduction ................................................................................................................54
5.3.2 Discrimination by Types.............................................................................................56
5.3.3 Sexual Harassment.....................................................................................................57
5.3.4 Race..............................................................................................................................58
5.3.5 Religion or Religious Belief.........................................................................................59
5.3.6 Disability ......................................................................................................................59
5.3.7 Age ...............................................................................................................................59
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5.3.8 Duty and Responsibilities of Employees...................................................................60
5.4 Conclusion ..........................................................................................................................61
6 Effective Communications........................................................................................................63
6.1 Introduction........................................................................................................................63
6.2 Identify the Information and Knowledge that People Need to Know and Why They
Need It............................................................................................................................................64
6.3 Communicate Information and Knowledge Only to those who have a Right to it, in
Line with Policies and Legal Requirements ................................................................................66
6.4 Identify How People Prefer to Receive Information and Knowledge and What Media,
Languages, Styles, Timing and Pace are Most Appropriate for Communicating with Them..68
6.5 Check that the Information and Knowledge you are communicating is Current,
Accurate and Complete................................................................................................................70
6.6 Take Action to Minimise any Interference or Disruption to Your Communication......72
6.7 Communicate in Ways that Help People to Understand the Information and
Knowledge You are Communicating and its Relevance to Them .............................................73
6.8 Use a Variety of Techniques to Gain and Maintain People’s Attention and Interest and
to Help Them Retain Information and Knowledge ....................................................................73
6.9 Adjust and Fine-tune Your Communication in Response to Both Verbal and Nonverbal Feedback ............................................................................................................................75
6.10 State the Level of Confidence that can be placed on the Knowledge You are
Communicating.............................................................................................................................76
6.11 Where you have to Use Jargon, Technical Terms or Abbreviations, Explain these
carefully .........................................................................................................................................77
6.12 Confirm that People have Received and Understood the Information and Knowledge
you have Communicated .............................................................................................................79
6.13 Conclusion ..........................................................................................................................80
7 Meetings – Chairing or Attending ............................................................................................82
7.1 Introduction........................................................................................................................83
7.1.1 The Inherent Cost of Holding a Meeting...................................................................83
7.1.2 Glossary of Terms for Meetings ................................................................................84
7.2 Introduction to Chairing Meetings....................................................................................92
7.2.1 Identify the Purpose and Objectives of the Meeting – be able to Justify that a
Meeting is the Best Method to Achieve the Objectives..........................................................93
7.2.2 Preparation for the Meeting – Identify the Personnel that Need to Attend..........94
7.2.3 Circulate Notice of the Meeting by Inviting Participants and Detailing the Time
and Location – Ensure they have Plenty of Time to Organise Their Calendars ...................94
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7.2.4 Ensure all Relevant Information is Circulated to Employees Well in Advance –
Where Possible Brief the Meeting by Giving Individual Pre-meetings with Each Attendee96
7.2.5 Set the Date, Time and Location of the Meeting with Time of Beginning and End –
Give a Breakdown of the Time for Each Agenda Item............................................................97
7.2.6 State the Purpose of the Meeting at the Opening and Ensure All Participants
Understood Why they are in Attendance................................................................................98
7.2.7 Each Agenda Item will have Specific Objectives that Need to be Clarified as it is
Raised 99
7.2.8 Encourage Participation by All Attendees – Ensure that the Contributions Made
Build on Each Statement and Perspective ............................................................................100
7.2.9 Discourage Negative Criticism and Digressions from the Focus and Objectives of
the Meeting..............................................................................................................................101
7.2.10 Manage the Time of the Meeting – Allocate a Relevant Amount of Time to Each
Topic Raised, but Ensure that Key Objectives are Met.........................................................102
7.2.11 Summarise the Discussions After Each Agenda Item and at that Stage Allocate
Action Points to Attendees .....................................................................................................103
7.2.12 Take Decisions with the Meeting’s Authority, Remit or Terms of Reference.......103
7.2.13 Observe Formal Procedures or Standing Orders that Apply to the Meeting ......104
7.2.14 Review and Check that Decisions and Action Points are Accurate and Promptly
Communicated to those Affected by Them ..........................................................................106
7.3 Introduction to Attending Meetings ...............................................................................107
7.3.1 Brief Yourself on the Content, Identify the Relevant Information and Clarify Your
Opinions on Various Agenda Items .......................................................................................108
7.3.2 Consult Others Who will be Affected by Any Decision Made at the Meeting – Try
to Gauge Their Opinions so that These can be Presented at the Meeting.........................109
7.3.3 Clarify Your Objectives from the Meeting – What do You Hope will be Achieved at
the Meeting? ............................................................................................................................110
7.3.4 Present Relevant Information to the Meeting in a Clear and Concise Manner...111
7.3.5 Present Your Views and Opinions and Clarify if You are Speaking on Behalf of
Yourself or on Behalf of Others – be able to Use Objective Evidence to Support Your
Stance When Possible.............................................................................................................112
7.3.6 Articulate Any Issues and Problems Emerging from Discussions and Propose
then Evaluate Possible Solutions ...........................................................................................113
7.3.7 Acknowledge and Constructively Discuss Information and Opinions Provided by
Other People Attending the Meeting.....................................................................................115
7.3.8 Clarify Decisions Taken on the Agenda Items and Who has been Made
Responsible for Each Point Raised.........................................................................................116
7.3.9 Communicate Decisions Clearly and Concisely .....................................................116
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7.4 Conclusion ........................................................................................................................118
8 Appraisals.................................................................................................................................120
8.1 Introduction......................................................................................................................120
8.2 Types of Appraisals..........................................................................................................121
8.3 Objectives of Performance Appraisal.............................................................................121
8.4 Carrying Out an Appraisal ...............................................................................................122
8.5 Being Appraised...............................................................................................................123
8.6 Conclusion ........................................................................................................................123
9 Blame, No Blame, Just Cultures – Application.......................................................................125
9.1 Introduction......................................................................................................................125
9.2 Definitions of the Various Cultures ................................................................................126
9.2.1 Blame Culture ...........................................................................................................126
9.2.2 No Blame Culture .....................................................................................................126
9.2.3 Just Culture................................................................................................................127
9.3 A Just Culture – The Way Forward ..................................................................................128
9.4 Human Error.....................................................................................................................131
9.4.1 At-Risk Behaviour......................................................................................................132
9.4.2 Reckless Behaviour...................................................................................................132
9.5 Disciplines Under a Just Culture .....................................................................................133
9.5.1 Just Culture Matrix....................................................................................................133
9.6 Conclusion ........................................................................................................................136
10 Project Management...........................................................................................................138
10.1 Introduction......................................................................................................................138
10.2 Support Systems for Project Management....................................................................139
10.2.1 Critical Path Analysis (CPA).......................................................................................140
10.2.2 The Gantt Chart ........................................................................................................140
10.3 The Project........................................................................................................................142
10.4 The Project Team .............................................................................................................143
10.5 Teams and Team Working...............................................................................................143
10.6 Developmental Stages.....................................................................................................145
10.6.1 Stage 1 – Forming .....................................................................................................146
10.6.2 Stage 2 – Storming....................................................................................................146
10.6.3 Stage 3 – Norming ....................................................................................................147
10.6.4 Stage 4 – Performing ................................................................................................147
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10.6.5 Stage 5 – Mourning (can also be titled “Adjourning”) ............................................147
10.7 Conclusion ........................................................................................................................149
11 References............................................................................................................................151
12 Appendix A - Mezirow model of transformative learning template................................153