A Comprehensive Guide to Shipyard Refits: Part 2 – At The Shipyard

We’re back for more fantastic tips from the Genoa Superyacht Hub and Amico and Co Shipyard on how to ensure a smooth refit period! Last time, we covered the importance of pre-planning your visit to the shipyard for a refit to ensure a smooth process. Now, let’s delve into what you need during the refit and how to avoid common mistakes that can slow you down.

One of the key factors that can put a damper on your refit is late payments. Nobody likes waiting for their hard-earned booty, so make sure to stay on top of your finances and pay your bills on time. Change orders can also throw a monkey wrench into your plans, so be clear and concise with your shipyard about any changes you need and try to minimize them.

Another factor that can cause delays is parts not arriving on time. You don’t want to be left stranded in the shipyard with missing pieces of the puzzle, so make sure to keep track of all incoming shipments. Assign someone to take control of incoming parcels, keep a logbook, and stay on top of the Heads of Department (HODs) to ensure smooth logistics.

Human resources can also be a challenge during a refit. Not having enough crew or having crew members on holiday or training can slow down progress. Make sure to manage crew holidays, time off, rotation, and training in advance to ensure you have enough manpower to complete the jobs on your worklist. Pre-arrange day workers and temporary crew if needed, and your shipyard or agent can often assist with local experienced crew to keep things on track.

Decision-making power is another important factor to consider. Make sure you have designated decision-makers who can make timely and informed choices during the refit process. This will help avoid delays and keep things moving smoothly.

Understanding the critical path is also crucial. You don’t want to be caught off guard by unexpected dependencies between tasks. Create a super calendar that clearly outlines confirmed jobs, communicates them effectively to the crew, and ensures that everyone is on the same page. This will prevent situations where, for example, the interior crew reorganizes and inventories the bilges, only to find out later that there’s planned maintenance in that area.

Managing the crew worklist is another area that requires attention. Make sure to clearly define the requirements, timeframes, and deadlines for each job. Match the shipyard worklist and assign responsibility accordingly. Having goals and deadlines in place, along with contingencies for time and cost, will help you stay on track.

Shipments getting lost can be a nightmare during a refit. Keep track of all incoming shipments, inform your agent about their arrival, and ensure that logistics, parts, and equipment are readily available when needed. Communicate cut-off arrival dates clearly to HODs and all crew to avoid any surprises.

To avoid hidden costs, make sure to carefully review quotes and contracts. Ensure that quotes are all-inclusive and understand what is meant to happen when, so you can budget properly and avoid last-minute rush or extra expenses. Don’t hesitate to ask questions and seek clarification on anything you are unsure of to avoid surprises down the line.

Quality, care, and maintenance should also be considered during the refit. Just like a house needs regular upkeep, your boat also requires proper maintenance to ensure smooth sailing. Make sure to get the right contractors in to maintain your critical equipment and keep it up to standard.

Proper documentation is essential during the pre-planning stage. Use appropriate software to store timelines, quotes, contracts, calendars, contingency plans, and other important information. This will help you stay organized and easily access the information you need during the refit process.

Finally, don’t forget about the basics! Set reminders and book appointments before the yard period begins to avoid last-minute scrambling Managing a yacht refit can be a complex process, but with proper planning and attention to detail, you can ensure a successful outcome.

A Comprehensive Guide to Shipyard Refits: Part 1 – Pre-Arrival Yard Period

So, it’s refit time,  are you ready? There are so many moving parts, both internal and external, that can make the process a bit tricky. From coordinating different teams, getting department heads to work together, managing the supply chain and contractors, dealing with changing owner’s plans, and ensuring timely communication among many other challenges. But fear not, we’ve got you covered! We’ve gathered some top tips from industry experts at Pesto Sea Group and Amico & Co on how to avoid costly mistakes and make the most out of your shipyard period. In this three-part blog series, we will share tips for pre-arrival, at the shipyard, and post-refit, with a touch of humour along the way.

Part 1 – Pre-Arrival Yard Period:

Ah, the pre-arrival yard period, where the excitement of the upcoming refit collides with the reality of planning and decision-making. First things first, you need to know what type of refit you’re going in for – maintenance, repairs, paint jobs, major overhaul, or something else entirely. Once you’ve figured that out, it’s time to choose your refit partner wisely.

Choosing the right shipyard can be a bit like finding your soulmate – it’s all about compatibility! Consider factors like in-house employees vs subcontractors, location, availability, craftsmanship, expertise, delivery time, reliability, reputation, currency, VAT, equipment and facilities, insurance, privacy, security, yachting cluster (network of suppliers), financial security, yard certification, sufficient human resources, weather, crew offices, housing for crew, visas and work permits, and crew life. Phew, that’s a lot to consider, but hey, finding “the one” takes effort, right?

Once you’ve found your perfect match, it’s time to sign the contract. But hold your horses, there are a few things to keep in mind. Define the scope of work, create a work list, plan a shipyard visit, align brand values, check references, discuss timing and estimates, decide on crew onboard or not, ensure quality control of external subcontractors, and go through the tender and bidding process. Just like dating, it’s important to get to know each other and set expectations before taking the plunge.

But wait, there’s more! With so many parties involved – crew, contractors, captain, project manager, owner’s rep, class/flag, and more – it’s crucial to get everyone on the same page. Plan the yard period out, set expectations, and establish communication lines. After all, communication is key in any relationship, even with shipyards!

Knowing the main driver of the refit and your priorities is like having a compass in this journey. Make sure to build time into your year planner for planned maintenance, prepare detailed specifications, create a clear schedule of work, assign jobs to the crew, check slot availability, manage the supply chain, and create a comprehensive work list. Think of it as creating a to-do list for your yacht – and we all know how satisfying it is to tick off items from a to-do list!

Now, let’s talk about the dreaded “F” word – forecasting problems and risk management. From global supply chain issues to weather, travel restrictions for crew, financial guarantees, and miscellaneous costs like rental cars and housing, there are plenty of potential roadblocks. But fear not, being proactive and prepared is the key. Document the process correctly, use software to streamline and share information with the shipyard, put detail into your lists to minimize back-and-forth, set reminders and book appointments in advance for simpler tasks, and avoid last-minute scrambling at the end of the yard period

Find your technical dream team, including the right shipyard that aligns with your needs and priorities. Create work lists, crew lists, and wish lists to ensure clear communication and expectations. Establish effective communication channels, such as regular progress meetings, to keep everyone on the same page. Ensure all necessary documentation is signed and in place, including pre-payments and import/export requirements. Understand VAT implications for your vessel and make necessary arrangements. Arrange a kick-off meeting with the shipyard to discuss the scope of work and set expectations. Get to know the shipyard casually and build a good relationship with them. Contact your agent to assist with any logistics or paperwork. Understand visas and stamps requirements for non-EU crew and apply for temporary residence cards if needed. Arrange for crew housing and miscellaneous needs in advance.

With these tips in mind, you’ll be well-prepared for a smooth pre-arrival yard period and a successful yacht refit!