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What is ISM?

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What is ISM?

The History of ISM

Otherwise known as International Safety Management, the ISM code has been integral to the SOLAS convention since 1994. The regulation came about due to investigations into accidents revealing errors on the part of management. It all started in 1987 when the Maritime Safety Committee developed guidelines concerning shore-based management to ensure the safe operation of ro-ro passenger ferries.

From July 1998, compliance became mandatory to all commercially operated vessels of 500 GT and above, including commercial yachts.

The Purpose of ISM

Safety of personnel and protecting the ocean remain the marine industries top concerns. The purpose of ISM is to ensure and maintain an international standard of safety for seafarers and prevention of pollution. Providing universal guidelines for the safe management and operation of ships at sea, the ISM is a common platform across all nationalities. This safety protocol eliminates discrepancies ensuring all vessels adhere to global mandatory regulations.

Safety Management System (SMS) & the Designated Person Ashore (DPA)

To effectively implement safety policies as set out by the ISM, “the Company” must establish a SMS for the vessel. Of which, a copy of the SMS must be readily available on-board. Detailing all the important policies, practices, and procedures, the SMS ensures compliance with the mandatory safety regulations recommended by the IMO and concerned maritime organizations. Yacht management companies should develop, implement and maintain a Safety Management System (SMS). Every company is expected “to designate a person or persons ashore having direct access to the highest level of management” in order to provide a link between “the Company” and those on board.

ISM Code particularly requires that the SMS incorporate the following

  • A safety and environmental protection policy;
  • Instructions and procedures to ensure safe operation of ships and protection of the environment in compliance with relevant international and flag state legislation;
  • Defined levels of authority and lines of communication between and among shore and shipboard personnel;
  • Procedures for reporting accidents and non-conformity with the provisions of the Code;
  • Procedures to prepare for and respond to emergency situations; and
  • Procedures for internal audits and management reviews.
Document of Compliance (DOC)

When the Company is verified for complying with the ISM Code, they will receive a Document of Compliance (DOC). Valid for a period of five years, the DOC is subject to annual verification within three months before or after the anniversary date confirming the approved SMS.

Safety Management Certificate (SMC)

For a DOC, the company’s ships must first receive their SMC. A SMC verifies that the Company and its shipboard management are operating in accordance with the approved SMS. The certificate issued to an individual ship has a validity period of five years.

An internal and external audit determines the issue of both the DOC and SMC. The company and ships carry out the internal audits, whereas, every 2-3 years, the ships flag state performs the external audit. To qualify, a manual consisting of information, records, reports or statements, indicating implementation of SMS by the company and the ship is required. This manual serves as proof of evidence based on observations, measurements or tests made during the audit. Failure to uphold the requirements of the ISM code will result in non-conformity, posing as a serious threat and requiring immediate corrective action.

To find out more about the ISM Code check out the International Maritime Organization

Some think the ISM code is a best practice, but it’s a minimum standard. Although super yachts have been engineered to be highly safe boats. The most critical safety element is the crew! Working alongside yacht management companies, well trained crew are paramount to the safety of the boat and its occupants.

Recruitment

Virtual Pursers are not a yacht management company; we are an extension of your crew and act as a landbased bridge to your shoreside counterparts. As trusted yachting professionals with 20 years combined industry experience, we are here to help as well as to keep you informed on relevant industry related news and updates! For more information contact [email protected] or call +44 203 514 0413.

The Role of a Purser

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The Role of a Purser

Size means everything in the superyacht world. Although, the bigger the yacht, the more pertinent the role of a Purser. As yachts increase in size, so do the administrative pressures faced by Captains and their shoreside counterparts. This explains the significant growth the Yacht Purser job role has had over the past few years. Soon, the role of a Purser will hold the same weight as the more familiar yacht crew jobs. Without a Purser, the ever-increasing regulations and administrative workload could be detrimental to the proper functioning of the vessel.

What is a Yacht Purser?

The need for a Purser exists on larger yachts with the sole purpose to ensure seamless operations. Under the Captain’s direction, the Purser is essentially responsible for the effective and smooth running of the vessel. As a senior crew member, the Purser manages several areas, including HR, accounts, interior, purchasing, inventory, and legal aspects. The role of the Purser is to be the single point of contact for all department heads. A credible and qualified Purser should create uniformity and streamline administrative duties, making them an invaluable asset to the Yacht.

What does the role of a Purser entail?

Pursers generally have multiple essential and important duties. Some of these tasks and responsibilities include:

  • Finance – Takes ownership of all fiscal matters including accounting, budgeting and bookkeeping
  • Buyer – Purchases everything needed to cater for crew and guests including food, drinks, uniform, cleaning products and more
  • Contracts and Negotiation – Liaise with suppliers and distributors to ensure the yacht is provisioned
  • Crew Administration – Will administer payroll for the crew and oversees all crew immigration
  • Yacht Administration – Organise port clearances, logistics and customs.
  • Charter Administration – If the yacht is chartered this will incur further responsibilities
  • Guest Activities – Liaise with guests and crew to organise activities

Industry experience required to become a Purser?

Eloquent communication skills, sound industry knowledge, first-hand experience, and an eye for detail are absolute must-haves for a Purser. Since the role of a Purser revolves around paperwork, efficient and accurate administration and accounting skills goes without saying.  

Although the job requirements may differ per yacht, in a nutshell, a well-rounded Purser should encompass the following

  • At least five years’ experience in the superyacht industry
  • Corporate land-based experience
  • Exceptional service, communication, organizational, diplomacy, and delegation skills
  • Excellent computer skills – proficient in Microsoft Office and various accounting software
  • A good understanding of maritime law
  • ISM and ISPS protocols
  • Financial management
  • Knowledge of cruising areas, including restaurant suggestions, shoreside activities
  • Provisioning around the globe
  • Excellent knowledge of wines
  • STCW & PSA
  • ENG 1 Medical

On-board vs shoreside Purser

An on-board Purser is self-explanatory. Land-based Pursers do everything an on-board purser does, just in a remote capacity. There are many reasons why yachts choose to outsource their yacht administration and opt for a shoreside Purser

  • Space – Can’t accommodate a Purser on-board 
  • Cost-effective – A dedicated Purser without the overheads
  • Flexibility – Don’t require a permanent employee or prefer flexibility with hours  
  • Staff retention – The Purser you’ll never lose

What salary can you expect as a Purser?

For an established onboard Purser, with great responsibility, comes great reward. The role of a Purser oversees business critical functions, so it is fair to expect just compensation and time off. The salary is largely dependent on the size of the vessel, however tools such YPI can provide a more-or-less ballpark figure. As per Yachting Pages, “pay for a Purser can range from roughly €4,000 to upwards of €7,000 per month” and will most likely include rotation. Most commonly 2 months on two months off, requiring vessels to employ two Pursers to cover the one role.

How can the role of a Purser assist you?

A superyacht is essentially a business and as such should operate as one. Without a Purser, large yachts may struggle to function effectively, let alone maintain the high standard of service that on-board guests expect. The role of a Purser is established to assist the Captain and Chief Officer to alleviate the administrative duties, eliminating stress through saving time and effort. With twenty years combined experience, Virtual Pursers are industry experts who understand first-hand the ever-increasing administrative pressures faced by the maritime industry. Offering a flexible approach, Virtual Pursers are readily available to support all vessels, no matter the size of the yacht or the extent of the need, as well as other maritime professionals such as Yacht/Fleet Managers, Charter Brokers, Marinas/Shipyards. An ideal solution for yachts that are fully crewed, have minimal space on-board, or who don’t necessarily require full-time support. As well as yachts who have an established Purser, supporting shortfalls and as a temporary solution. Using Virtual Pursers guarantees continuity in a cost-effective manner, introducing the concept of “The Purser You’ll Never Lose”; retaining all the information and experience that comes with a great Purser, for years to come.

Q & A with co-founder of Virtual Pursers Bec McKeever

How did you become a Purser?

I came into yachting with a background in accounting, not planning to utilise my past life profession at all actually. My first yacht with the infamous M/Y Octopus, at 126m she is a beauty! I was instantly in awe with the Chief Stewardess & Purser but it wasn’t until a year or two into yachting that I started thinking about a career path and that I had the potential to climb the ranks. I was Chief Stew for a few years before Purser. Two very different roles but a lot of personal and professional development in the Chief Stew role, I believe, that really makes a positive difference to your ability in the Purser role.

Do you think you need yachting experience to be a Purser?

Yachting is so different to any other industry and experience within it lays a solid foundation, it’s the integral part of becoming a successful Purser.

What’s your favourite aspect of being a Purser?

Having my finger on the pulse and being able to orchestrate the logistics of the entire vessel. It’s so rewarding to see my plan come into action and be pulled together, especially when you have a bit of OCD.

Q & A with co-founder of Virtual Pursers Dominique Smit

Do you have to be a Chief Stew before you become a purser?

Even though it is a completely different role, it is recommended that you have some Chief Stew experience before you become a Purser. Not only will it give you a better sense of responsibility and leadership but it allows you to work closer with other department heads and gives you a better sense of how the different departments function together and the bigger picture of how the boat functions overall which is essential for the purser position.

Would you recommend doing a Purser course?

I would definitely recommend training for the role of Purser, background knowledge is essential and any additional training is always beneficial. However, do your research before you pick a course. Having a mentor to guide me through my career has been invaluable so if you do have anyone you trust, ask for their advice.

Was it always your goal to become a Purser?

I didn’t start yachting with the goal to become a Purser, I didn’t even know what a Purser was in the beginning! But as my career evolved, I started enjoying the constant challenges each new position brought and the Purser position is so stimulating and every day is different that I felt like it would be the perfect job for me.

Virtual Pursers trusted business model intends to revolutionize the yachting industry by providing an innovative, cost effective, practical shoreside solution. A dedicated Purser without the overheads. The Purser you’ll never lose. For more information contact [email protected] or call +44 203 514 0413.

Cyber Security in the Super Yachting World

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Cyber Security in the Super Yachting World

High-profile owner and guest information is top priority and needs to be completely protected. Cyber Security attacks are generally aimed at accessing/destroying sensitive information, or extorting and stealing money. This is the last thing guests want to deal with whilst trying to enjoy a relaxing holiday. Many yachts lack the most basic security measures and yet, they need them the most. Crew also need to be educated on simple measures to protect their personal devices which may contain sensitive information pertaining to the vessel and guests.

Virtual Pursers understand the risks associated with Cyber Security in the Super Yachting World and have taken all the preventative action necessary. Our services have considered the top 5 cyber security threats.

Ransomware is a form of malicious software that attempts to scramble your data

An obvious but often overlooked form of protection against this type of malware is to back everything up. By merely backing up, you can, in large part, mitigate this risk. It’s also a good idea for business continuity for apparent reasons. Doing this with a cloud-based storage provider that automatically backs up your entire file system is best, as distributing your data as widely as possible makes it inherently more resilient to any loss. There are several providers such as iDrive and Backblaze, but it’s a good idea to shop around.

Phising is an attempt to gain sensitive information by posing as a trustworthy contact

This often comes in the form of a fake email in order to gain an urgent payment or personal information. At Virtual Pursers, we use G-suite and an anti-virus to mitigate these kinds of emails. Here are some points to remember when it comes emails:

  • Remember that email, on the whole, is completely insecure. Being the digital equivalent of a postcard, it’s easy for anyone to intercept and read. Never send anything commercially or financially sensitive via email, especially bank details, credit card numbers, etc.
  • Never, ever, click on any link in an email from an unknown source. Just one click can open you up to a considerable number of attacks, even if nothing seems to have changed/happened.
  • Do not open any attachments from anyone unless you are expecting them. Word docs and Excel sheets are especially risky, but viruses and other malicious code can be hidden in nearly any type of file, even images.
  • Be mindful of the email source, especially if a known contact suddenly says that they’re using another email account (personal, etc.) out of the blue. Always call to confirm.
  • Anyone’s email addresses can be spoofed (faked), so if a known contact suddenly sounds somehow different, then don’t be shy about checking that everything is ok and that it is them!

Data Leakage and hacking are two major problems in the modern-day working environment

There are a few simple ways to counteract these one of which is to use decent antivirus/security software. Whereas both Windows 10 and macOS are relatively secure, they’re both susceptible to spyware, viruses, etc. Even Macs, who people think are generally “virus-proof” out of the box, really aren’t. Installing good antivirus/firewall software is an absolute must for any laptop or desktop used in a professional capacity. Virtual Pursers prefer Norton, however there are alternatives such as Bitdefender, Kaspersky. Avast is the only trusted free software option.

Use two-factor authentication whenever you can 

This ensures that even if somebody gets hold of your credentials or passwords, they cannot log in to anything with additional security. There are various ways to do this and there are a few built in systems on some programs that send a code to your cell-phone, for instance.  Virtual Pursers use Yubikey’s, a physical USB key for both hardware and software access.

Be careful how you connect to WiFi networks and use a VPN where possible

Never, ever, connect to an insecure public WiFi network that does not require a password. If you have to connect to any network outside of your own trusted office or home network, then it’s vital that you use a VPN or “Virtual Private Network.” VPN services create a secure data “tunnel” from your device, directly through to another secure server elsewhere in the world. This makes you a whole lot more secure and prevents anyone from intercepting your data. There are several options out there, but ExpressVPN is a recommended one as they’re fast, reliable, and they offer apps for all major platforms that make it very, very easy to setup. 

Always stay updated to the latest version or the operating system

The moment a new version comes out, an army of both good and bad hackers try breaking into it. As soon as they find vulnerabilities, believe it or not, the good guys tell either Apple or Microsoft before the bad guys can exploit them, and patches and updates are released straight away.

G-Suite, the ideal Cloud-based ecosystem for Cyber Security in the Super Yachting World

Not only highly recommended, but Virtual Pursers prefer this robust cloud computing platform because of the archiving and collaborative abilities. G-Suite makes it extremely easy for both in-house and external clients to share and contribute. It’s also a reliable environment to keep all your documents, files, email attachments, etc. With G Suite data is kept away from local devices and potential cyber security threats. 

Cyber Security Regulations to be in place by 1 January 2021

With the assistance of International Maritime Organization, vessels can mitigate threats by adhering to the Guidelines on Maritime Cyber Risk Management. The recommendations are complementary and can be easily incorporated into existing risk management processes. By 1 January 2021, The Maritime Safety Committee require all administrations to ensure that cyber risks are appropriately addressed in existing safety management systems (as defined in the ISM Code).

We understand the risk of Cyber Security in the Super Yachting World so you can rest assured knowing that your safety is our top priority. Virtual Pursers – The future of seamlessly, effortlessly, and efficiently navigating yacht administration. For more information contact [email protected] or call +44 203 514 0413. 

 

Stress and Time Management for Yachting Professionals

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Stress and Time Management for Yachting Professionals

In the unpredictable and fast-paced world of yachting, it is critical for Crew to maintain a healthy work-life balance. Failing to do so will result in stress, burnout and a potential safety hazard. Stress and time management are essential when operating a vessel. However, stress is unavoidable when Pursers, Captains and Senior Crew find themselves overwhelmed by the ever-increasing yachting pressures.

No rest for the wicked

The human body needs rest to refuel and reenergise, similar to the need for food to function. “No” is not a word in the yachting vocabulary – anything and everything is possible. To go the extra mile, Pursers, Captains and Senior Crew often reprioritise for the sake of the Charter. Overtime becomes a harsh reality, forcing crew to falsify information regarding hours of work and rest.

In accordance to the MCL 2006, the minimum hours of rest for all seafarers are:

  • A minimum of 10 hours in any 24 hour period
  • A minimum of 77 hours in any seven day period

This is laughable to some crew as the minimum is a far reach on trips with demanding Charters and Owners.

Stress, a familiar friend

Lack of sleep, guest expectations, yachting administration, overtime, these are just some of the pressures associated with running a vessel. Due to the nature of the job, stress is a familiar friend for most Yachtie’s. Other than being extremely dangerous, stress also severely impacts mental health and concentration, hindering productivity and wellbeing. Not knowing how to deal with these pressures will result in a snowball effect and an inevitable downward spiral.  

Unlike any other occupation

ISS Captains Committee have identified a few problematic characteristics associated with crewing on a yacht. These unique features include

  • Living in an environment that must appear to be “perfect” at all times,
  • A lack of empathy from shore support network i.e. misdirected envy from loved ones, not understanding the yachting environment/pressures.
  • Demanding physical and mental working conditions,
  • Long hours of work creating high levels of stress and fatigue, and
  • Employment insecurity where the slightest perceived failure can result in being dismissed on a whim with all the attendant stress.
Simple changes to assist with Stress and Time Management

Virtual Pursers are the ideal shore-side solution to restore a healthy work environment. This is achieved through relieving pressure from Captains and Pursers who are unable to get through their daily administration. With 20 years combined industry experience, the team know first-hand the trials and tribulations associated with yachting. Virtual Pursers understand yachting pressures and offer a simple solution for stress and time management. It’s ok to hand over work that can be easily outsourced. In doing so, valuable time is freed up for both the Captain and Purser to focus on running the vessel. Together, Virtual Pursers and the vessels crew can work towards achieving the ultimate goal of keeping the client happy. It’s a win-win situation.

Virtual Pursers – The future of seamlessly, effortlessly, and efficiently navigating yacht administration. For more information contact [email protected] or call +44 203 514 0413.

Crew Portal

The Future of Yachting Administration

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The Future of Yachting Administration

The Purser you’ll never lose.

It’s an industry reality that a Purser’s career comes to a standstill when wanting to start a family. The unfortunate trend of wasting years of experience when moving life ashore is responsible for the birth of Virtual Pursers.

With over twenty years combined industry experience, the founders of Virtual Pursers identified a gap in the market for seamless yachting administration and sailed full steam ahead.

Coronavirus has revolutionized the workspace, forcing businesses into uncharted waters. Working 9-5 from an office is ancient history and businesses need to adapt or they will capsize. With the technology available today, working remotely is now considered the “new normal” and with it comes endless opportunity. Virtual Pursers have in turn revolutionized the yachting industry by offering practical, innovative and relevant shore-side solutions through reducing overheads and retaining skilled staff – introducing concepts such as “The Purser you’ll never lose”.  

Effortlessly and efficiently navigating yachting administration.

The team at Virtual Pursers used Lockdown to their advantage, concentrating all efforts to develop a thoroughly detailed business model. Adopting the EOS business model, Virtual Pursers have implemented development tools that businesses usually only consider years down the line. The forward-thinking model, focuses on instilling values that create a positive, growth orientated atmosphere both personally and professionally, all while maintaining job satisfaction and enjoyment.  

With seamless integration at the forefront, Virtual Pursers have ensured user friendly processes that are legally compliant. Having worked with different personalities, Virtual Pursers are aware of the importance to not have a one-size-fits-all approach. With access to numerous platforms, the team are able to tailor their business relationships to the Captain or Senior Crew’s preferences. Understanding the risks and concerns associated with virtualization, the team have made cyber security a top priority, working specifically with Gmail, Outlook, Yubikeys, Macs and Norton Anti-Virus Software.

The ideal solution for yachts ranging from 40 – 65 meters

Virtual Pursers are an ideal solution for yachts that need a Purser but are unable to accommodate a Purser onboard. The expert team are readily available and can easily fulfill the role of a Purser virtually from anywhere in the world. Alternatively, the team can also relieve pressure from Pursers who find themselves overwhelmed during the busy seasons, or whilst dealing with guests on board. From experience, Virtual Pursers are oh so familiar with the pressure associated with yachting administration as well as the importance of stress and time management. Sometimes there aren’t enough hours in the day.

Trusted and experienced yachting professionals

Our services fulfill the role of a Purser, just virtually. Without overhead costs, the experienced and knowledgeable team will free up time for you to attend to guests and to focus on running the yacht.  Whether it be a once-off project or monthly service, Virtual Pursers alleviate stress by taking care of excess yachting administration by allowing ALL vessels access to a Purser service no matter the size of the vessel or the extend of the need.

Crew Portal

Virtual Pursers – The future of seamlessly, effortlessly, and efficiently navigating yacht administration. For more information contact [email protected] or call +44 203 514 0413.