Part of operating a successful business of any kind is identifying the hazards and finding ways of preventing them. Sometimes these hazards in the maritime industry arise from sources outside of our control, like weather, but others arise from the way the workload is handled by both employees and management. One such hazard in the barge transportation business is pencil whipping.
What is Pencil Whipping and Why Does it Happen?
Pencil Whipping is a term used to describe the act of intentionally filling out or signing forms without ensuring that the tasks are done or the data is correct. This often happens with safety or compliance forms, maintenance checklists, inventory counts, or even training forms. Instead of meticulously checking that each task has been properly completed or looking up exact numbers, the employee might go through the day’s work quickly in their head and speed through the form, approximating the data based on what they remember seeing last.
When management finds out that this is happening, they might be quick to assume that the employees are lazy, and maybe even consider termination. But, a good barge crew is hard to find and pencil whipping does not automatically mean employees don’t care about their job.
The main reason pencil whipping occurs is because the workload is overwhelming and there are more pressing tasks waiting. Despite the importance of accurate data entry and compliance verification, it is easy to place filling out forms lower on the list of priorities than doing the actual barge maintenance. In short, most cases of pencil whipping are simply due to a lack of time.
How Pencil Whipping Puts Barge Operations at Risk
Regardless of the reason behind the pencil whipping, it is a behavior that can ultimately put barge operations and crew at risk. Below are some of the dangers presented when crew members are careless with data entry and form compliance.
Navigational and Identification Errors
In 2020, two towing vessels collided at a bend on the Mississippi River. The first vessel’s automatic identification system (AIS) broadcast showed its length at 72 feet, but the actual length of this two-barge tow was 672 feet. The second vessel broadcasted a length of 200 feet, but the actual length of the 40-barge tow was 1,600 feet. This collision could have been avoided if the data were entered and broadcasted accurately. While it is unclear whether this specific event was due to pencil whipping, it is easy to see how a simple incorrect form entry can cause a dangerous problem.
Improperly handled maintenance logs and inaccurate data can also lead to serious navigational discrepancies. Not only can they lead to barge breakaways and collisions; owners and operators can be found at fault if a barge mooring fails, meaning that they are liable for any damages a loose barge causes.
Equipment Failure
There are many forms essential for keeping up with equipment maintenance, ensuring the efficiency of a barge’s operations and functionality. When pencil whipping becomes common practice, it is easy for barge maintenance procedures to become lax and for minor equipment malfunctions to slip through the cracks. Over time, this can lead to bigger equipment failures, which are more expensive to fix and often more dangerous.
Regulatory Compliance Penalties
There are several inspection forms and log sheets required for regulatory compliance programs, like the Vessel General Permit (VGP) issued by the Environmental Protection Agency (EPA). VGP permits are required to legally discharge and operate barges in US waters. Failure to have permit coverage can result in severe civil and criminal penalties. Incorrectly filled out logs and inspections can lead to compliance issues.
If a VGP inspector finds a barge out of compliance, they also need to complete a corrective action assessment detailing the nature and cause of the problem and the actions taken to resolve it.
Crew Safety in the Maritime Industry
Many of the forms required for barge operations are directly or indirectly related to the safety of the people onboard. Some forms are specifically for checking that safety procedures are followed, including safety training for new crew. However, the forms that involve equipment and navigation also have an impact on whether or not the crew are in a safe environment and dangerous collisions are avoided. Ensuring that the crew is safe is imperative to barge transportation operations and proper form and data management is crucial for keeping operations safe for everyone.
Eliminate Pencil Whipping by Addressing the Causes
Pencil Whipping is usually a symptom of other problems. The best way to stop it is to address the underlying issues. There are a few ways to remind the crew how important accurate data and logging is and to equip them with the tools to work more effectively.
Be Aware of Employee Workload
A good employee will always strive to get their work completed, even when it is too much work. While their intentions might be good, it can be impossible to complete an unreasonable amount of work and still be thorough about every aspect. This is a simple choice between quality vs. quantity.
It can be helpful to sit down with barge employees or observe operations and find out if they have too much on their plate. If they do, it is likely that pencil whipping is occurring. Find out which processes can be automated or streamlined to make things easier on the crew.
Implement Random Inspections
One way to keep barge maintenance up to par is to implement random equipment inspections. Employees are likely to be more careful while completing checklists if they know that their work might be double checked at any moment. The maintenance logs might appear to be pristine, but a random inspection can unveil overlooked issues if any pencil whipping is going on.
Communicate the Importance of Accurate Data for Barge Transportation
During times when everything is going smoothly, it can be easy to forget that barge operations come with a lot of risk. This is when to remind crew members how crucial accuracy and diligence is to barge safety. Consider offering refresher training or rewarding them for regularly completing safety procedures.
Free Up Time by Streamlining Processes
One of the most impactful ways of eliminating pencil whipping in the maritime industry is to free up time. In this modern age, there are many options to upgrade to more efficient technologies in the barge transportation business.
Processes like navigation and cargo handling can be automated with the help of specialized software. Data entry and retrieval can be streamlined by replacing outdated spreadsheets with newer AI and big data tools. These tools can go a long way in freeing up time for barge transportation crews and mitigating mistakes that lead to dangerous conditions.
BargeOps Software for Streamlining Data Entry and Compliance
Implementing more efficient practices in the maritime industry leads to safer crews, reduced emissions, and more accurate data. We know how cumbersome it can be to fill out forms when there is other work to be done, which is why we offer software to help, such as:
- VGP Forms software specifically created to streamline the process of VGP compliance and ensure accurate reporting.
- Onshore Fleet Management software to automate the capture of activities like mid-streaming a barge into the fleet, keeping track of how long it’s in the fleet, and then invoicing the customer when it moves out of the fleet.
If you’re ready to leverage new technologies to make your barge operations more efficient, contact us today to set up a demo.
