In my conversations with dry bulk owners and technical managers, one theme surfaces time and again: vessel documentation remains one of the most time-consuming parts of the job. When information is spread across disconnected systems, even simple updates can lead to confusion and delay.
I recently had the opportunity to moderate the panel discussion, How Leaders Are Streamlining Vessel Information to Drive Safer, More Efficient Operations, with Marc Radulovic, Senior Fleet Operator at Star Bulk, and Klaus Grøndal, Global Vetting Manager at OSM Thome, where this challenge, and how the industry is solving it, took center stage. Both organizations have taken steps to modernize how they manage vessel information with Veson Nautical’s Q88 Dry — a cloud-based solution that centralizes vessel certificates, questionnaires, and inspection reports, connecting ship and shore teams through a single, standardized workspace.
During this discussion, three consistent themes emerged: clearer communication between ship and shore, reduced administrative pressure, and greater confidence in the data driving daily decisions.
1. Strengthening ship-to-shore coordination
Both panelists agreed that communication challenges often stem from fragmented data. When vessel particulars and certificates are managed across different systems, teams spend valuable time ensuring information is complete and consistent. For organizations operating across multiple time zones, this can make coordination especially complex.
As Klaus explained, accessibility is key to keeping teams aligned across regions: “Shipping is a global entity. You have people sitting in Stamford, here in Norway, maybe Singapore. Having Q88 centralized allows easy access for all.”
Marc added that clear communication between ship and shore also reduces unnecessary strain on crews. During busy port calls, for example, captains can focus on safe operations rather than responding to repeated information requests. That shared visibility helps maintain smoother communication, fewer bottlenecks, and a more coordinated workflow between onboard and office teams.
“It’s important to make sure everyone understands why the system is being used and what value it brings. When people see that it prevents errors and keeps us operating smoothly, the buy-in follows naturally.”
– Marc Radulovic, Senior Fleet Operator at Star Bulk
2. Reducing administrative burden to refocus on readiness
A second key theme from the discussion was the value of speed and simplicity when responding to chartering or documentation requests. Both speakers emphasized that fast, accurate access to information has a direct effect on commercial and operational performance.
Klaus explained the competitive advantage this creates: “The one that can provide the correct documentation in a speedy manner actually has the biggest chance of getting the vessel fixed. End of the day, this is about supporting the business.”
Marc shared how grouping key certificates helps streamline information-sharing between departments and with external partners: “We’ve created groups within Q88 — what we call trading certificates. It’s anywhere from 15 to 20 specific certificates that our chartering team will need to pass along to our counterparties, as opposed to the 50 or so certificates that are stored in Q88.”
Both examples reflected how simplifying and organizing vessel data in Q88 Dry can reduce repetitive work and make collaboration between commercial and operational teams more efficient. The conversation highlighted that better data management isn’t only about saving time; it’s about ensuring teams can act quickly and confidently when opportunities arise.
“Even though humans make mistakes, the system [Q88 Dry] helps us catch them early. It’s a very effective tool for reminding us what’s coming due and keeping the whole organization aligned.”
– Klaus Grøndal, Global Vetting Manager at OSM Thome
3. Building confidence and consistency across stakeholders
The final takeaway from the discussion focused on building trust, within the organization and with external partners. Consistency of data, the panelists agreed, plays a major role in ensuring that information shared with charterers, class societies, and regulators is always accurate and up to date.
“The last thing you want is to send a certificate that’s expired,” Marc shared. “Having a system that shows what’s current and alerts you when something needs updating just makes everyone’s job easier.”
When sharing advice to organizations getting started, Marc also emphasized the importance of encouraging early adoption, noting that success depends on shared accountability:
“It’s important to make sure everyone understands why the system is being used and what value it brings” he added. “When people see that it prevents errors and keeps us operating smoothly, the buy-in follows naturally.”
Echoing the theme of shared responsibility, Klaus explained that automated alerts help ensure nothing slips through the cracks. “Even though humans make mistakes, the system [Q88 Dry] helps us catch them early. It’s a very effective tool for reminding us what’s coming due and keeping the whole organization aligned,” Klaus said.
Together, their perspectives underscored that confidence in vessel documentation goes beyond accuracy alone, building on shared visibility, collective responsibility, and the assurance that every stakeholder is working from the same reliable information.
Measuring the impact of your fleet
As I reflect on this discussion, the throughline is clear: when information flows seamlessly between ship and shore, performance improves everywhere else. Teams spend less time reconciling data and more time focused on safety, readiness, and efficiency.
To help dry bulk professionals evaluate the potential impact, Veson’s Vessel Documentation Efficiency Calculator estimates how much time your team could save by moving away from manual, disconnected processes. In just a few minutes, you can see how those hours translate into measurable operational value.
