We all know that refit season is no walk in the park. It’s a time when captains and crews face a barrage of challenges: staying on schedule, ensuring the quality of the work, keeping the crew engaged, and managing a budget. All of this, just so that when the day finally comes to cast off, everything is in perfect order for the season ahead. But let’s press rewind for a moment, because before you get to that point, there’s a long winter to navigate—and how you manage it will make all the difference.

Refit season is like laying the foundation for a smooth and successful season at sea. These months are crucial to ensure your vessel is in top condition, your crew is ready, and every detail has been checked off. So, how can you go through this phase with less stress?

Here’s how—straight from our most experienced project managers and seasoned captains who have been through this process countless times. Their suggestions will help you face the winter months with clarity and confidence.

1. Assess the equipment and infrastructure of the selected yard.
Ensure the shipyard has the necessary equipment and infrastructure to handle your vessel’s specific needs.

2. Evaluate the cleanliness and organization of the facility.
Pay attention to the cleanliness and organization of the facility—this often reflects how efficiently the yard operates and the quality of work they produce.

3. Verify the management’s experience with your vessel type.
Check if management has experience with your vessel type, so they can confidently handle any unexpected issues that arise.

4. Consider the proximity of high-end contractors.
Ensure the proximity of high-end contractors, which is crucial for completing repairs and installations to the highest standard while minimizing delays and avoiding long waiting times.

5. Look for dedicated crew facilities.
Make sure the yard offers dedicated spaces for the crew to rest or work during the refit—this will go a long way in maintaining morale throughout the season.

6. Create a realistic timeline with key milestones.
Start with a clear plan that outlines priorities and key milestones to keep everyone on track.

7. Establish regular check-ins with all stakeholders.
Prioritize consistent communication to catch issues early and ensure everyone stays aligned.

8. Define clear roles and responsibilities for the crew.
Keep your crew motivated by assigning them roles that match their skills and expertise.

9. Schedule quality downtime for the crew.
Ensure the crew has sufficient downtime, including shore leave, to prevent burnout during the busy season.

10. Implement ongoing quality checks during the refit.
Monitor the quality of work continuously to maintain high standards and catch any issues promptly.

11. Address budget constraints from the beginning.
Establish a clear budget early in the process to manage expectations and avoid costly surprises.

12. Develop a contingency plan for unforeseen issues.
Always have a backup plan in place for unexpected challenges that may arise during the refit.

13. Utilize project management software for real-time tracking.
Check if the shipyard uses software like Pinworks to manage every stage of the refit process. This can streamline operations and improve communication.

14. Ensure language proficiency.
Confirm that the management and team have a good level of spoken and written English to avoid any language barriers that could disrupt the workflow.

15. Foster a positive working environment.
Encourage a supportive atmosphere that motivates the crew and makes the refit process smoother.

16. Celebrate milestones throughout the refit.
Recognize progress and achievements along the way to keep spirits high.

17. Conduct inspections as tasks are completed.
Test systems and inspect work regularly, rather than waiting until the end, to ensure functionality and reduce last-minute pressure.

18. Encourage open communication among the team.
Promote a culture of transparency where team members can voice concerns or suggestions.

19. Prepare for a smooth departure with a final checklist.
As the departure date approaches, verify that all tasks are completed to ensure a seamless transition to the next season.

20. Evaluate post-refit performance.
After the refit, conduct a thorough evaluation of the process to identify areas for improvement for future projects.