The structural and behavioural challenges facing maritime companies require practical, achievable steps rather than wholesale replacement. The following recommendations outline how organisations can strengthen digital foundations while preserving operational continuity.
As discussed throughout this report, the challenges maritime companies face with systems and data are mainly structural and behavioural rather than technical. Effective digital tools are widely available across the industry, and most organisations have invested in them.
Despite this, commercial and operational decisions continue to rely on fragmented tools with information spread across inboxes, spreadsheets, and disconnected systems.
Progress does not require an entire system replacement. Organisations that make active progress focus on strengthening foundations by clarifying responsibilities, connecting existing workflows, and ensuring information is trusted and reusable.
Four recommendations have been identified to help shipping companies move from fragmented operations toward future-ready digital foundations.
01 PRIORITISE INTEGRITY OF DATA
Fragmentation means that important information is inconsistently stored across systems, inboxes, and spreadsheets, and is lost among employees. Treating data as an important business asset means establishing who should be accountable for it.
When this responsibility is clear, teams spend less time finding data and more time using it with confidence. This approach allows organisations to learn from past voyages, respond quickly to issues, and adapt systems over time without restarting processes.
Without this approach, fragmentation can become a systemic issue regardless of how many new tools are introduced.
02 STOP LETTING INBOXES ACT AS SYSTEMS OF RECORD
Email is a tool that will likely always be part of shipping, but it is not where operational truth is stored.
When key decisions are lost in inboxes, teams rely on memory and judgment to determine the correct course of action. Over time, this creates rework and confusion, particularly when decisions need to be reconstructed under high pressure.
Moving key operational records out of email and into shared systems reduces this burden and improves accountability. The objective is not to reduce communication, but to ensure that communication supports the operational record rather than replacing it.
03 STRENGTHEN FOUNDATIONS BEFORE ADDING INTELLIGENCE
Advanced tools and systems can only truly deliver value when the data which informs them can be trusted. When information is incomplete or inconsistent, these tools do not work to their full potential.
Rather than introducing advanced tools atop weak foundations, companies should focus on getting the basics right. This includes establishing shared definitions, reliable data capture, and a consistent view of operations across teams.
Once the foundations are in place, advanced tools become easier to deploy and more effective. Strong foundations turn technology into support rather than another source of operational friction.
04 IMPROVE WHAT EXISTS BEFORE TRYING TO REPLACE IT
Most shipping companies wish to avoid disruption to daily operations. The system changes that work tend to be slow-paced and targeted. By focusing on areas that cause the most daily friction, organisations can make recognisable improvements without disrupting operations.
Involving operational teams in the change process can build confidence and trust in new tools. Over time, these small improvements create a stronger digital setup.
These recommendations do not require new platforms or a deep level of transformation. They require clearer responsibility, better use of existing tools, and a commitment to improving how work actually gets done.
Modernising digital foundations in shipping is about making daily operations easier, decisions clearer, and organisations more confident in the information they rely on. Aiming to establish strong foundations allows shipping companies to reduce risk today while preserving flexibility for the future.
Download ‘Future-Ready Shipping: The importance of strong digital foundations’ commissioned by Sedna, and discover how shipping companies can move from fragmented, inbox-reliant workflows to resilient, data-driven operations.
