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Port Agency Operations Survey
You manage port calls. We want to understand how, not sell you anything (yet). Takes 5 minutes.
Your Workflow
When a shipowner appoints your agency, how do you receive the initial instructions?
*
When a shipowner appoints your agency, how do you receive the initial instructions?
A
Email with full details (vessel, ETA, services needed)
B
Email or WhatsApp with just the vessel name and ETA
C
Phone call only
D
It varies — there's no standard
How do you currently prepare a Proforma Disbursement Account (DA)?
*
How do you currently prepare a Proforma Disbursement Account (DA)?
A
Excel template I built
B
I type it from scratch each time
C
Software generates it automatically
D
Other
How long does a Proforma DA typically take you?
*
How long does a Proforma DA typically take you?
A
Under 30 minutes
B
30 min – 2 hours
C
More than 2 hours
How do you track which services are completed vs. pending during a port call?
*
How do you track which services are completed vs. pending during a port call?
A
Experience / mental tracking
B
Handwritten notes or whiteboard
C
Excel checklist
D
Specialized software
E
We don't formally track it
How long after departure do you typically close the Final DA?
*
How long after departure do you typically close the Final DA?
A
Same day
B
1–3 days
C
1 week or more
Your Biggest Frustrations
What's the most time-consuming part of a port call for your team?
*
What's the most time-consuming part of a port call for your team?
A
Preparing the Proforma DA
B
Chasing approvals from owners/operators
C
Coordinating services in real time
D
Invoicing and closing
E
Filing customs and immigration documents
What mistake happens most often?
*
What mistake happens most often?
A
Wrong quantities on the invoice
B
A service was done but not billed
C
Documents sent late or to the wrong person
D
Missing a service the captain requested
E
Communication breakdown with the vessel
Has your agency ever lost money or a client due to an operational error?
*
Has your agency ever lost money or a client due to an operational error?
A
Yes — lost revenue
B
Not money, but lost a client
C
No — we haven't
D
I'd rather not say
If you could eliminate ONE thing from your workflow, what would it be?
*
What tools does your team use day-to-day? (select all that apply)
*
What tools does your team use day-to-day? (select all that apply)
Excel / Google Sheets
Email (Gmail, Outlook
WhatsApp
Specialized port agency software
Paper / physical records
How satisfied are you with your current setup?
*
How satisfied are you with your current setup?
A
Very satisfied — it works fine
B
It works but wastes time
C
It's a constant headache
D
We're actively looking for something better
About You
Helps us benchmark your answers against similar agencies.
How many port calls does your agency handle per month?
*
How many port calls does your agency handle per month?
A
1-5
B
6-15
C
16-30
D
30+
How large is your operations team?
*
How large is your operations team?
A
1–2 people
B
3–5 people
C
6–10 people
D
10+
What region do you operate in?
*
What region do you operate in?
A
Caribbean / Latin America
B
North America / Gulf of Mexico
C
Europe / Mediterranean
D
Middle East / Africa
E
Asia-Pacific
F
Other
Would you be open to a free 2-week trial of port agency management software?
*
Would you be open to a free 2-week trial of port agency management software?
A
Yes - contact me
B
Maybe - send me more info
C
No, thanks
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