Tips and tricks to streamline and organize crew clothing inventory
Uniform inventory — one of the most tedious yet weirdly satisfying stew organizational tasks. Sorting, folding, labeling and logging every piece can be quite a process, but it always feels like such an accomplishment once you can mark it off your seasonal checklist. The first uniform inventory when you join a new vessel is the hardest, especially when the previous stews took a different organizational approach. Once you power through and set up your system, the next time around is always much easier, provided you keep up with it diligently. Here’s how I make the whole process efficient, aesthetically pleasing and easy to maintain.
Keeping quantities up to date in between your routine inventories is crucial to managing costs and maintaining your stock, meaning the software you choose can be the make-or-break for a properly functioning inventory. If it’s clunky, confusing or difficult to use, regular updates become a chore that gets delayed and throws off your counts. You can always go with a nicely organized Excel spreadsheet, but there are some great apps out there that save you from setting up the template and make day-to-day management easier.
Yacht Logic is a powerful yet usable app that manages uniform inventory (and quite literally every other aspect of the vessel!). Another popular option is an app called Sortly. Whichever program you choose, make sure you add photos of each item and describe the color, embroidery/printing placement and size, and any other unique details about the item. It’s also helpful to include the model numbers and color names from the manufacturer to make future orders easier. Try several options but choose the software that you find the easiest to use while giving you the results you want.
I’ve found that using printed labels instead of the classic handwritten-Sharpie-on-masking-tape method makes things so much neater looking — plus you can fit a lot more info on there. I use printable two-by-four-inch shipping labels and the Avery Design and Print website to type in the info on the pre-made templates. To indicate quantity of items in the stack, your trusty label maker is the way to go because it makes it super simple to update — just slap a new one on top when you pull or add uniforms to the backstock. It can take some time to create the labels initially, but no more time than what you’d spend writing by hand.
I also like to use a color-coding system with little sticker dots on the outside of the uniform bins to indicate men’s/women’s/guest giveaway and on/off charter. The stickers make it so much easier to find what you need in a hurry down in a dark, cramped bilge, because you know there will be a deckhand whose pants suddenly don’t fit an hour before the guests are due to arrive. Plus, this little extra touch is super helpful if someone who isn’t familiar with the entire system needs to find something. Just don’t forget to post a guide nearby for which color means what.
Another system I love for labeling already-issued uniforms is called Snappy Tags. They’re small round removable snaps that you can attach to just about any flexible textile. These tags are way quicker to install and more durable than hand-sewn colored threads or those iron-on labels that always seem to fall off and stick inside the dryer. And they’re easy to switch out unlike permanent fabric pens. Plus, they’re reusable and fully customizable and aren’t uncomfortable to wear since they’re so small and flat. We also use them to mark laundry bags, towels and even accessories.
Integrating all these tips and tricks for uniform inventory has made such a difference on my boat because everyone knows to expect consistency, accuracy and ease of use from the systems we have in place. Having good structure in the interior department prevents problems by managing the team’s expectations, which is key to being a good leader.