Training staff on Safety Management System (SMS) concepts can be a daunting task for new aviation safety managers, especially when guiding accountable executives—senior leaders responsible for SMS oversight.

A critical component of SMS is the safety policy, which includes clear commitments to continuous improvement, compliance, and resource allocation. These commitments, endorsed by the accountable executive, signal an organization’s dedication to safety and regulatory adherence, as mandated by the International Civil Aviation Organization (ICAO) and national authorities like the FAA or EASA.

This evergreen article provides aviation safety managers with a step-by-step guide on crafting impactful SMS commitments for accountable executives. With practical examples and actionable tips, this resource will help you create a safety policy that fosters a robust safety culture, supports compliance, and ensures resources are allocated effectively. Whether you’re a new safety manager or an executive seeking clarity, these strategies will simplify SMS training and strengthen your organization’s safety framework.

Why Aviation SMS Commitments Matter

In aviation, a Safety Management System is a structured approach to identifying hazards, assessing risks, and implementing risk controls to prevent incidents. The safety policy, a cornerstone of SMS, outlines the organization’s safety objectives and commitments. For accountable executives—typically the CEO, COO, or a designated senior leader—these commitments are not just words on paper. They demonstrate leadership, accountability, and a proactive stance on safety risk management.

Commitments to continuous improvement, compliance, and resource allocation are particularly critical. They assure regulators, employees, and stakeholders that safety is a priority, backed by actionable measures. For new safety managers, teaching these concepts to staff and executives can be challenging without a clear starting point. This article breaks down the process of writing these commitments, with examples to guide you.

Understanding the Three Key Commitments

Before diving into how to write commitments, let’s define the three key areas:

1. Continuous Improvement: A pledge to regularly evaluate and enhance SMS processes, such as hazard reporting, risk assessments, and safety performance monitoring, to adapt to new challenges and technologies.

2. Compliance: A commitment to meet or exceed all applicable regulatory requirements, such as ICAO Annex 19 or FAA Part 5, and to align SMS with industry best practices.

3. Resource Allocation: A promise to provide sufficient financial, human, and technological resources to support SMS implementation, including training, software, and safety personnel.

These commitments must be clear, measurable, and integrated into the safety policy to demonstrate the accountable executive’s leadership.

Step 1: Craft a Commitment to Continuous Improvement

Continuous improvement ensures the SMS evolves to address emerging risks and improve safety outcomes. A strong commitment to this principle shows regulators and employees that the organization is proactive and adaptable.

How to Write It

• Be Specific: Outline how continuous improvement will be achieved, such as through audits, employee feedback, or data analysis.

• Use Action-Oriented Language: Emphasize proactive steps, like “we will regularly review” or “we commit to enhancing.”

• Incorporate Measurable Goals: Reference tools like safety performance indicators (SPIs) or audit schedules to make the commitment tangible.

• Align with SMS Pillars: Tie the commitment to safety assurance and safety promotion, which focus on monitoring and improving safety processes.

Example Commitment

“We are dedicated to the continuous improvement of our Safety Management System. We will conduct quarterly SMS audits, analyze safety performance indicators, and incorporate employee feedback to identify and address gaps. Lessons learned from incidents and near-misses will drive updates to our procedures, ensuring our safety processes remain effective and responsive to emerging risks.”

Why It Works

This example is specific (quarterly audits, SPIs), action-oriented (“we will conduct”), and aligned with SMS pillars (safety assurance). It also emphasizes employee involvement, reinforcing a just culture.

Actionable Tip: Work with your safety team to define 3–5 SPIs, such as hazard report resolution time or training completion rates, to quantify continuous improvement. Share these metrics with the accountable executive to include in the commitment.

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Step 2: Develop a Commitment to Compliance

Compliance with regulatory standards is non-negotiable in aviation. A clear commitment to compliance reassures regulators that the organization prioritizes legal and safety obligations.

How to Write It

• Reference Specific Regulations: Mention ICAO Annex 19, national regulations (e.g., FAA Part 5), or industry standards to show awareness.

• Emphasize Proactive Compliance: Highlight efforts to exceed minimum requirements, such as adopting best practices or voluntary reporting programs.

• Address Accountability: State that the accountable executive oversees compliance efforts, ensuring alignment with SMS goals.

• Keep It Concise: Avoid legal jargon; focus on a clear, straightforward pledge.

Example Commitment

“We commit to full compliance with ICAO Annex 19, FAA Part 5, and all applicable aviation safety regulations. The accountable executive will ensure our SMS meets or exceeds these standards through regular audits, staff training, and proactive engagement with regulatory authorities. We will also adopt industry best practices to enhance safety beyond minimum requirements.”

Why It Works

This commitment names specific regulations (ICAO, FAA), emphasizes proactive measures (audits, training), and clarifies the accountable executive’s role. It also signals a forward-thinking approach by referencing best practices.

Actionable Tip: Create a compliance checklist based on your national civil aviation authority’s SMS requirements. Review it with the accountable executive to ensure the commitment reflects all regulatory obligations.

Step 3: Formulate a Commitment to Resource Allocation

SMS cannot function without adequate resources. A commitment to resource allocation demonstrates that the organization prioritizes safety through tangible investments.

How to Write It

• Specify Resource Types: Mention financial, human, and technological resources, such as budgets, staff, or SMS Pro software.

• Link to SMS Effectiveness: Explain how resources support SMS pillars, like safety risk management or safety promotion.

• Be Realistic Yet Ambitious: Acknowledge resource constraints but commit to prioritizing safety within available means.

• Involve Leadership: Highlight the accountable executive’s role in securing and approving resources.

Example Commitment

“We pledge to provide the necessary resources to sustain an effective Safety Management System. The accountable executive will allocate budgets for safety training, hazard reporting tools, and qualified safety personnel. We will invest in technology, such as data analytics platforms, to enhance risk management and ensure resources are aligned with our safety objectives.”

Why It Works

This commitment is specific (budgets, training, tools), links resources to SMS goals (risk management), and underscores the accountable executive’s leadership. It also addresses technology, a key enabler of modern SMS.

Actionable Tip: Conduct a resource gap analysis with your safety team to identify needs, such as additional staff or software upgrades. Present these findings to the accountable executive to inform the commitment.

Related Articles on Gap Analysis in Aviation SMS

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Step 4: Integrate Commitments into the Safety Policy

The commitments should be part of a cohesive safety policy that reflects the organization’s safety vision. Here’s how to integrate them effectively:

• Create a Unified Statement: Combine the three commitments into a single safety policy section, ensuring they flow logically.

• Keep It Accessible: Use clear, jargon-free language that all employees can understand, from pilots to ground crew.

• Get Executive Buy-In: Have the accountable executive review and sign the policy to demonstrate ownership.

• Communicate Widely: Share the policy through training sessions, posters, and digital platforms to ensure visibility.

Example Safety Policy Excerpt

Safety Policy Statement
“Our organization is committed to the highest standards of aviation safety through a robust Safety Management System. We pledge to:

• Continuously Improve: Conduct quarterly SMS audits, analyze safety performance indicators, and incorporate employee feedback to enhance our safety processes.

• Ensure Compliance: Meet or exceed ICAO Annex 19, FAA Part 5, and all applicable regulations through proactive audits and training, under the accountable executive’s oversight.

• Allocate Resources: Provide budgets, qualified personnel, and technology, such as hazard reporting tools, to sustain an effective SMS.
  The accountable executive endorses this policy and will lead its implementation to foster a just culture and protect our people, assets, and reputation.”

Signed: [Accountable Executive’s Name], CEO

Why It Works

This excerpt combines all three commitments into a concise, unified statement. It’s easy to read, emphasizes leadership, and aligns with SMS principles, making it ideal for training and regulatory audits.

Actionable Tip: Create a one-page infographic summarizing the safety policy, including the commitments, and distribute it to all employees during SMS training sessions.

Step 5: Support Training and Implementation

New safety managers often struggle to train staff on SMS concepts. The safety policy, with its commitments, can serve as a training cornerstone. Here’s how to use it effectively:

• Simplify for Staff: Break down the commitments into bite-sized concepts. For example, explain continuous improvement as “always finding better ways to stay safe.”

• Use Real-World Examples: Share stories of how hazard reports led to safety improvements or how compliance audits prevented incidents.

• Engage the Accountable Executive: Invite the executive to kick off training sessions, reinforcing their commitment to the policy.

• Monitor Understanding: Use quizzes or feedback forms to ensure staff grasp the commitments and their role in SMS.

Actionable Tip: Develop a 10-minute training video featuring the accountable executive explaining the safety policy and commitments. Host it on your intranet for easy access.

Related Aviation SMS Training Articles

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Step 6: Demonstrate Commitments Through Action

Commitments are only as strong as their execution. Accountable executives must translate words into actions to demonstrate SMS compliance.

• Continuous Improvement: Schedule regular SMS reviews and share outcomes with staff. For example, announce a new procedure inspired by employee feedback.

• Compliance: Participate in regulatory audits and ensure findings are addressed promptly. Document compliance efforts in meeting minutes.

• Resource Allocation: Approve budgets for safety initiatives and highlight these investments in company communications.

Actionable Tip: Publish a quarterly safety newsletter highlighting how the commitments are being met, such as a recent audit or a new safety tool purchase.

Overcoming Common Challenges

New safety managers face hurdles in training staff on SMS, especially when engaging busy executives. Here’s how to address them:

• Simplify Complex Concepts: Use analogies, like comparing SMS to a car’s maintenance system, to make commitments relatable.

• Prioritize Executive Involvement: Schedule brief, focused meetings to keep the accountable executive engaged without overwhelming their schedule.

• Leverage Technology: Use SMS Pro software to streamline training and track compliance, reducing the administrative burden on managers.

Conclusion: Build a Safety Culture Through Strong Commitments

Crafting commitments to continuous improvement, compliance, and resource allocation is a critical step in building an effective SMS. By following this guide, aviation safety managers can create a clear, actionable safety policy that empowers accountable executives to lead with confidence. The examples provided offer a blueprint for writing commitments that resonate with regulators, employees, and stakeholders.

For new safety managers, these steps simplify the process of training staff and engaging executives, making SMS concepts more accessible. Start by drafting a safety policy with your accountable executive, using the examples above as a guide. With clear commitments and consistent action, you’ll foster a safety culture that stands the test of time.

Call to Action: Ready to strengthen your SMS? Collaborate with your accountable executive to draft a safety policy today. Share this article with your team to kickstart discussions on SMS commitments and training.