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.
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.
Before diving into how to write commitments, let’s define the three key areas:
These commitments must be clear, measurable, and integrated into the safety policy to demonstrate the accountable executive’s leadership.
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.
“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.”
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.
Compliance with regulatory standards is non-negotiable in aviation. A clear commitment to compliance reassures regulators that the organization prioritizes legal and safety obligations.
“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.”
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.
SMS cannot function without adequate resources. A commitment to resource allocation demonstrates that the organization prioritizes safety through tangible investments.
“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.”
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.
The commitments should be part of a cohesive safety policy that reflects the organization’s safety vision. Here’s how to integrate them effectively:
Safety Policy Statement
“Our organization is committed to the highest standards of aviation safety through a robust Safety Management System. We pledge to:
Signed: [Accountable Executive’s Name], CEO
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.
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:
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.
Commitments are only as strong as their execution. Accountable executives must translate words into actions to demonstrate SMS compliance.
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.
New safety managers face hurdles in training staff on SMS, especially when engaging busy executives. Here’s how to address them:
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.