SMS Training in Aviation: More Than a Box to Check, It’s the Backbone of Safety

Whether you document your Safety Management System (SMS) on a software program, Excel spreadsheets, Google Docs, napkins, or gum wrappers. No matter your method, there will always be a pain point — and in aviation, I’ve whittled it down to three things:

• Starting an SMS

• Taking over an existing SMS

• Revising one that “seems” to be working

  
  

What do all three have in common?

Training.

Yay!!! TRAINING!!! …Or is it more like: yay. training.

The Reality Check

Let’s take a quick pulse of the industry. According to a recent NBAA article on the 2025 Part 135 survey, training has emerged as the #1 challenge facing operators — up from 4th in 2023. That’s a loud signal. Right behind it? Understanding regulatory requirements. While the article is focusing on flight operations, I feel the need to focus on Safety Management System training itself as a real-world challenge for operators as well.

From my observations, SMS training is often an overlooked aspect of safety management, frequently treated as an afterthought. While initial efforts typically focus on the Safety Manager and frontline users, I see a lack of training in other areas. It's a common misconception that simply teaching employees how to submit a report fulfills the training requirement.

Let’s go a little deeper into the SMS rabbit hole...

Off-the-Shelf SMS Training: Easy, But Is It Effective?

Yes, you can purchase a web-based SMS training program that checks the required boxes — Safety Manager? Trained. Employees? Trained. Manuals? Written. Awesome, right?

Not so fast.

Your SMS Manual likely states that the Accountable Executive should have training. Department managers too. And not just “awareness” training, but functional knowledge:

• Emergency Response

• Risk Assessments

• Hazard Management

• SMS Processes

• Report Handling

  
  

How much of that is actually being delivered — and retained — in your current program?  More importantly: Is it company specific?

Most organizations focus heavily on getting reports into the system. And that’s important. But there’s a big difference between inputting data and building a culture where safety is understood, communicated, and constantly improved.

Important Questions for Every Role

Here’s where we need to get real.

Safety Managers – Did you know the full scope of training responsibilities when you took on the role? From building company specific content, coordinating sessions, documenting every step, and ensuring consistency across departments — it’s a lot.

Senior Leaders & Managers – How can a federally regulated program thrive without your input and engagement? SMS demands leadership involvement, visible support, and yes — regular training.

Accountable Executives – If you’re not financially and strategically backing your SMS, how is it supposed to get off the ground? Without visible commitment, even the best-designed program will stall out.

SMS Is a Living System — Not a Binder on a Shelf

Let’s zoom out.

A strong SMS isn’t built in a day — or in a conference room once a year. It’s built through repetition, relevance, and reinforcement. And that starts with training that’s:

• Tailored to your operation

• Integrated into onboarding and recurrent processes

• Designed to build confidence, not just compliance

  
  

It’s not enough to train the Safety Manager and call it good. Every employee, from frontline ramp agents to directors, needs to understand how safety management fits into their day-to-day role. That means building real-life scenarios and SMS workflows into training. Asking questions. Listening. Adapting. Following up.

So What’s Next? Start With What You Have.

I’m not going to point out the problem without giving you a path forward. Here are a few realistic, actionable ideas:

✓ Use What You Have – Do you already use CBT (computer-based training)? Great. Start there. Customize a module that explains your specific process for submitting safety reports.

✓ Create One Solid Training Program – Build one strong, initial SMS training program. Then trim it down for recurrent training. Include it in new-hire onboarding.

✓ Evaluate Your Gaps – Are you missing a slide deck? A walkthrough video? Maybe just a simple one-pager to explain how your reporting system works. Small resources can have a big impact.

✓ Ask Your Network – Other safety managers are almost always willing to share. Templates, checklists, even old PowerPoints — you don’t need to reinvent the wheel.

✓ Build Training Into Your Culture – Use department meetings, newsletters, even quick toolbox talks. Reinforce key SMS topics all year, not just during audits.

✓ Test it - Does your training work?  Have you randomly tested how personnel submit a report? Are managers active in the processes they have been trained on? Observing trends and having the users test those processes will shed light on where you need to improve your training.

The Bottom Line: Training Builds Culture

In aviation, safety is everyone’s responsibility — and SMS is the tool we use to manage that responsibility. But a tool is only useful if people know how to use it.

So don’t treat SMS training like a compliance checkbox. Treat it like what it really is: an investment in your people, your operation, and your future.

Because in this industry, we don’t just manage systems — we manage lives.

Let’s make sure everyone gets the training they need to do it right.