As part of the flight operations regulations transition, operators have been working to implement new safety management and operational procedures. For many, that’s involved drafting, refining and submitting their manuals to meet the new requirements.
But submission is only one milestone in a much larger change.
If you’ve recently submitted your manuals or procedures, you might be asking what happens now? And how do you turn your documentation into safe, consistent day-to-day practice?
With the 1 December 2026 deadline approaching for safety management system (SMS) and human factors and non-technical skills (HFNTS) implementation, the focus is now shifting. It’s no longer just about what’s on the page – it’s about how it will work in your operation.
The next phase is taking those documented systems and embedding them into everyday operations, so they’re understood, used and delivering real safety outcomes.
Submitting your SMS is only the start
CASA’s Senior Flying Operations Inspector, Kevin McMurtrie says, ‘Operators do not need a complex system to make safety management effective. What matters is that senior management are actively involved in the SMS, personnel understand how to use it and are confident to report safety information. Personnel must use the system consistently and demonstrate that SMS activities including reviewing safety reports, controlling risks and communicating safety information, lead to real operational improvements.’
The challenge for many operators now is taking the procedures they have developed and turning them into something staff understand and use.
One of the first practical steps is implementing a reporting system.
Make reporting simple and usable
Operators should consider how hazards, incidents and safety concerns will be reported by staff. Is there an online reporting form? A dedicated email process? A reporting application?
In our SMS Safety risk management video, Kristy Ecimovic, former Aviation Safety and Quality Expert from the TOLL group says, ‘A smaller operator shouldn’t be afraid to use Excel or even a simple table in a Word document. Some of those old tools still work just as well as anything else.’
Build trust in reporting
Most importantly, employees need confidence that reporting is encouraged and concerns raised are reviewed and acted on. Safety reporting only works when people see value in participating.
Set up regular safety oversight
Another thing to consider is establishing a structured approach to safety oversight. For some organisations, this will mean creating a safety committee or formal safety review forum. This does not need to be overly complicated, particularly for smaller operators, but there should be regular discussions about safety performance, trends, identified hazards and risk controls. Meeting records and action tracking become important evidence that the SMS is active and functioning.
In our SMS Safety assurance video, Hugh McBain, Safety Officer and Flight Instructor from the Royal Victorian Aero Club, says, ‘Our audits take place on a 3, 6 and 12 month basis. We also look at things like a reduction in reports per 100 hours flown based on maintenance or a reduction in serious reports.’
Show your system works in practice
The focus now shifts from writing procedures to building behaviours, processes and a safety culture that people can see in action every day.
Peter Gash, Managing Director of Seair Pacific, reinforces this in our SMS Safety Promotion video. ‘To promote safety and safety promotion within our organisation, we make it very clear to staff that we have an SMS,’ he says. ‘They’re introduced to it as part of their induction, so they understand it straight away and get involved right from the beginning. We also have an open-door policy and are always ready to say, “I’m here to listen”.’
Submitting an SMS is an important milestone, but it’s only the starting point. The real test is whether the system is being used day-to-day to identify hazards, manage risks and support better safety decisions.
As the final transition deadline approaches, operators should be asking themselves a simple question: ‘If someone walked into the organisation tomorrow, could we demonstrate that our SMS and HFNTS systems are working?’
To learn more, visit the Flight operations regulations transition webpage.
