Safety Communication Plan Template

Planning Effective SMS Communications

Provided by SMS Pro — Enhancing Safety Messaging

Introduction

The Safety Communication Plan Template assists aviation Safety Management System (SMS) coordinators in planning and executing effective safety communications. Aligned with ICAO Annex 19, FAA 14 CFR Part 5, and EASA Part-ORO, this template outlines communication objectives, channels, frequency, and responsibilities to ensure clear, consistent safety messaging. Use it to improve transparency, engagement, and safety culture. For advanced SMS tools, explore SMS Pro’s solutions.

Purpose of the Plan

Effective communication is critical to SMS success, ensuring stakeholders understand safety policies, report hazards, and stay informed about safety performance. This plan helps coordinators address communication gaps and promote a proactive safety culture.

Key Objectives

  • Raise Awareness: Educate employees about SMS processes and benefits.
  • Encourage Reporting: Promote hazard and incident reporting through clear channels.
  • Build Trust: Foster transparency with regular, honest communication.
  • Ensure Compliance: Meet regulatory requirements for safety communication.

Tip

Tailor messages to your audience (e.g., pilots, ground crew) to ensure relevance and engagement.

Communication Strategy

A well-defined strategy ensures safety messages are clear, timely, and reach the intended audience through appropriate channels.

Steps to Develop the Strategy

  1. 1. Identify Stakeholders

    List all groups (e.g., employees, leadership, unions, regulators) and their communication needs.

  2. 2. Define Messages

    Craft key messages, such as SMS benefits, reporting procedures, or safety updates.

  3. 3. Select Channels

    Choose communication methods (e.g., email, posters, meetings) based on audience preferences.

  4. 4. Set Frequency

    Determine how often to communicate (e.g., weekly, monthly) to maintain engagement without overload.

  5. 5. Assign Responsibilities

    Designate team members to create, deliver, and monitor communications.

Common Pitfalls

  • Using one-size-fits-all messaging, reducing relevance.
  • Overloading stakeholders with too frequent communications.
  • Failing to measure communication effectiveness.

Example

An airline used monthly safety newsletters and SMS Pro dashboards to share incident trends, increasing hazard reporting by 20%.

Communication Plan Table

Use the table below to document your SMS communication plan, including audience, message, channel, frequency, and responsible party. Editable fields are highlighted in yellow.

Audience Key Message Channel Frequency Responsible Party
All Employees Importance of hazard reporting Email, SMS Pro app Monthly Safety Manager
Pilots Fatigue reporting procedures Briefings, posters Quarterly Chief Pilot
Ground Crew Safety near aircraft Toolbox talks Weekly Operations Supervisor
Leadership SMS performance metrics Dashboard, meetings Monthly Safety Director
         
         

Tip

Review the plan quarterly to adjust messages or channels based on feedback and SMS performance.

Implementing and Monitoring the Plan

Effective implementation and monitoring ensure the communication plan achieves its objectives and adapts to changing needs.

Implementation Steps

  1. 1. Develop Content

    Create clear, concise messages tailored to each audience, using visuals where possible.

  2. 2. Distribute Communications

    Use selected channels (e.g., SMS Pro app, emails) to deliver messages on schedule.

  3. 3. Train Communicators

    Educate responsible parties on delivering consistent, engaging messages.

  4. 4. Engage Stakeholders

    Encourage feedback through surveys or meetings to refine messaging.

  5. 5. Monitor Effectiveness

    Track metrics like reporting rates or survey responses to assess impact.

Monitoring Tools

  • SMS Pro analytics for reporting trends.
  • Employee surveys to gauge message reception.
  • Feedback forms in the SMS Pro app.

Success Story

An airport used weekly safety briefings and SMS Pro notifications to reduce ground incidents by 15% in one year.

Next Steps

  • Identify Stakeholders: List all audiences and their communication needs.
  • Complete the Plan: Fill out the communication plan table with tailored details.
  • Implement Communications: Use SMS Pro to deliver messages efficiently.
  • Monitor Impact: Track metrics and gather feedback to refine the plan.
  • Explore Resources: Visit asms-pro.com for more tools.

Additional Resources

  • ICAO Doc 9859: Safety Management Manual.
  • FAA AC 120-92B: Safety Management Systems for Aviation Service Providers.
  • EASA Easy Access Rules for Air Operations (Regulation (EU) No 965/2012).
  • SMS Pro Blog for communication tips.

Tip

Use success stories in communications to demonstrate SMS impact and motivate stakeholders.

For more tools and SMS solutions, visit asms-pro.com.
© 2025 SMS Pro. All rights reserved.