SMS Key Element No. 7: Management of Change

Why Management of Change is Your First Line of Defense in Aviation Safety

Not all risks make a dramatic entrance. Some creep in unnoticed through the cracks of everyday operations; a new route, a change in some operational software, or even a transition in leadership. These "minor" adjustments may appear harmless, but in aviation, even the smallest change can lead to unexpected consequences. So, how can you protect your operation from these hidden risks before they escalate? 

That’s where Management of Change (MOC) takes the spotlight. It’s not just a box to check, it’s your proactive shield against the unknown. Let's dive into how MOC works within your Safety Management System, why it’s essential, and how it can help you stay ahead of change, not behind it.

Why Change Needs a Process

Change happens constantly. New aircraft, updated SOPs, different vendors, onboarding new pilots, restructuring your flight schedule. Each of these moves can introduce unexpected safety concerns, often in subtle ways.

Without a clear Management of Change (MOC) process in place, changes are often made without fully understanding their impact. A team might revise a workflow, unaware that it will disrupt another team’s procedure. A new aircraft is added to the fleet, but no one takes the time to double-check its performance capabilities for the routes it will fly. A scheduling tool is updated, and suddenly, duty hour tracking is slightly off, increasing the risk of fatigue.

"Proactive review turns potential hazards into well-managed operations."

An effective MOC process allows you to evaluate the risks any change might introduce, identify who will be affected, determine what needs to be communicated, and, most importantly, catch potential issues before they become bigger problems. By embedding MOC into your Safety Management System (SMS), you shift from a reactive culture to a proactive one. Instead of constantly putting out fires, your team can anticipate and address risks before they escalate.

Where Management of Change Breaks Down

Many failures in change management stem from good intentions but poor execution.

Operators often assume that small changes don’t require review. A software change, a dispatch process tweak, or a new charter contract might seem insignificant at first. However, over time, these small, unvetted decisions can snowball, creating layers of operational exposure. These oversights are rarely intentional; they often happen due to time pressures and fragmented communication.

Another common issue is when the MOC process is treated as an afterthought. In this case, safety teams review potential risks only after changes have already been implemented, making it harder to introduce mitigations. At this stage, rather than managing change, your team is scrambling to manage the consequences of decisions that were already made.

Lastly, when stakeholders aren’t involved in the change process, decisions are often made in silos. Teams may roll out updates without consulting those who will actually be affected by them. This leads to frustration, disengagement, and, ultimately, operational issues that could have been caught earlier in the process.

What Effective Change Management Looks Like

Effective management of change begins before any new process is implemented or system goes live. It’s about proactively assessing who will be impacted, what procedures need updating, and whether additional mitigations are required. A strong MOC process doesn’t just react to change, it anticipates it.

A proposed change should always trigger an automatic risk review, ensuring that every potential hazard is carefully evaluated before the change is made. Stakeholders from all affected departments must be notified and actively involved in the process, ensuring that no aspect of the change is overlooked. Hazards are identified through structured, systematic criteria, allowing for an objective understanding of what risks may arise.

Once hazards are identified, mitigations are developed and communicated to all relevant parties. These mitigations are tracked throughout the implementation phase to ensure they are effective and applied consistently. After the change is rolled out, it’s crucial to verify that the implementation aligns with the initial goals, and that any residual risks are fully acknowledged and documented for future reference.

"Equally important, this process must be intuitive and accessible to those responsible for initiating changes, not just the safety team."

Equally important, this process must be intuitive and accessible to those responsible for initiating changes, not just the safety team. If submitting an MOC request feels simple and streamlined to managers, they will adopt it. But if it’s too complex or difficult to navigate, they may delay or skip it altogether, and by that point, it may be too late to prevent unintended consequences.

Top-performing operators make this MOC review a part of their everyday operations. They conduct briefings before changes are implemented, and follow-up reviews after the fact, constantly updating their safety picture based on what they’ve learned. This proactive approach ensures that their operations remain agile, responsive, and safe.

Final Thought

As your operation grows and evolves, change management becomes increasingly critical. But managing change doesn’t have to slow you down. When done right, it helps your team move forward with confidence without hesitation or second-guessing.

Management of change is how modern operators protect their safety margins in fast-paced, dynamic environments. It ensures decisions are well-informed, impacts are anticipated, and safety never gets overlooked.

If your current MOC process feels informal, inconsistent, or struggles to keep up with your operation, it’s time to close the gap.

Book a demo or start your free trial to see how RISE brings structure, clarity, and efficiency to change management within your SMS.