SMS Software as a Force Multiplier for Safety Advisors
- Michael Sidler
- 5 days ago
- 6 min read
SMS Software as a Force Multiplier for Safety Advisors is a practical way to describe how modern Safety Management System tools extend the reach, consistency, and effectiveness of safety professionals working in business aviation. Safety advisors and consultants have always played a critical role in helping operators design, implement, and sustain an SMS. What has changed is the scale and complexity of operations, regulatory expectations under FAA 14 CFR Part 5, and the volume of safety data that must be managed over time. SMS software allows advisors to focus less on manual administration and more on analysis, coaching, and risk-based decision support.
In business aviation, safety advisors often support multiple operators with different operational profiles, regulatory scopes, and maturity levels. Without structured systems, this work can become fragmented, reactive, and difficult to sustain. When implemented correctly, SMS software provides a shared framework that supports consistent processes, transparent oversight, and evidence-based safety management across diverse operations.
This article explains how SMS software functions as a force multiplier for safety advisors, why this matters in business aviation, and what effective implementation looks like in real-world operations.
What Does “Force Multiplier” Mean in an SMS Context?
In aviation safety, a force multiplier is anything that increases effectiveness without a proportional increase in effort. For safety advisors, this does not mean replacing professional judgment or experience. It means amplifying their ability to observe trends, manage risk, maintain compliance, and support operators over time.
Within a Safety Management System in business aviation, SMS software multiplies impact by:
Standardizing core SMS processes across operators
Preserving institutional knowledge beyond individual engagements
Improving visibility into hazards, mitigations, and performance indicators
Enabling proactive oversight rather than periodic reviews
This concept aligns with both FAA Part 5 and ICAO Annex 19, which emphasize systematic, data-driven safety management rather than ad hoc or event-driven approaches.
The Role of Safety Advisors in Business Aviation SMS
Safety advisors and consultants typically support operators in several key areas:
SMS design and initial implementation
Hazard identification and risk assessment processes
Development of safety policies and procedures
Internal audits and continuous improvement activities
Coaching safety managers and accountable executives
In many operations, particularly under Part 91, the safety advisor may function as a fractional safety manager. Under Part 135 and Part 145, advisors often supplement internal staff or provide specialized expertise. Across all cases, their effectiveness depends on access to accurate data, consistent processes, and clear accountability.
A foundational understanding of what a Safety Management System in business aviation entails is essential for this role, including how the four pillars of SMS function together in daily operations.
Why This Matters Specifically in Business Aviation
Business aviation presents unique challenges compared to airline operations. Fleets are smaller but more diverse. Personnel often hold multiple roles. Safety responsibilities may be shared or part-time. Regulatory applicability varies depending on operating rules and certificate type.
These factors create three common pressures for safety advisors:
Limited time on site with each operator
High variability in SMS maturity and documentation quality
Difficulty sustaining improvements between advisory visits
SMS software addresses these pressures by providing continuity. The system becomes the central record of hazards, risks, decisions, and corrective actions, allowing advisors to maintain situational awareness even when they are not physically present.
This is particularly relevant when considering how SMS applies differently to Part 91, Part 135, and Part 145 operators, where regulatory expectations and oversight mechanisms vary but the underlying safety principles remain consistent.
How SMS Software Supports Advisory Work in Practice
When properly configured, SMS software supports safety advisors across the full SMS lifecycle.
Hazard Identification and Reporting
Advisors often help operators design hazard reporting processes that are usable and trusted. Software-based reporting systems allow hazards to be captured consistently, time-stamped, categorized, and tracked through resolution. Advisors can review submissions remotely, identify emerging themes, and guide risk assessments based on real data rather than anecdotal information.
This directly supports best practices described in guidance on what makes a good hazard report in aviation.
Risk Assessment and Mitigation Tracking
Risk assessments under Part 5 require documentation of severity, likelihood, and risk acceptance decisions. SMS software provides structured workflows that ensure assessments are completed consistently and that mitigations are assigned, tracked, and reviewed for effectiveness.
For safety advisors, this means less time reconstructing decisions after the fact and more time evaluating whether risk controls are appropriate and effective.
Safety Assurance and Performance Monitoring
Safety assurance activities such as audits, evaluations, and safety performance monitoring are often where SMS programs struggle. Software tools allow advisors to monitor trends in findings, corrective actions, and safety performance indicators across time.
This supports a more systematic approach to identifying systemic risk patterns rather than responding only to individual events.
Management of Change and Organizational Memory
Advisors frequently assist with Management of Change processes, particularly during fleet changes, staffing transitions, or operational expansions. SMS software provides a record of previous changes, assumptions, and risk controls, helping advisors assess whether new changes introduce cumulative risk.
This preservation of organizational memory is a key force multiplier, especially in operations with high personnel turnover.
Common Misunderstandings About SMS Software and Advisors
Several misconceptions can limit the effectiveness of both advisors and software.
One common misunderstanding is that SMS software replaces the need for safety advisors. In reality, software provides structure and data, while advisors provide interpretation, context, and professional judgment. The two are complementary.
Another misconception is that software automatically creates a compliant SMS. Compliance under Part 5 depends on how processes are defined, followed, and improved. Software supports these processes but does not substitute for leadership commitment or safety culture.
A third misunderstanding is that software is only useful for larger operators. In practice, smaller Part 91 and Part 135 operators often benefit the most because software reduces administrative burden and supports consistency when resources are limited.
What “Good” Looks Like When Implemented Correctly
When SMS software truly functions as a force multiplier, several characteristics are present.
Safety advisors have real-time or near-real-time visibility into the operator’s SMS activities. They can see which hazards are open, which mitigations are overdue, and where trends are developing.
Operators use the system as part of normal operations rather than as a compliance exercise. Hazard reports, risk reviews, and safety meetings reference the same data set.
Documentation aligns with actual practice. Internal audits and external reviews reflect what the system shows, reducing gaps between written procedures and operational reality. This alignment is critical when preparing for oversight or understanding what auditors look for in an SMS program.
Most importantly, decision-making improves. Advisors and accountable executives can base discussions on evidence rather than assumptions.
Differences Across Regulatory Contexts
Under Part 135, SMS requirements are explicit and enforceable. Advisors supporting these operators must ensure that software workflows align with regulatory expectations for hazard identification, risk management, and safety assurance.
Under Part 145, SMS supports repair station quality and safety processes, often integrating human factors, error reporting, and corrective action systems.
Under Part 91, SMS may be voluntary but increasingly expected by clients, insurers, and international operations. Advisors often help these operators scale SMS appropriately without unnecessary complexity.
SMS software provides a common backbone across these contexts while allowing flexibility in configuration.
How Technology Supports This Area of SMS
Technology supports safety advisors by improving consistency, traceability, and accessibility of safety data. Modern systems enable remote collaboration, structured workflows, and long-term trend analysis.
Importantly, technology should support how people actually work. Systems that are overly complex or poorly aligned with operations can create friction and reduce reporting quality. Effective platforms are configurable, intuitive, and aligned with established SMS principles rather than imposing rigid structures.
When technology is used thoughtfully, it allows safety advisors to spend more time on risk evaluation, coaching, and continuous improvement and less time on data entry and document management.
Looking Ahead
As business aviation continues to evolve, the role of safety advisors will remain essential. Regulatory expectations under FAA Part 5 and global alignment with ICAO Annex 19 continue to emphasize proactive, data-driven safety management.
SMS software, when implemented as part of a well-designed Safety Management System in business aviation, acts as a force multiplier by extending the reach and effectiveness of safety advisors. It does not replace expertise. It enables it to scale, remain consistent, and deliver lasting value across diverse operations.
