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Communication within your organisation and external providers about SMS
It is important to be in contact with your staff and external providers about the organisation's SMS development from the beginning of the process.
You are encouraged to determine a communications strategy for staff and external providers by setting up regular news feeds on an intranet site, preparing newsletter/staff notices or as agenda items at staff meetings. Some topics to include in these communications are:
- details of what SMS is
- where staff can find information about your organisation (and others) SMS requirements (including regulatory requirements)
- what training is and will be available to staff
- where staff can access SMS resources
- how can staff provide feedback on your organisation's SMS.
Liaising with external providers
Remember to think broader than your organisation. It is good practice, and an SMS requirement, that you consider the interactions with your external providers. Ensure you include in your plans the need to educate your providers about your SMS. You should also establish a plan to include safety requirements into contracts and conduct regular safety audits of your external providers. [ICAO Doc 9859]
Prepare a training needs analysis
You should ensure that your personnel are trained and competent to perform their SMS duties and any training programs should be developed to fit the needs and complexities of your organisation.
Undertaking a training needs analysis will determine your staff’s knowledge and their abilities relevant to their involvement in SMS and what training is required.
A training needs analysis should include a list of those requiring training, the proposed timings for courses, possible relevant training providers and options for undertaking such training.
Not all training needs to be conducted face to face by external providers, it can be as simple as providing some information through an online system e.g. an intranet site.
Further information on conducting a training needs analysis is provided in CASA’s SMS Resource kit Booklet 5 (1.87MB).