By Stephan van Vuren (AirHub CEO)

As the use of drones continues to grow across various industries, especially in public safety, security, and critical infrastructure management, so does the complexity of managing them safely. For organizations operating large fleets of drones and managing a substantial number of pilots, visual observers, and support crew, a Safety Management System (SMS) is no longer just a best practice—it’s a necessity.

When managing large fleets or conducting a high volume of flights, incidents are inevitable. It’s not a matter of if things will go wrong, but when. A robust SMS helps ensure that, when issues arise, they are properly managed, investigated, and learned from. At AirHub, we’ve built features into our software platform specifically designed to assist organizations in managing safety, reducing risks, and improving compliance. This blog outlines why an SMS is so critical and how AirHub’s platform supports this essential function.

Why a Safety Management System Is Essential

A Safety Management System is a formal process that helps organizations proactively manage risks and improve operational safety. In large-scale drone operations, the complexity and frequency of flights increase the likelihood of incidents. Whether it’s a near-miss, a technical failure, or a procedural error, it’s crucial to have a system in place that allows for proper follow-up and continuous improvement.

An SMS serves several key purposes:

• Risk identification, qualification, and management: Organizations must identify potential risks, assess their likelihood and potential impact, and implement mitigations to prevent these risks from becoming incidents.

• 
  

  
  

• Incident reporting and follow-up: When things go wrong, an SMS provides a structured way to report, investigate, and address incidents.

• 
  

  
  

• Continuous improvement: By identifying the root causes of incidents, organizations can implement changes—whether in procedures, training, or maintenance protocols—that help prevent similar events in the future.

• 
  

  
  

• Compliance with regulations: For organizations operating under EASA legislation (2019/947), especially those with a Light UAS Certificate (LUC), having an SMS is a mandatory requirement.

AirHub's Incident Reporting Feature

AirHub’s Incident Reporting feature is designed to make reporting and managing occurrences, incidents, and accidents as seamless as possible. Anyone in the organization can report an incident through our platform, and reporting can even be done anonymously, promoting a just culture where personnel feel safe reporting issues without fear of blame or punishment.

Our software allows incidents to be linked to specific flights, providing a comprehensive view of the event, including details such as flight logs, pilot information, and any other relevant data. This level of detail enables Safety Managers to investigate and analyze the incident more effectively, pinpointing the root cause and determining the most appropriate corrective actions.

The Incident Reporting feature also includes a timeline with notifications, so the person who reported the incident can see the follow-up actions being taken. This could include:

• A change in a checklist to address the issue,

• 
  

  
  

• A new procedure added to the Operations Manual,

• 
  

  
  

• The implementation of a new maintenance protocol, or

• 
  

  
  

• The requirement for additional training for personnel involved.

These actions can be easily logged and tracked through the system, ensuring transparency and accountability.

Managing Risks and Safety Performance

A core component of an SMS is risk management, which involves identifying risks, assessing their likelihood and impact, and implementing controls to reduce or eliminate these risks. AirHub’s platform supports this process by enabling Safety Managers to maintain a hazard log—an overview of all reported incidents and their follow-up actions. This hazard log is invaluable during audits by regulatory bodies like the Civil Aviation Authority (CAA), as it provides a clear record of how the organization manages safety risks.

Organizations should also set up a system for safety performance monitoring, which involves setting safety goals (such as "no preventable accidents") and creating Safety Performance Indicators (SPIs) to track progress. These indicators might include metrics such as the number of incidents per flight hour, the number of preventable accidents, or the completion of safety training.

Additionally, safety promotion and communication play a crucial role in fostering a safety-focused culture. Organizations should have a clear safety policy and safety statement that is communicated to all personnel. Beyond documentation, it’s essential that management leads by example, promoting a just culture by encouraging open communication about safety without fear of blame.

Continuous Improvement and the Management of Change

A well-functioning SMS also facilitates continuous improvement. After an incident is reported and investigated, the root cause must be identified and appropriate mitigations put in place to prevent similar incidents from occurring in the future. These mitigations might include changes to procedures, additional training, or the implementation of new technologies.

Another critical component of an SMS is the management of change process. Whenever significant changes occur within an organization—such as introducing new drone models, expanding operations to new regions, or changing operational procedures—these changes need to be assessed for risk. By identifying, qualifying, and managing the risks associated with such changes, organizations can ensure that their safety performance is maintained.

Compliance with EASA and LUC Requirements

For organizations operating in Europe under EASA legislation (Regulation 2019/947), having an SMS is not just recommended, it’s a legal requirement, particularly for those operating under a Light UAS Certificate (LUC). The LUC allows organizations to conduct certain operations without having to apply for authorization each time, but this level of operational freedom comes with the responsibility of having a robust SMS in place.

An SMS not only ensures compliance with EASA requirements but also strengthens internal operations by making safety a core focus. Through our consultancy department, AirHub can assist organizations in setting up the necessary documents and procedures for a fully compliant SMS, as well as other essential documents like Operations Manuals and conducting risk assessments (such as SORA – Specific Operations Risk Assessment).

Building a Safety-First Culture with AirHub

At AirHub, we recognize that the foundation of safe and compliant drone operations lies in a robust Safety Management System. Our platform’s features are designed to support the key elements of an SMS, from incident reporting and follow-up to hazard logging, risk management, and safety performance monitoring. By providing organizations with the tools to automate and streamline these processes, AirHub helps improve safety, enhance compliance, and ultimately foster a culture where safety is everyone’s responsibility.

In conclusion, as organizations scale their drone operations, a strong SMS becomes indispensable. With the right system in place, organizations can better manage the risks inherent in drone operations, ensure compliance with both internal and external regulations, and continuously improve safety performance. Whether you’re operating under EASA regulations or simply striving to maintain the highest safety standards, AirHub’s platform and consultancy services are here to help.