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What are effective ways to encourage employees to report safety incidents?

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Safety incidents are events that could potentially harm passengers, crew, aircraft, or the environment. They are inevitable in the complex and dynamic operations of airlines, but they can also provide valuable information for improving safety performance and reducing risks. However, not all incidents are reported by employees, either due to fear of punishment, lack of awareness, or organizational culture. In this article, you will learn some effective ways to encourage employees to report safety incidents and foster a positive safety culture in your airline.

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Adeeba Ghazal, MRAeS

Licensed Aircraft Engineer| B1, C (A330 & A320)| Technical Type Instructor Assessor | EASA B1 B2| CAA UK B1 B2| MBA Av…
Richard Sharp

Cutting Through Complacency | Driving Quality and Service
Engr.Faisal Bhura MRAeS, I.

?? Aviation & Aerospace Expert | 26+ years in Aircraft Maintenance, Accident Investigation & Safety Management | SMS…

1 Why reporting is important

Reporting safety incidents is not only a legal obligation, but also a moral duty and a professional responsibility. By reporting incidents, you can help your airline identify hazards, analyze root causes, implement corrective actions, and prevent recurrence. Reporting also shows your commitment to safety and your willingness to learn from mistakes. Moreover, reporting can enhance trust and communication among employees, managers, and regulators, and create a shared vision of safety goals and standards.

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Engr.Faisal Bhura MRAeS, I.

?? Aviation & Aerospace Expert | 26+ years in Aircraft Maintenance, Accident Investigation & Safety Management | SMS ,FDM, Quality Assurance | Aviation Safety Trainer | Risk Management| ICAO/IATA Safety Compliance
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The essence of SMS lies in 'Reporting'. Unless there is no reporting, you cannot run an effective SMS Program. It is therefore, imperative to create a working culture where people are encouraged to voice their words without fear of being targeted or getting fired. Safety culture is all about making people feel comfortable in sharing their concerns. This is the first step. The information must travel to the top management and requires a reciprocal response to address issues on positive note. People should be appreciated for being truthful and bringing issues on the table. They must be motivated to talk about safety. Management should take critics as a positive avenue for improvement; catered with balanced production and protection analysis.

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2 How to create a reporting system

A reporting system is a set of procedures, tools, and resources that enable employees to report safety incidents easily and effectively. It should be accessible, user-friendly, and confidential, allowing employees to report incidents without revealing their identity or facing retaliation. Additionally, the system should be responsive, timely, and transparent, providing feedback and acknowledgment for reports as well as informing employees of the actions taken and the results achieved. Furthermore, it should be integrated, consistent, and comprehensive, allowing employees to report incidents across different departments, functions, and locations; the data should then be stored, analyzed, and shared in a standardized and systematic way.

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3 How to motivate employees to report

Motivating employees to report safety incidents is not only a matter of providing incentives, but also of changing attitudes and behaviors. To do so, it is important to educate employees about the benefits and importance of reporting, and the consequences of underreporting or hiding incidents. Additionally, employees must be empowered to report incidents without fear of blame or punishment, and must be assured that they will be part of a fair and just process for handling reports. Engaging employees in the reporting process and involving them in the analysis and improvement of safety issues is also a great way to motivate them to report. Finally, recognizing and rewarding employees for reporting incidents, as well as celebrating their contributions to safety, can further motivate them to report any potential safety issues.

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Adeeba Ghazal, MRAeS

Licensed Aircraft Engineer| B1, C (A330 & A320)| Technical Type Instructor Assessor | EASA B1 B2| CAA UK B1 B2| MBA Av Mgmt |AMT Next Gen 40 under 40 Aircraft Maintenance Professionals 2019 – USA
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Ensure close loop of feedback, once the action has been taken on the reported issue. Ensure just culture and non punitive action towards reporting members. Ensure easy way of reporting and getting the feedback of it as well.

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Richard Sharp

Cutting Through Complacency | Driving Quality and Service
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Creating a culture of safety and fairness is key. When I worked in private aviation, there were places on the airfield where if you allegedly damaged an aircraft for any reason, you were as good as gone. This created a culture of fear that led to incidents not being reported. Our manager took a very different approach. He told us to let him know of any potential incident, that it is far more important to say something than not. Damage to an aircraft is not always visible to the naked eye. In the end, the lives of the pilots and passengers are what is at stake. He created a culture of safety and open communication. People did not live in fear of their jobs, and in turn, did their part to make him proud and handle aircraft safely.

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Ed Burns

Connecting People & Building Sandcastles
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You can't punish reporting. Carriers that have a reward system for performance should include reporting problems as an incentive. Trucking companies that don't have a method to garner feedback from drivers simply must create one.

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Beverly Onyango

Aeronautical Engineer| Aviation Safety |Quality Practitioner | SMS instructor
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A way for personnel to be encouraged to report is having an open honest communication line with management by being non punitive. That one is open to report any issue without fear of reprisal. Even if it was an error then person would not really choose cover up of the issue than saying the truth. This is a just culture where one is encouraged to report anything and everything. The only thing the safety manager does is to investigate this reports to ascertain their possibilities and risks attached to them.

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4 How to use reporting data

Reporting data is a valuable source of information for improving safety performance and reducing risks, yet it needs to be used effectively and efficiently to be beneficial. Analyzing reporting data can help identify trends, patterns, and root causes of incidents, as well as evaluate the effectiveness of existing safety measures and policies. Additionally, it’s important to share reporting data with relevant stakeholders, such as employees, managers, regulators, and customers. Doing so can provide feedback and suggestions to help develop and update safety plans, procedures, and standards. Furthermore, monitoring reporting data can track progress and performance while also identifying gaps and opportunities for improvement.

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5 How to foster a safety culture

A safety culture is a set of values, beliefs, and norms that influence how employees think and act regarding safety. A positive safety culture can improve reporting behavior and safety performance, while a negative safety culture can impede them. To foster a positive safety culture, top management should communicate and demonstrate a clear and consistent commitment to safety, aligning safety goals with the organizational vision and mission. Furthermore, an improvement-oriented culture should be encouraged and supported, where mistakes are seen as learning opportunities. Additionally, building and maintaining a trusting and respectful culture is essential, so that employees are valued, appreciated, and can communicate openly about safety issues.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are effective ways to encourage employees to report safety incidents?

1

2

3

4

5

6

1 Why reporting is important

2 How to create a reporting system

3 How to motivate employees to report

4 How to use reporting data

5 How to foster a safety culture

6 Here’s what else to consider

Airline Management

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What are effective ways to encourage employees to report safety incidents?

1

2

3

4

5

6

1 Why reporting is important

2 How to create a reporting system

3 How to motivate employees to report

4 How to use reporting data

5 How to foster a safety culture

6 Here’s what else to consider

Airline Management

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