Procedure for Communication,

Participation
and Consultantation
preteshbiswas Uncategorized June 29, 2019 3 Minutes

1.0 PURPOSE:

To establish, implement & maintain a Procedure for Communication, participation,

and consultation with regard to EHS Aspects / Hazards and Environmental,
Occupational Health & Safety Management System.

2.0 SCOPE:

This procedure is applicable to the Internal and External Communication and

consultation with interested parties for the Activities, Processes, Products & Services
of XXX covered under Environmental, Occupational Health & Safety Management
System.

3.0 RESPONSIBILITY: As defined in the table below.

4.0 DEFINITION:

4.1 Communication: It is the process of meaningful interaction among persons of

an organization & external interested parties related to the EHS Management System.

5.0 PROCEDURE:

5.1 The Communication with Internal and External Agencies shall be done in order
to ensure that:
1. Internal functions at various levels are aware of the EHS Management System
including the Significant Aspects / Hazards in their working area.
2. The Communication from Interested Parties is received, documented and
responded to the concerned.
3. Processes for Communication with External Interested Parties on Significant
Environmental Aspects/ hazards are considered.

5.2 The decisions taken regarding the concerned EHS Issues raised by any of the
Interested Parties shall be routed through EHS MR.

5.3 The following table shows the various methods by which the Internal and external
communication is established and the responsibility for the same.

Page 1 of 5
5.3.1 INTERNAL COMMUNICATION

Topic For Personnel To Be Mode Of

S.No. Resp. For
Communication Communicated Communication Communication

Awareness on the
purpose of EHS Notice Board & Training
1.
Management All Employees EHS MR & CFT
Programme
System

EHS MR, Dept Poster, Cards, Display

2. EHS Policy All Employees
Head boards & Training

Respective Head
Role & Concerned Work Instruction /
3. of the Departments
Responsibility Employees
& HR
Procedures

Group Discussion,
Respective Head
Objectives And Management
4. All employees of the
Targets
Departments
Review Meeting, Posters

Emails, Minutes of
5.
Concerned Div. Meetings, Notes
EHS Issues Heads
EHS MR
Presentation.

Legal and other Mail mentioning legal

Concerned
6. regulatory
Employees Legal Team requirement, Minute of
requirements. Meeting.

Management Management Review

7. EHS Performance EHS MR
Review Committee Meeting

5.3.2 EXTERNAL COMMUNICATION

Interested Topic For Resp. of

S.No. Mode Of Receiving,
Party
Communication Communication Recording and
Communicating

Any relevant Information as Verbal/ Letter/

1. Customer Marketing
required by the Customer emails

Local Verbal / Letter/

2. Any EHS Concerns raised HR
Community emails

Page 2 of 5
 Request for improving
Environmental & Safety
Protection.

3. Supplier Any Other Issues raised Letter/ emails Purchase

Significant Impacts / Risks

from their operations.

Request for improving

Environmental Protection
Verbal/ Letter /
Visitors / Any Other Issues raised.
4. Notice Concern HOD’s
Contractor’s
board/emails
Significant Impacts / Risks
from their operations.

Banks & Relevant Information as Finance

5. Letter/emails
Insurers required

Press-Release,
Initiatives taken by
Interviews,
6. Media Organization & Subsequent
Presentation at Director
Development
Seminar/websites

Regulators a) Response to Show-Cause

(Govt. Letter/emails
7. HR
Authorities, b) Consents
Ministries)

5.4 Management shall decide for external communication on following points

through Management Review meeting if asked for.
 Significant Environmental Aspects / Risks
 EHS Performance.

EHS MR shall record the decision taken in minutes of the meeting. Management
of XXX has decided not to communicate its Significant Environmental
aspects to external interested parties.

5.5 EHS Policy shall be circulated to all suppliers to generate awareness about
Environment & Safety. The key suppliers shall be included in EHS Awareness training
to make them aware of Significant Impacts / Risks from their operations and to
exercise control over them.
Page 3 of 5
5.6 Internal Communication effectively established between the various levels of the
Organization (i.e., Top down, bottom up and Horizontal communication channels)
concerned department heads to their employees and to express their
concerns/suggestions of employees, the suggestion box is made available at the
factory.

5.7 EHS Policy is made available at main the gate for Visitors / Security. Any Concerns
from Interested Parties shall be recorded in the Concerns/suggestions from
interested party feedback form (EHS-F-03).

5.8 Concerns if any, raised by external interested parties are communicated through
the proper channel through HR. Details of External communication with External
parties are recorded by HR/Security. Details shall be recorded in the External
Communication register (EHS-RG-04).

5.9 Awareness shall be given to the Security about the importance and purpose of the
EHS Management System, including Awareness on Environmental Policy and
communication.

5.10 Participation and Consultation

5.10.1 Participation:

Employees / Workers are involved in Aspect and Impact analysis, hazard risk
identification & risk assessment also the identification of necessary control measures.
Employees are also involved in the development of EHS objectives. During risk
assessment & determination of control measures due consideration is given to
identify EHS objectives. Workers are involved in incident investigation & details of
investigations are recorded in the incident register.

5.10.2 Consultation on Health and Safety matters:

Safety Officer conducts quarterly safety committee meeting with employee

representatives, EHS MR & CFT members. The agenda for the meeting includes –
1. Development and review of systems to manage OH & S risks.
2. Any change that affects workplace safety and health.
3. Any other health and safety matters

Input for the meeting also includes feedback on concerns from interested parties. The
decisions and further actions are recorded by HR and circulated to the concerned
personnel for action. HR Maintains minutes of safety committees in QSA-FR-05

6.0 Document / Record reference:

S. No. Document /Record Description Reference No.

Page 4 of 5
01. Concerns/suggestions from interested parties EHS-F-03

02. External communication register EHS-RG-04

03. Internal Feedback form EHS-F-05

03. Minutes of Meeting (Safety Committee) QSA-FR-05

Page 5 of 5