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Communication Procedure

This document outlines the procedure for communication at S K Engineering and Construction Company India Private Limited. It describes internal communication methods like documented papers, emails, trainings, and displays. It also describes external communication with interested parties like suppliers, contractors, customers, and regulatory bodies. Key internal communications include sharing the quality policy and audit results. Meetings like weekly progress meetings and quality committee meetings are also discussed.

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karthikgskengg
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243 views

Communication Procedure

This document outlines the procedure for communication at S K Engineering and Construction Company India Private Limited. It describes internal communication methods like documented papers, emails, trainings, and displays. It also describes external communication with interested parties like suppliers, contractors, customers, and regulatory bodies. Key internal communications include sharing the quality policy and audit results. Meetings like weekly progress meetings and quality committee meetings are also discussed.

Uploaded by

karthikgskengg
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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DOC.

NO: SKPVT-CP-005
PROCEDURE FOR COMMUNICATION DATE: 18-Aug-2022
REV. NO: 0

PROCEDURE FOR COMMUNICATION

S K ENGINEERING AND CONSTRUCTION COMPANY


INDIA PRIVATE LIMITED
Registered Office: PLOT NO.28, SIDCO WOMEN INDUSTRIAL
ESTATE, OMALUR THALUK, KARUPPUR, SALEM – 636 011.
Tel: +91 94434 74740

Web site: www.skenggpvtltd.org


DOC. NO: SKPVT-CP-005
PROCEDURE FOR COMMUNICATION DATE: 18-Aug-2022
REV. NO: 0

Prepared By Controlled By Approved By


Designation ENGINEER Management MD
Representative

Signature Mr. G. KARTHIK Mr. AL AMEEM Mr. T.SIVAKUMAR

Copy No. ISSUED TO Issue mode


00 (MASTER COPY) Management Representative (Hard copy)
01(controlled copy) HR In Charge (Soft copy)
02(controlled copy) Project Manager-Site copy (Hard copy)

03(controlled copy) Reference copy (Hard copy)

Note: All the soft copies are issued in PDF format.


DOC. NO: SKPVT-CP-005
PROCEDURE FOR COMMUNICATION DATE: 18-Aug-2022
REV. NO: 0

1. OBJECTIVE:
To ensure pertinent information with respect to QMS related issues is communicated to
/from employees & interested parties and the participation of the employees in all QMS
related activities.

2. SCOPE:
This procedure covers all Employees of S K Engineering and Construction Company India
Pvt Ltd. including Interested Parties.

3. REFERENCES:
ISO 9001:2015- Clause 5.2.2, 7.4, 8.2.1

4. PROCEDURE
Communication is recognized as one of the key tools for the effective implementation and
maintenance of a QMS Management System. All communications in S K Engineering And
Construction Company India Pvt Ltd are done officially through various mode like
a. Documented paper (circulars)
b. Emails
c. Trainings
d. Online using Tally for internal communication
e. Display posters, sign boards, WI/SOP/SWP etc

 There are two types of communication in QMS:


a. Internal Communication
b. External Communication

4.1 INTERNAL COMMUNICATION


 Information about QMS Policy is communicated to all employees through
trainings/display boards. The policy will be prominently displayed at key work places
in three languages (English/Tamil).
 Important safety instructions & sign boards will be prominently displayed in the
passages and escape routes.
 Information is shared in the Management Review Meetings. Minutes of MRM shall be
distributed to concerned In-Charges and QMS Coordinators to make them aware of
their roles in QMS. Results of external and internal Audits will be communicated to
concerned In-Charge, QMS Coordinators for correction and corrective actions.
 Latest notifications on legal aspects of S K Engineering And Construction Company
DOC. NO: SKPVT-CP-005
PROCEDURE FOR COMMUNICATION DATE: 18-Aug-2022
REV. NO: 0

India Pvt Ltd operations will be communicated to all concerned. These are done by
means of circulars issued by the MR through email.
 In addition to the MRMs, Disciplinary Committee Meetings etc are held as per the
requirements of QMS & statutory requirements and concern records are maintained.
 Half Yearly MRMs are held to review the status of minutes of previous MRMs, status
of MPs, status of internal Audit and status of non conformities.

4.1.1 QMS COMMITTEE MEETING:


QMS-Committee consist of
a. MD and Department In-Charge/QMS coordinators as its members at HO.
b. Site Incharge and Department In-Charge /QMS coordinators as its members at
site.

4.1.2 MR IS THE CONVENER.

4.1.3 QMS-COMMITTEE/ COMMITTEE:


Consists of Site Incharge and Department Head meets at least once in six months to
discuss the following issues:
 Developments & review of QMS-policy & procedures.
 Suggestions / complaints from employees.
 Status of QMS performance.
 Salient features of changes in the statutory & regulatory requirements.
 Clients NCR’S if any
 Any Training program.

4.1.4 MEETINGS AND MINUTES OF MEETING:

a. WEEKLY PROGRESS MEETINGS:


Weekly progress meetings shall be held at designated places at time/day mutually
agreed. The meeting agenda shall cover, but not be limited to, review of actual project
progress vs planned, financial status, problem areas, technical reviews and queries etc.

b. MONTHLY PROGRESS MEETINGS:


Held every month at management allotted designated places at time/day mutually
agreed, as part of or separate from the weekly progress meeting, as determined on a
case by case basis to discuss is monthly report.

c. PREPARATION OF MINUTES OF MEETING:


All meeting minutes shall be prepared in a standard format with an continuation sheet.
All attendees should be listed. A brief statement headed “Purpose of meeting” should
precede the minutes and should reflect the stated purpose given on the agenda. Where
its agreed that an individual or organization shall carry out some specific action, their
name/initials shall be indicated in the “action” column. Where a specific date of
completion is agreed, this shall be added. MOM shall be distributed to all attendees
DOC. NO: SKPVT-CP-005
PROCEDURE FOR COMMUNICATION DATE: 18-Aug-2022
REV. NO: 0

present plus all personnel responsible for actions.

All MOM shall be signed by the managing director or management authorized personnel
who were present at the meeting.

Identification of MOM shall be xxxxx/MOM/001 sequentially to 100. MOM with other


parties has different numbering.

4.1.5 GENERAL CORRESPONDENCE:


All correspondence such as letter, emails and memo shall contain a title, reference
number and subject clearly identified. All correspondence shall be downloaded and
maintained in a folder for easy traceability. Any correspondence received in mail shall be
responded immediately or within 24 hours.

No verbal communications allowed for any type of office or project related work.
Immediate response requirement shall be in whatsapp and other documents, records
shall be sent to mail.

4.2 EXTERNAL COMMUNICATION TO INTERESTED PARTIES:


 Interested parties:
a. Suppliers,
b. Contractors & there employees.
c. Customers
d. Legal, statutory & regulatory body representatives
e. Neighborhood.

 MR to communicate with ‘Interested parties’ with respect to;


a. QMS Policy.
b. QMS Procedures & operation control procedure.
c. Risks as per requirement
 Department Head/Coordinator to communicate the above through display of
posters/handouts to the visiting personnel and addressing to any of the queries &
suggestion received. In order to receive such communication suggestions register to
be maintained at the office entrance.
 MR to organize for reply to queries /suggestions within a fortnight and forward a copy
to Top Management. MR shall maintain records of external communication
concerning QMS.
 Any communication to the interested parties shall have prior approval of Top
management.

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