NOSA INTEGRATED FIVE STAR SYSTEM | VERSION 3

LIST OF ASPECTS TO BE INCLUDED IN COMMUNICATION

PROCEDURES

INTERNAL COMMUNICATION
Information regarding the following aspects should be communicated at various levels and between various
functions within the organisation:

 The commitment of management to the HSE system (e.g. programmes undertaken and resources
committed to improving HSE performance)
 The hazards and risks identified
 HSE objectives, targets and action plans
 Reports on incidents and outcome of investigations
 Progress made in mitigating HSE hazards and risks
 Operational changes that might impact on the HSE management system

Internal communication must ensure that employees are:

 Involved in the development and review of policies and procedures to manage HSE risks
 Informed of the HSE hazards and risks they are exposed to, or have an influence over
 Consulted where there are any changes that affect the workplace and environment
 Represented on HSE-related matters
 Kept informed at all times of HSE related incidents within the organisation
 Advised of their various HSE related rights and responsibilities within the workplace
 Informed of relevant trends in HSE so that the workplace is well informed and knowledgeable about
HSE issues
 Informed who their employee health and safety representative(s) and specified management
appointee may be
 Motivated by the placement of visual media (posters etc.) with awareness information at selected
places in the workplace, and other media such as videos, the HSE newsletter/bulletins, and
competitions
 Made aware of the organisation’s HSE performance by the placement of an HSE experience board
(e.g. the NOSA star grading board) at the main entrance or other conspicuous place so as to ensure
greater general awareness of the current HSE performance status. The board may have the following
information:

o Date of previous grading

o Current road safety, e.g number of days worked without a disabling incident or motor vehicle
accident
o Targets to be achieved in terms of the target for injury-free hours or shifts Health statistics
o Environmental indicators

COMMUNICATION WITH CONTRACTORS

An organisation should have arrangements in place to clearly communicate its HSE requirements to contractors.
The procedures used for this purpose should be appropriate to the HSE hazards and risks associated with the
work performed by contractors. The consequences of not complying with HSE requirements should also be
communicated to contractors.

HSE/GD/4.4.3.1/08/REV 03 2015 © NOSA (PTY) LTD

NOSA INTEGRATED FIVE STAR SYSTEM | VERSION 3

One method of conveying these requirements to contractors is by means of documented contracts. Another
means could be other on-site arrangements such as pre-project HSE planning meetings, where it can be ensured
that appropriate controls are implemented to provide safe working conditions.

Other aspects relevant to communicating with contractors include the following:

 Information about involvement by contractors in the company's HSE Management system

 Legal and other requirements that may impact on the method or extent of communications
 Previous HSE experience (e.g. HSE performance data)
 Sufficient staffing to accomplish the required HSE activities (e.g. exposure monitoring and
equipment inspections)
 How emergencies will be handled (emergency preparedness)
 The need to align contractor's HSE policies, procedures and practices to that of the organisation and
other contractors on the worksite
 The need for additional consultation and/or contractual provisions for high risk tasks
 Requirements on assessing compliance with agreed HSE performance criteria
 The processes that will be followed for incident investigation, reporting of non-conformities and the
corrective action to be followed
 Arrangements that will be made for day-to day communications with contractors

COMMUNICATION WITH VISITORS

Visitors can include delivery companies, customers, members of the public etc. Communication with this group
can include the following aspects:

 The meaning of safety signage

 Dangerous no-go areas
 HSE requirements relevant to the area being visited
 Evacuation procedures and response to alarms
 Traffic rules and regulations on site
 Access control and escort requirements
 Any personal protective equipment that needs to be worn

COMMUNICATION WITH EXTERNAL INTERESTED PARTIES

This group can include members from government departments, provincial departments or local government,
NGOs, research groups, universities etc. External communication should ensure that interested and affected
parties are:

 An integral part of the organisation's overall HSE communication strategy

 Considered for instances where the organisation's activities and processes could have an impact on
them
 Kept informed of all HSE-related risks from the organisation that may be considered important to
the external parties
 Consulted with on HSE issues as required by both statutory and best practice requirements

HSE/GD/4.4.3.1/08/REV 03 2015 © NOSA (PTY) LTD

NOSA INTEGRATED FIVE STAR SYSTEM | VERSION 3

 Replied to in a timely manner in all matters of correspondence and other communication they may
have with the organisation
 Valued and respected at all times for their input, including complaints relating to HSE issues

HSE/GD/4.4.3.1/08/REV 03 2015 © NOSA (PTY) LTD