Procedure for

Communication,
Participation
and Consultantation
 preteshbiswas  Uncategorized  June 29, 2019 4 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.
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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.

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

Group Discussion,

Objectives And Respective Head Management

4. All employees
Targets of  the Departments
Review Meeting, Poster

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
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5.3.2 EXTERNAL COMMUNICATION

Topic For
S.No. Interested Party Resp. of Receiv
Mode Of
Recording and
Communication Communication
Communicatin

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

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

Visitors / Any Other Issues raised. Verbal/ Letter /

4. Concern HOD’s
Contractor’s Notice board/emails
Significant Impacts / Risks
from their operations.

Banks & Relevant Information as Finance

5. Letter/emails
Insurers required
 

6. Media Initiatives taken by Press-Release,  

 Interviews,
Organization & Subsequent
Presentation at Director
Development
Seminar/websites

 
Regulators a) Response to Show-Cause
(Govt. Letter/emails
7. HR
Authorities, b) Consents
Ministries)  
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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.

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).
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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.

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

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