ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

SYSTEM OF COMMUNICATION,
PARTICIPATION AND CONSULTATION
Reference:
ISO 9001:2015 | ISO 14001:2015 | ISO 45001:2018

Prepared By: Sign: ________________ Date:

Reviewed By: Sign: ________________ Date:

Approved By: Sign: ________________ Date:

DISTRIBUTION RECORD LIST:

COPY NUMBER DISTRIBUTED TO DATE

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

CHANGE RECORD LIST:

Revision Date Amended by Description of Approved by

Change

1. PURPOSE

To ensure relevant information with respect to (ISO 9001:2015 Quality Management

System, ISO 14001:2015 Environment Management System, and ISO 45001:2018
Occupational Health and Safety Management System) related issues communicated from
management to employees and interested parties and vice versa.
To ensure that employees are involved in development and review of policies and
procedures for managing Quality, Environment, Occupational Health and Safety
Environment Risks and employees are consulted when there are changes that affect work
place, health and safety of workers where organizational activities impact to the
environment.

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

2. SCOPE

This procedure covers all activities performed at Company. This procedure is applicable
to the methods of communication among top management, employees, workers and other
interested parties.

3. ROLES AND RESPONSIBILITIES

Top management is responsible to maintain and define the communication channels and
its responsibility to provide adequate resources for establishment of effective
communication system within the organization and to communicate with externals /
Internal Parties.

4. ABBRIVIATION DEFINITION

4.1 IRL = Ismail Resin (Private) Limited

4.2 ISO = International Organization for Standardization
4.3 SOP = Standard Operating Procedure
4.4 L2 = Level II Documents
4.5 QHSE = Quality, Health, Safety and Environment.
4.6 MR = Management Representative
4.7 CPC = Communication Participation And Consultation

5. PROCEDURE:

5.1.1 Communication– Internal

5.1.2 Identification of Required Communication and Communication Channels
5.1.3 Departmental Heads will monitor requirements for Quality, Environment, Occupational
Health and Safety communications relevant to the Quality, Health & Safety and

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

Environment (QHSE) Team and, where such a requirement is identified, take

appropriate action to set up the necessary channels of communication.
5.1.4 The MR monitors the requirements for QHSE related communication between functions
within the QHSE Team and where necessary, devise, implement and maintain effective
communication channels between the different departments and workers.
5.2 Communication on QHSE Issues
5.2.1 MR will monitor external sources of QHSE information and, where such information is
relevant to QHSE Team personnel, ensure effective communication of the information to
all relevant personnel.
5.2.2 The MR will ensures that all personnel communicate with, and encourage
communication from, all persons under their control on all pertinent QHSE issues.
The MR will ensures that communications on QHSE matters between functions within
the QHSE Team and others are maintained at an appropriate level.
5.2.3 Top management shall ensure necessary communication channels required for
implementing an effective Quality, Health and Safety Environment Management System.
5.1. Communication – External
5.1.2 The plant management in conjunction with QHSE Team monitors the requirements for
QHSE communication to and from employees, contractors and where necessary, devise,
implement and maintain effective communication channels between the different
departments and with external parties via calls and email.
5.1.3 The plant management in conjunction with QHSE Team monitors the requirements for
QHSE communication to and from these visitors, where necessary, devise, implement
and maintain effective communication channels for these visitors.
All relevant departments shall maintain communication on external parties, including
customers.

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

5.1.4 The plant management in conjunction with QHSE Team monitors the requirements for
QHSE communication to the top management. Top management will communicate to
the regulatory bodies if any major changes required in system , or any law violation or
any emergency situation related to health and environment occur.
5.1.5 Top management communicate with the regulatory bodies , govt agencies.
5.1.6 The top management will communicate with the government institutions through e-mail,
phone and meeting.
5.2. Participation
5.2.1 The plant management encourages participation in QHSE of all persons in the QHSE
Team by
5.2.2 Appropriate involvement in risk assessment
5.2.3 Appropriate involvement in incident investigation
5.2.4 Appropriate invoevement in impact aspect analysis
5.2.5 Involvement in the development and review of QHSE policies and objectives.
5.2.6 Consultation where there are changes that affect their Quality, Environment,
Occupational Health and Safety Management System, and representation on QHSE
matters.
5.3. Consultation via QHSE Team Meetings
5.3.1 The MR and HSE head ensures that the QHSE Team meets at the frequency of once in a
quarter.
5.3.2 The MR and HSE head attends the QHSE Team Meetings which is the forum for
consultation between the QHSE Team, employees and may be members of the public.

5.4. Involvement and consultation

5.4.1. Direct involvement and consultation
Management Nominees are required to ensure that all Managers

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

involve all persons under their control in the development and review of all relevant
policies and procedures for managing Quality, Environment, Occupational Health and
Safety risk.
5.4.2 consult all persons under their control when there are proposals for changes that may
affect the workplace health and safety of those persons.
5.4.3 Involvement and consultation with plant team members / QHSE Team.
The QHSE Team is the formal forum for employee involvement in, and consultation
about QHSE.
The MR and HSE head shall ensure that the QHSE Team meets on every three months
and documented information is maintained.

5.5 Representation
5.5.1 Workers Representatives
5.5.2 Facility has nominated the QHSE representative from all department which represent
their workers in QHSE Team Meetings.
5.5.3 QHSE Representative are required to ensure that.
5.5.4 All employees are informed of their job responsiobility and company policy during their
induction period and how to contact their respective QHSE representative, so that at the
end of the induction, the employee is able to contact their concerened head.
5.5.5 An appropriate number of QHSE representatives is specified, such that all categories of
the Department’s employees are represented;
5.5.6 The nomination of QHSE representatives is facilitated.
5.5.7 Complaint and suggestion box installed in different location, MR opens the box on a
weekly basis and the work problems and their solutions are observed.Workers convey
their complaints to the top management through this complain box or through their
Worker representative.
5.5.8 Management Nominees should
5.5.9 Ensure that a relevant QHSE representative is invited to take part in any incident
investigation, inspection, being carried out within the Department where appropriate.

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 ISMAIL RESIN (PRIVATE) LIMITED

SYSTEM OF COMMUNICATION, PARTICIPATION AND CONSULTATION

IRL-SOP-CPC-06-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025

Version – [1.0] Supersede: None

5.6 Consultation with Contractors

5.6.1 The plant management team ensure that QHSE team consult with the contractors when
there are changes which affect the QHSE Management System.

5.7 Consultation with External Interested Parties

5.7.1 The plant management Nominees consults the QHSE team and other external interested
parties about pertinent QHSE matters.

6 RELATED RECORDS:

6.1 QHSE Team IRL-ER-F.13-1-L4

6.2 General Meeting Agenda IRL-CPC-F.6-1-L4
6.3 QHSE Meeting Minutes IRL-CPC-F.6-2-L4

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