DOC No: OHSMS

NIGERIA SAFETY INVESTIGATION BUREAU Issue No:00

Date:
OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT PROCEDURE Revision No:00
FOR COMMUNICATION, PARTICIPATION AND CONSULTATION Date:
Page 1 of 5

Procedure for Communication, Participation and Consultation

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.

The aim of this procedure is to ensure acceptance of internal communications and documents and
requests from the parties concerned by ensuring dialogue on Quality, Environment, Occupational
Health and Safety, define the method for recording and replying them in order to achieve efficiency of
internal and external communications. In this way, it is intended to contribute in continuous
improvement of performance of management systems.

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 NSIB 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.
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 DOC No: OHSMS
NIGERIA SAFETY INVESTIGATION BUREAU Issue No:00
Date:
OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT PROCEDURE Revision No:00
FOR COMMUNICATION, PARTICIPATION AND CONSULTATION Date:
Page 2 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. All Employees EHS MR & CFT
Management 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 Procedures
& HR

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 EHS MR
Heads
Presentation.

Legal and other Mail mentioning legal

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

Management Management Review

7. EHS Performance EHS MR
Review Committee Meeting

5.3.2 EXTERNAL COMMUNICATION

Topic For Resp. of

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

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 DOC No: OHSMS
NIGERIA SAFETY INVESTIGATION BUREAU Issue No:00
Date:
OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT PROCEDURE Revision No:00
FOR COMMUNICATION, PARTICIPATION AND CONSULTATION Date:
Page 3 of 5

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.

Relevant Information as Finance

5. Banks & Insurers Letter/emails
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.

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 DOC No: OHSMS
NIGERIA SAFETY INVESTIGATION BUREAU Issue No:00
Date:
OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT PROCEDURE Revision No:00
FOR COMMUNICATION, PARTICIPATION AND CONSULTATION Date:
Page 4 of 5

 Significant Environmental Aspects / Risks

 EHS Performance.

EHS MR shall record the decision taken in minutes of the meeting. Management of NSIB
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).

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
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 DOC No: OHSMS
NIGERIA SAFETY INVESTIGATION BUREAU Issue No:00
Date:
OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT PROCEDURE Revision No:00
FOR COMMUNICATION, PARTICIPATION AND CONSULTATION Date:
Page 5 of 5

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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