Communication SOP

WINTHROX LABORATORIES PVT.
LTD
EHS AND QUALITY ASSURANCE DEPARTMENT
Title:- STANDARD OPERATING PROCEDURE Document # :

Subject:- SOP FOR INTERNAL EXTERNAL COMUNICATION EHS/QA
Issue Date: Review Date: Revision #: 00 Supersedes: NIL
Prepared by: Checked by: Reviewed by: Approved by:
HR Executive RA Executive Plant Manager CEO
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 and quality 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 covered under
Environmental, Occupational Health & Safety Management System and Quality 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 and quality
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/Quality Management System
including the Significant Aspects / Hazards in their working area.
2. The Communication from employs /workers/outside contractor /suppliers is received,
documented and responded to the concerned.
3. Processes for Communication with External Interested Parties on Significant
Environmental Aspects/ hazards and product and service nonconformances are considered.
5.2 The decisions taken regarding the concerned EHS/Quality Issues raised by any of the
Interested Parties(employs /workers/outside contractor /suppliers) shall be routed through EHS
MR and Plant manager.
WINTHROX LABORATORIES PVT. LTD

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 OF EHS
Topic For Personnel To Be Mode Of

S.No. Resp. For
Communicated Communication Communication
Communication
Awareness on the
Notice Board,
purpose of EHS
1. All Employees EHS Manager/HR training Programs
Management
and emails
System
Induction Training,
Cards, Display
2. EHS Policy All Employees EHS Manager/HR
boards & Training
Programs
3. Role & Concerned EHS Coordinators

Work Instruction /
Responsibility Employees SOPs/emails
Group Discussion,
Objectives And EHS Management
4. All employees
Targets Coordinators/Manager
Review Meeting
5. Emails, Minutes of
Concerned EHS EHS
EHS Issues Meetings, Notes,
Team, HODs Coordinators/Manager
Presentation.
6. Legal and other Concerned Emails, Minute of

Regulatory Dpt /EHS

regulatory
Employees Manager Meeting.
requirements.
Management Management Review

7. EHS Performance HR, Regulatory
Staff Meeting
Matters that shall be obtained through internal communications include but are not limited to the
following:
• Management’s commitment to the occupational health and safety management system;
• The identification of hazards and risks;
• Occupational health and safety objectives and program to achieve them;
• Incident investigation;
• Progress in eliminating hazards and associated occupational health and safety risks;
• Operational changes that might impact the occupational health and safety management system;
• Progress with consultation and participation of workers.
5.3.2 EXTERNAL COMMUNICATION OF EHS
Topic For Resp. of

Interested
Sno. Mode Of Receiving,
Party
Communication Recording and
Communication Communicating
Any relevant Information

Verbal/ Letter/
1. Distributors as required by the BRO/EHS Manager
emails
Distributors
Local Verbal / Letter/

2. Any EHS Concerns raised HR/EHS Manager
Community emails
3. Supplier Request for improving Letter/ emails Purchase


Environmental & Safety

Protection.
Any Other Issues raised
Significant Impacts /
Risks from their
operations.
Request for improving

Environmental Protection
Verbal/ Letter /
Visitors / Any Other Issues raised.
4. Notice BRO/EHS Manager
Contractor’s
Significant Impacts / board/emails
Risks from their
operations.

Banks & Relevant Information as Finance
5. Letter/emails
Insurers required

Press-Release,
Initiatives taken by
Interviews,
6. Media Organization &
Presentation at HR/CEO/EHS
Subsequent Development Manager
Seminar/websites

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


Matters that shall be obtained through external communications include but are not limited to the
following:
• Information about a contractor’s occupational health and safety management system;
• Legal and other requirements that impact on the method or extent of communication;
• Previous occupational health and safety performance and history of notifiable incidents;
• The use of multiple contractors at the workplace;
• Emergency response;
• The need for additional consultation and/or contractual provisions relating to high-risk tasks;
• Reporting of occupational health and safety performance, incidents, nonconformities and
corrective actions.
Methods of communication with laboratory staff:
Winthrox laboratories has adopted the following methods to disseminate information to
interested parties:
• Conduct induction trainings to new laboratory staff;
• Conduct awareness trainings to staff who utilize labs;
• Communicate Lab standard operating procedures and safety measures with employs through
emails, consultation with staff, minutes of meetings, announcements, and others;
• Make Material Safety Data Sheets (MSDS), equipment manufacturer’s manual and emergency
response plan visible for all lab users by making hard copies accessible at the lab premises, and
distributing it in soft format as well;
• Communicate changes in health and safety manual, objectives, policy, legal requirements
through announcements and awareness sessions.

Internal and External Communications The organization shall determine the internal and
external communications relevant to the business management system, including:
S.no a) on what it will b) when to c) with whom to d) how to e) who communicates

communicate communicate communicate communicate
1. Quality Policy To all new hires All employees By a poster QA or designee
at the beginning displayed in
of employment Quality board
and location(s) as
To all
necessary Quality
employees
manual Personal
periodically as
communication
deemed
necessary
2. Relevant quality To all employees All employees Postings QA Manager or
objectives periodically as designee
deemed
necessary
3. Employee contribution to To all employees All employees Personal Department
the effectiveness of the periodically as communication Supervisor, Plant
QMS, including the deemed Manager or designee
benefits of improved necessary
performance
4. Implications of not To all employees All employees Personal Department
conforming with the periodically as communication Supervisor, QA
QMS requirements deemed Manager or designee
necessary
5. Performance to Typically All employees, All-Employee Plant Manager or
objectives (Quarterly) CEO Meeting designee
6. Internal Audit findings After each CEO Via email Regulatory Personal
internal audit
7. Procedure revisions As needed Affected Training Author, affected
employees Department

Supervisor(s)
8. Customer problems As needed CEO, other as Email, as needed Plant Manager
needed
9. Suitability of the QMS Annual CEO, other as Management Plant Manager
needed Review
External communications relevant to the Business Management System
S.no a) on what it will b) when to c) with whom to d) how to e) who communicates

communicate communicate communicate communicate
1. Problems with vendors As necessary Affected vendor Email QA Manager
notifications
and/or Vendor
evaluation form
2. Customer requests for As necessary Customer Customer phone Customer Service or

corrective action Service calls QA Manager
Department
Supervisor(s),
QA Manager

3. Significant changes to As necessary DRAP, email (or as QA Manager

the QMS Customer(s) as personal
required communication)
4. Customer audits follow- As necessary Customer, Top email (or as QA Manager

up actions management, personal
Department communication)
Supervisor(s)
5. DRAP audit follow-up Upon completion drap Letter or email Plant Manager
actions
6. Quality Policy Whenever Interested public Web site, email Plant Manager or
requested Website Manager
(IT)
7. Certificate of registration Whenever Interested public Email Regulatory or

requested Website Manager
(IT)
8. QMS Manual / Info. As requested Requesting email QA Manager

(Non Organization
confidential)

EHS/Quality manager shall record the decision taken in minutes of the meeting. Management of
Winthrox Laboratories Pvt. Ltd has decided not to communicate its Significant Environmental
aspects to external interested parties and confidential documents of Quality.
5.4 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 Company.
5.5 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.
5.8 Awareness shall be given to the Security about the importance and purpose of the
EHS/Quality Management System, including Awareness on Environmental/Quality Policy and
communication.
5.9 Participation and Consultation
5.9.1 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/Quality objectives. During risk assessment & determination
of control measures due consideration is given to identify EHS/Quality objectives. Workers are
involved in incident investigation & details of investigations are recorded in the incident register.
5.9.2 Consultation on Health and Safety matters:
EHS/Plant manager conducts quarterly Health and safety/Quality committee meeting with
employee representatives. The agenda for the meeting includes –
1. Development and review of systems to manage OH & S/Quality risks.

2. Any change that affects workplace safety and health.
3. Any change which effect quality system/process
4. Any other health and safety matters

Input for the meeting also includes feedback on concerns from employs and employer . The
decisions and further actions are recorded by HR and circulated to the concerned personnel for
action. HR Maintains of meeting.
6.0 Document / Record reference:
S. No. Document /Record Description Document No.
01. Concerns/suggestions from interested parties file
02. External communication register
03. Employee Consultation/Incident Register
04. Meeting Minutes of Safety Committee
05. Meeting Minutes of Quality Committee
7.0 Change History:-

Sr. # Revision No. Effective date Reason
01 00 - ONLY SOP

Communication SOP

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WINTHROX LABORATORIES PVT.

Title:- STANDARD OPERATING PROCEDURE Document # :

To establish, implement & maintain a Procedure for Communication, participation, and

3.0 RESPONSIBILITY: As defined in the table below.

4.1 Communication: It is the process of meaningful interaction among persons of an

Title:- STANDARD OPERATING PROCEDURE Document # :

5.3.1 INTERNAL COMMUNICATION OF EHS

Topic For Personnel To Be Mode Of

3. Role & Concerned EHS Coordinators

6. Legal and other Concerned Emails, Minute of

Title:- STANDARD OPERATING PROCEDURE Document # :

Management Management Review

5.3.2 EXTERNAL COMMUNICATION OF EHS

Topic For Resp. of

Any relevant Information

Local Verbal / Letter/

3. Supplier Request for improving Letter/ emails Purchase

Title:- STANDARD OPERATING PROCEDURE Document # :

Environmental & Safety

Any Other Issues raised

Request for improving

Title:- STANDARD OPERATING PROCEDURE Document # :

Title:- STANDARD OPERATING PROCEDURE Document # :

S.no a) on what it will b) when to c) with whom to d) how to e) who communicates

Title:- STANDARD OPERATING PROCEDURE Document # :

External communications relevant to the Business Management System

S.no a) on what it will b) when to c) with whom to d) how to e) who communicates

2. Customer requests for As necessary Customer Customer phone Customer Service or

Title:- STANDARD OPERATING PROCEDURE Document # :

3. Significant changes to As necessary DRAP, email (or as QA Manager

4. Customer audits follow- As necessary Customer, Top email (or as QA Manager

7. Certificate of registration Whenever Interested public Email Regulatory or

8. QMS Manual / Info. As requested Requesting email QA Manager

Title:- STANDARD OPERATING PROCEDURE Document # :

5.9 Participation and Consultation

5.9.2 Consultation on Health and Safety matters:

1. Development and review of systems to manage OH & S/Quality risks.

Title:- STANDARD OPERATING PROCEDURE Document # :

6.0 Document / Record reference:

S. No. Document /Record Description Document No.

01. Concerns/suggestions from interested parties file

02. External communication register

03. Employee Consultation/Incident Register

04. Meeting Minutes of Safety Committee

05. Meeting Minutes of Quality Committee

7.0 Change History:-

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