AL SAHRAA FOR METAL

INDUSTRIES

Communication and Consultation

Procedure

Name Designation Signature

Reviewed By Emmanuel Chu OSH MR

Approved By Engr. Sameer Rababah General Manager

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Document Change History:

To the OSHMS manual holders,
Please update the manual with the revisions enclosed.

Type of
change - Section
Revision No. Issue No. Page No.
Date No. if Summary / description of change
(Revision or if revision
revision
New issue) Prev. New Prev. New

01-05-2020 Rev 00 00 00 1 Date Date

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CONTENTS PAGE

OBJECTIVE 4

SCOPE 4

RESPONSIBILITY 4

DEFINITIONS AND ABBREVIATIONS 4

PROCEDURAL STEPS 5

1. Introduction 5

2. The Concept of Communication and Consultation 5

3. Internal Communications 5

4. External Communications 5
5. Consultation 6

6. OSH Committee 6
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OBJECTIVE:
This document aims to facilitate effective communication and consultation with employer, employees,
visitors, contractors/suppliers and external stack holders whenever decisions are made that impact on
OSH in order to reduce the incidence of injury, illness and pollution. And to define the communication,
participation and consultation arrangements that management is required to implement in their area of
responsibility. This procedure is also aimed to achieve compliance with OSHAD SF - TG - Consultation
and Communication v3.1 Mar 2017 and OSHAD SF v3.1 Mar 2017 – Element 4. Consultation and
communication

SCOPE:
This procedure applies to all company activities & related services and other activities that are carried
out under company management system.

RESPONSIBILITY:
Top Management: responsible for the overall policy direction of the OSHMS and ensuring that the
policies and procedures are communicated to all employees, contractors & other interested / involved
parties.
Dept. Heads: need to communicate and consult with employees in order to be effective.
OSH / Management Representative (MR); is responsible to ensure OSH committee is
formed and they are conducting meeting according to this procedures and all
communication and consultation activities are documented.
All employees: to read and understand the policies and procedures and share with their
ideas and thoughts with their management.
OSH Officer and Others: who have impact on company OSH is responsible to participate
in communication and consultative activities requested by the GM or MR.

DEFINITIONS AND ABBREVIATIONS:

Communication: is a one-way process conveying or imparting a message to an intended
audience.
Consultation: is a two-way process discussing, deliberating and exchanging ideas and
information.
ASMI/Organization/Company: Al Sahraa for Metal Industries LLC
PR: OSHMS Procedure
OSH: Occupational Safety & Health.
OSHMS: ASMI Occupational Safety & Health management system.
SRA: Sector regulatory Authority appoint by OSHAD Centre regulating company OSH in the emirate of
Abu Dhabi which is IDB (Industrial Development Bureau)
OSHAD SF: Abu Dhabi Occupational Safety & Health Management System- System Frame Work
OSHAD SF - TG: Abu Dhabi Occupational Safety & Health Management System Regulatory Frame
Work – Technical Guidelines
GM: General Manager
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Description
Records Procedural Steps Resp.

1. Introduction:
Communications and consultation are the lifeblood of ASMI business. As GM, & MR
company understand people need to talk to each other; they need to exchange
views and ideas, issue and receive instructions, discuss problems and consider
developments.

ASMI shall ensure that their staffs, contractors / suppliers, visitors and external
stakeholders such as SRA has appropriate information and opportunities to
contribute to the development of its policies and practices that affect them, to
make their views known, and to have those views taken into account. This
procedure has been developed referring to OSHAD SF v3.1 Mar 2017-element 04
Communication and Consultation, OSHAD SF - TG - Consultation and
Communication v3.1 Mar 2017, SRA and other legal requirements.

2. The concept of communications and consultation:

Communications means the provision and exchange of information and
instructions which enable an organization to function efficiently and employees,
contractors / suppliers, visitors and external stakeholders to be properly informed
about developments. It covers:

• The information to be provided.

• The channels along which it passes.

• The way it is communicated.

• The effectiveness of communication.

3. Internal communication
Company policy, performance objectives, changes to the system and its
achievements towards meeting them, legal requirements and updates, roles and
MR & GM
responsibilities, customer complaints, staff concerns and sessions, precaution to be
taken against fire and other work place hazards, company OSHMS requirements,
All employees
Industrial safety requirements, other OSH matters etc. Are regularly communicated
verbally and occasionally through internal memos. Other means of communication
implemented are through company brochures, e-mail, networking systems, formal
and informal meetings, notice boards tool box talks and training that are conducted
amongst the staff and management.
The communication flow of the company shall be a circulating system such as
according to the company organization structure the information shall flow to the
bottom level and feed backs from bottom level to the top management.
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Records Procedural Steps Resp.

MR & GM
4. External communication
The communication to interested parties, contractors, suppliers, visitors, SRA,
regulatory authorities and other external stakeholder shall be done through letters,
faxes and company profiles, annual reports, newspapers, websites and community
meetings. The GM shall decide whether to respond to a relevant external
communication or not. The Management Representative shall review the Customer
Complaints/ Safety concerns on regular basis and ensure that all the actions are
duly taken.
MR & GM
5. Consultation
The company ensures that consultation is done with employees, contractors / All employees
suppliers, SRA, regulatory bodies, and all relevant stakeholders including employees
or their representatives to ensure OSHMS issues are appropriately agreed by all
persons at the workplace.
The consultation shall take place at all stages of risk assessment, deciding on
controls, new / changes to the work place/equipment/process etc., incident
investigation, development and review of OSH procedures, OSH policies &
objectives, assembling OSH committees. The consultation can be carried out by
face to face, meetings, directly or indirectly with staff (emails, suggestions
boxes, surveys etc.), toolbox talks, meetings, or during the inspection or walk
around the area.

6. OSH Committee
The company shall establish and maintain OSH committee which comprises
of GM, MR, OSH Officer, Department Heads, and employee representative(s). MR & OSH
The responsibilities of OSH committee to review and discuss the OSHMS Committee
issues which result in effecting the health & safety, aspects impacts, incident
investigations, safe working conditions, changes in the work place effecting OSH
and welfare, adequacy of OSH communications, risk management, inspections and
audits results, trainings, emergency programs and statistics on accidents and illness.
The OSH committee will conduct the meeting quarterly and minutes will be recorded.
The committee shall compile annually an OSH performance report including
overall OSH activities, and shall discuss for further improvements and review.

Records: No records