HEALTH SAFETY ENVIRONMENT AND QUALITIY SYSTEM

Communication and Engagement Procedure

PR033

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Document n PR015 Document owner HSEQ Department

Revision 01 Approver General Manager
Implementation date 22 November 2022 Date Approved 22/11/22

1. Document control

REVISION PAGE CHANGE EFFECTED DATE

NUMBER NUMBER CHANGE
01 00 DRAFT 00
02 1 Changing of the procedure layout 1

2 PURPOSE
Is to provide clear line of communications de and define responsibility is each Health,
safety, environment Quality responsibility.

3. SCOPE
This procedure describes processes for internal communications on various elements of the
organization’s environmental management system, including the environmental policy and objectives.
This procedure also can be used for employee reporting of health & safety hazards, or for other related
purposes.

3.OBJECTIVE

A variety of processes is used for internal communication on environmentally related matters.

The effectiveness of these communication processes is evaluated on an ongoing basis, through
employee surveys, environmental training programs, organization audits and inspections, and
informal discussions. Major topics of internal communication include:
 Environmental policy, objectives, and targets;
 Environmental management roles and responsibilities;
 Organization performance compared to environmental objectives and targets;
 Environmental policies and procedures; and,
 Hazards and emergency situations.
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5. RESPONSIBILITY

POSITION ROLE TASK DESCRIPTION

General Manager To Review and  Promote the use and ensure compliance
Approve with this procedure
 Monitor compliance with this procedure
 Formally auditing compliance with this
Procedure annually
 Provide and communicate relevant HSEQ
alerts to managers and supervisors
 Discuss HSE as a priority at project / task
meetings
 Ensure that the problem solving process is
followed and all problems resolved
 Organize and participate in Laresh HSEQ
Committee meetings

HSEQ manager  The managers and supervisors

must:
 Promote the use of this procedure
 Monitor compliance with this
procedure
 Communicate and publish HSE
alerts on bulletin boards as needed.
 Be the first point of contact for
employees regarding any SMS
problem
 Assist the HSEQ representative or
the HSEQ Committee to maintain
good HSEQ communication

All employees To adhere • Employees must:

• Comply with the requirements
detailed in this Procedure
• Attend all toolbox meetings and pre-
start meetings held by the supervisor
• Report any HSEQ problems to the
Supervisor
• Take note of HSEQ alerts posted on
bulletin boards

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5.PROCEDURE STATEMENTS

5.1 Communication process

The involvement of all personnel in management in HSEQ activities is essential to achieve the performance
objectives. Communication is the key to the success of HSEQ management systems

Communication strategies should be included in the list of meetings distributed and published in
.
newsletters They strategies were developed to enable the employee to emphasize or discuss problems
related to HSEQ.

5.2 Tool box talks

Tool box talks should be interactive and in the open forum to discuss issues of key HSEQ information in
which they should include relevant debates related to:

 Outcome of HSEQ matters reported at the last meeting

 Talk about hazardous in activities being carrying out

 Changes in legislation code practices

 Any relevant HSE related alerts

 HSE issues on the website

 Change in the work system

 Review JHA and work permit

In one or two safety meetings it should be focus on the key to the relevant hazards of the project or task
and review or monitor the control requirements.
All attendance record to be signed at meetings
The minutes of the meetings must be maintained if possible to restore an item for resolution or for audit
purposes. The draft must also be displayed on the information board or available in any other possible way.
5.3 Meetings before the work commencing

The meetings before the start of the activity must be directed by the supervisor before the team starts its
shift and before any risky tasks. Meetings before the start of the activity should be addressed to areas, but
not limited to:
• Any high-risk work to be carried out and relevant risk control
• JHA review and work permit

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5.4 HSEQ ALERT

HSEQ alerts provide a consistent and clear approach to communicating relevant HSEQ information arising
from internal and external incidents, where there is an unacceptable potential for incidents to occur if risk
mitigation measures are not implemented. The issue of HSEQ alerts received from external alerts should
be designed as a proactive "lessons learned" strategy to minimize the risk of possible incidents at
LARESH.
HSEQ alerts received from external parties should be assessed to determine possible risk implications for
Laresh.
HSEQ alerts that are required for High or Extreme risk categories must be developed and distributed by the
Laresh Director, including alerts and newsletters received from:
• Vendors
• Government agencies
• Local regulatory authorities
HSEQ alerts must be issued and controlled according to Table 1 below:
Process of developing, issuing and controlling HSEQ alerts.
5.5 process of development, issuance and control of HSEQ alerts.

No Step Description and Reference

1 HSEQ alerts should be developed for all incidents
After receiving an internal or external with a potential or actual rating of high or extreme.
incident / near miss or Alert notification, Any Supervisor can request an HSEQ Alert for
assess the actual and potential severity of incidents with a potential or actual rating of
the incident and determine whether an Moderate and Low, if appropriate, or the Director
HSEQ alert is required.
can issue an HSEQ Alert for any rating.
For HSEQ incident classification, refer to the
Incident Reporting and Investigation Procedure.

2  HSEQ alerts must be created for all

Issue communicate HSE alert incidents with a potential or actual rating of
high or extreme.
 Any supervisor can be notified to apply for
one of the highest hierarchies of
subordinates or subordinates, if
necessary.
 For HSE incident classification, refer to the
Procedure for reporting and investigating
incidents.

3  The director:  HSEQ alerts must be numbered using a

 Allocates a sequential document sequential numbering system that includes
sequential number and year (for example,
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No Step Description and Reference

control number HSES Alert 01-05)
 Insert the alert in the HSEQ alert
record

4 the Manager (or delegated person)

issues the alert to all appropriate
personnel by email

5 Supervisors must ensure that HSEQ

alerts are communicated through
toolbox meetings, pre-start meetings
and bulletin boards.

7 Make sure that any corrective actions

arising from external HSEQ alerts are
managed and recorded in the HSEQ
Action Register

5.6 Project meeting

Project meetings are meetings at the highest level where they discuss issues related to HSEQ.
The participation of all employees including the Director is essential.
This meeting discusses issues related to the project and HSEQ, but not limited to
 Consider and make recommendations regarding HSEQ policy issues
 Consider and make recommendations to all questions that can be resolved in the Toolbox talk
session.
 Keep informed of new safety and standards applicable in the organization, take action for its
application.
Regular performance review report and actions to improve HSEQ management and, where necessary,
make decisions, approve problem correction results, and ensure continuous improvement of health, safety,
environment and quality management.

5.7 HSEQ BOARD

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The HSEQ BOARD must be used in all workstations as one of the key methods for communicating in the
HSEQ both to transmit external or internal HSEQ information, changes in legislation, practices, relevant
codes and any other issue related to the HSEQ and process of work.

5.8 conflict resolution

Every employee of Laresh has the right to work in the safe workplace. If the employee has any concerns
that adversely affect their security, there are many methods available to forward. The methods include:
 Report the problem immediately to the supervisor
 Report the problem to HSEQ Manager or safety Rep
 Report the problem to the HSEQ committee
 Discuss problems in Toolbox Meetings lectures
If a supervisor cannot resolve the issues, it should be discussed and resolved by both the supervisor and
the Safety Representative and, if the matter should go unresolved, it must be addressed urgently to the
Director or via the health and safety committee.

5.9. HSE COMMITTEE

Laresh encourages the election of an HSEQ Representative and / or the formation of an HSE Committee
for each location / project according to number of people. The functions of SMS Representatives include,
but are not limited to:
Inspect the workplace Incident / near accident investigation Report any identified hazards Forward any
SMS subject to the Supervisor, or laresh Director (if trained), when necessary. Contact with employees
regarding the safety or health of people in the workplace Role of the HSE Committee include, but are not
limited to:
• Facilitate consultation and cooperation between laresh and its employees and identify risks and
implement risk control measures.
• Stay informed about the new HSE standards and legislation applicable to Laresh and take steps to
comply with the new applicable regulations.

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APPROVAL SIGNATURES RECORD

REVIEW ROLE NAME SIGNATURE DATE

Document owner
Specialist Pedro Chicate
Manager
ENDORSED BY
APPROVED BY

7.DEFINITIONS AND ABRREVIATIONS

TERM DESCRIPTION

8.REFERENCES

TERM DESCRIPTIONS

6. PURPOSE
7. OBJECTIVE
8. HSEQ RESOURES ROLE AND RESPONSIBILITY

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