ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

1. PURPOSE:

To establish, implement and maintain the processes needed for the internal and external communications
relevant to the OH&S management system.

2. SCOPE:

All internal and external communications relevant to the OH&S management system.

3. DEFINITIONS:

NIL

4. REFERENCES:

ISO45001:2018 Standard - Clause 7.4: Communication.

5. AUTHORITY AND RESPONSIBILITY:

OH&S Management Representative (HMR)

The HMR is responsible to ensure effective implementation of this procedure.

The HMR is authorized to provide the resources for implementing this procedure.

Members of OH&S Committee

They are responsible for effective implementation of this procedure in their respective departments.

6. METHOD:

Our organization has established, implemented and maintaining the processes needed for internal and external
communications relevant to the OH&S management system, including:
a) on what it will communicate
b) when to communicate
c) with whom to communicate:
1) internally among the various levels and functions of the organization
2) among contractors and visitors to the workplace
3) among other interested parties, and
d) how to communicate.

The organization takes into account diversity aspects (e.g. gender, language, culture, literacy, disability) when
considering its communication needs.
The organization also ensures that the views of external interested parties are considered in establishing its
communication processes.

Prepared by Reviewed & Approved by Issued by Doc. Control

Doc ID: HMR-H-M-PR-04
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 1 of 4
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

When establishing its communication processes, our organization …

- takes into account its legal requirements and other requirements, and
- ensures that OH&S information to be communicated is consistent with information generated within the
OH&S management system, and is reliable.

The organization responds to relevant communications on its OH&S management system, and retains
documented information as evidence of its communications, as appropriate.

a. Internal communication

Our organization …
a) internally communicate information relevant to the OH&S management system among the various levels
and functions of the organization, including changes to the OH&S management system, as appropriate, and
b) ensures that its communication processes enables workers to contribute to continual improvement.

b. External communication

Our organization does externally communicate information relevant to the OH&S management system, as
established by the organization’s communication process(es) and taking into account its legal requirements and
other requirements.

Starting off with addressing a set of identified internal and external communication needs, the organization
keeps reviewing the new needs and addresses them from time to time.

The table below summarises the OHSMS related internal and external communications that happens in our
organization. Details of communication process related to various activities can be found in the respective
OHSMS procedure.

ISO45001: OHSMS
Sl. # What to communicate ? 2018 When ? With whom ? How ? Who Procedure
Cl. Ref. communicates ? Ref.

1.a The importance of 5.1.e During HODs Verbally MD HMR-H-

effective OH&S OHSMS M-PR-01
management and of planning
conforming to the meeting
OHSMS requirements

1.b - do - - do - OHSMS All Verbally Trainer HMR-H-

awareness participants M-PR-02
training

2 OH&S policy 5.2 After To all In MD HMR-H-

making / writing M-GN-04
modifying (display)

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Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 2 of 4
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

3 Responsibilities and 5.3 After joining Employees In MD, Head HMR-H-

authorities for relevant / role change writing (P&A) M-GN-05
roles

4 Hazard identification and 6.1.2 After To the MD In HMR HMR-H-

assessment of risks and conducting and all writing M-PR-05
opportunities assessments HODs

5 OH&S objectives 6.2.1 During HODs Verbally MD HMR-H-

OHSMS and in M-PR-01
planning writing
meeting

6 OH&S requirements 8.1.4 Prior to External Verbal Head HMR-H-

relevant to the purchase providers, and/or in (Purchase & M-PR-10
organization including writing Stores)
(for services and materials contractors
to be provided at our site /
our customer’s site by the
external providers)

7 Relevant OH&S 9.1 After Internally In HMR HMR-H-

performance information evaluation (to all writing M-PR-06,
HODs) and HMR-H-
Externally M-PR-12
(to relevant
interested
parties)

8 Relevant communication 9.3 After Interested In MD or HMR HMR-H-

received from interested reviewing the parties who writing M-PR-01
parties, including communi- send the
complaints cation communi-
cation

9 Reporting the results of 9.2.2 After each MD In HMR HMR-H-

OHSMS audits to audit writing M-PR-14
relevant management

10 Reporting on the 9.3 During MD In HMR, HODs HMR-H-

performance of the management writing M-PR-01
OH&S management review
system, including OH&S meeting
performance, to top
management

11 Replying to tender NA Pre-sales Prospective In Head NIL

documents and Purchase negotiations customers writing (Marketing)
orders specifying

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Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 3 of 4
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

customers’ OHSMS
requirements, ISO45001
certification
requirements, etc.

12 Information regarding NA After Employees, Display HMR / Head NIL

areas of OHSMS hazards identifying Visitors boards (P&A)
within our premises. OHSMS
hazards

13 Enquiring about 8.2 When such Emergency Verbally HMR NIL

emergency service and need is felt Service / In
contact details Providers writing

14 Enquiring about 8.2 When such Insurers Verbally HMR NIL

insurance proposals need is felt / In
regarding potential writing
emergencies

15 Responding to audit 7.4 After Government In HMR NIL

findings, show-cause receiving or regulatory writing
notices, intimations, such body
OHSMS requirements communi- inspectors
etc. cations

16 Responding to letters, 7.4 After ISO45001 Verbally HMR NIL

certification service receiving certification / In
offers, audit schedules, such body writing
audit findings, etc. communi-
cations

The Managing Director reviews the effectiveness of internal and external communications, in the OHSMS
planning and management review meeting.

7. RECORDS:
As per the procedures referred above.

8. DOCUMENT AMENDMENT HISTORY:

Version No. Summary of changes from previous version of the document Changes sought by Remarks of HMR
V-001 First version released for implementation. N/A Nil

Prepared by Reviewed & Approved by Issued by Doc. Control

Doc ID: HMR-H-M-PR-04
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 4 of 4