SOP: Communication, Participation and Consultation

1.0 GENERAL
 

Scope:

• Compliance to clause  4.4.3.1 of OHSAS18001: Communication and 4.4.3.2 of OHSAS18001: Participation and Consultation
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

• Interested party: person or group, inside or outside the workplace (3.23), concerned with or affected by the OH&S performance (3.15) of an organization (3.17) (OHSAS 18001:2007, Clause 3.10)
• DOSH: Department of Occupational Safety and Health
• Communication:  A transfer of information, ideas and emotions between one individual or group of individuals to another parties

3.0 RESPONSIBILITY AND AUTHORITY

Safety Manager:

• Responsibility: <define the function>
• Authority: <define the function>

OSHMR:

• Responsibility: <define the function>
• Authority: <define the function>

SHO

• Responsibility
• Authority

4.0 CONTROL PROCEDURE

• Importance of effective communication;
• For manager – employee relations:
• Effective communication of information and decision is an essential component for management-employee relations.
• The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done.
• Manager should also be sure of some basic facts such as how to communicate and what results can be expected from that communication.
• Most of management problems arise because of lack of effective communication.
• Chances of misunderstanding and misrepresentation can be minimized with proper communication system.
• For motivation and employee morale:
• Communication is also a basic tool for motivation, which can improve morale of the employees in an organization.
• Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work.
• Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation.
• He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.
• For employees:
• It is through the communication that employees submit their <work reports, comments, grievances and suggestions> to their <seniors or management>.
• Organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.
• It is important for company to take into account for external communication input from interested parties to ensure that message from them will be managed in proper way.
• Communication approach;
• Employee: Email, Memo, CAR, Notice Board
• Customer: Email, written official letter/notice
• DOSH: Email, Safety Log Book, written official letter/notice
• Participation of workers
• Top management
• Review and update of policies, procedures and OH&S issues
• Provision of facility with take consideration on OH&S matter
• Take into consideration for the issue raised
• Review the OH&S reports including document / records addressed in the Management Review, SOP: HIRARC, SOP: Legal and other requirements and evaluation of compliance and SOP: Performance Monitoring
• Management Representative
• To communicate if there any changes in legal as defined in SOP: Legal and other requirements and evaluation of compliance,
• To communicate the relevant output from  Management Review
• HR Manager
• Training execution as per planned in <Training Needs Analysis>
• Carry out OH&S training and awareness as defined in the SOP: Competence, training and awareness
• To ensure competency of personnel especially in meeting with OH&S legal aspect.
• Manager
• Escalate any OH&S information to employee
• Safety Officer
• Carry out duty described in the Occupational Safetyand Health (Safety and Health Officer) Regulations 1997
• Safety Committee
• Participate any OH&S activity organized by top management to create awareness and consciousness towards OH&S
• Conduct a workplace inspection to comply an Occupational Safety and Health (Safety and Health Committee) Regulations 1996
• Employee (in general)
• Participate any OH&S activity organized by top management to create awareness and consciousness towards OH&S
• Address commitment to contribute company OH&S Objectives, program and target
• Notification/acknowledgement of company’s OH&S Management System for those personnel has liaised with the interested parties including if there any changes of OH&S
• To compliance company OH&S established procedures and work instruction at all time in the workplace.
• OH&S communication with clients
• OH&S Matters are amongst item discussed at all management if required by the customers.
• If there specified in the customer requirement, the meetings are to be attended by all levels of key members of the Company, the client representative and the Health, Safety & Environment General Manager. Details are to be recorded in each meeting. All Engineers Technician shall concentrate on Health, Safety & Environment aspects;
• All input of communication shall meet with the item requirement defined in the Contract (details can refer to the Other Requirement Register and Compliance Evaluation)
• OH&S communication with subcontractor;
• Subcontractor undertaking site work will have to submit a Health, Safety & Environment plan or proceed according to company Health, Safety & Environment manual by which the scope of work to be performed. <Confirm relevancy> 
• Subcontractor should study well the HSE company manual and follow the Health, Safety & Environment procedures, give adequate instructions to their employees regarding Health, Safety & Environment. <Confirm relevancy>
• Communication with subcontractor also subject to the requirement addressed in the contract with client (details can refer to the Other Requirement Register and Compliance Evaluation)
• Toolbox HSE meeting  <Confirm relevancy>
• Toolbox meeting shall be conducted prior the EIA and/or environmental monitoring or site audit / inspection activity can be started.
• Input of toolbox meeting will be obtained through JSA and to be delivered by HSE personnel or client representative.
• The information also being briefed for another relevant topics such as hazard, risk, legal statutory, client’s safety protocols update and other safety and health news.
• Attendance record shall be maintained and where required, it should be submitted to client.
  

5.0 CROSSED REFERRENCE SECTION

• SOP: Hazard identification, risk assessment and determining controls
• SOP: Legal and Other Requirements and Evaluation of Compliance
• kjiofeioru

6.0 RECORDS

• hgyhiuhuifvdf