internal and external communication

Document Number

Document Title : Internal and External Communication

AGL-GIL-AUH-IMSP-QHSE-025

Revision # Effective date Prepared By Reviewed By Approved By Page

0 18 October 2011 Process Analyst QHSE Manager CEO 2 of 7

1. PURPOSE

To establish, document and maintain a system for communicating IMS related information internally and externally. Also to provide a system to create awareness on IMS, updating all staff on the status and performance of IMS, changes made to the IMS and steps taken or to be initiated for continual improvement of IMS

2. SCOPE This procedure applies to all processes within the organization, which comes under the scope of the IMS and directly affects the health and safety of the employees and the environment surrounding its operations.

3 ABBREVIATIONS Agility (Abu Dhabi) Agility (Abu Dhabi) PJSC PPE Personal Protective Equipment QHSE Quality, Health, Safety and Environment HSE Health, Safety and Environment CEO Chief Executive Officer

4. DEFINITIONS & ABBREVIATIONS

None

5 RESPONSIBILITIES AND AUTHORITIES

5.1 QHSE Manager is responsible for the following: Receiving communications related to IMS from external parties such as

guests, visitors, contractors, suppliers and interested parties; Updating CEO and Department Heads on all communication received from

external parties; Disseminating relevant information pertaining to IMS throughout the

organization either originated internally or received from external agencies; CEO is responsible for approving all external communications pertaining to IMS. Department Heads are responsible for communicating IMS informations within their department.

6 PROCEDURE Modes of Communication Following modes are used for communication:

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E-mail Fax Memo/Letter Meetings Training Program/Workshop/Seminar Agility Website Notice Board

Depending upon the type of information that need to be conveyed, most appropriate mode of communication will be selected.

Verbal communications are discouraged with regard to IMS except in reporting of incident as and when it happens. However, it will be recorded in writing once the incident is attended

INTERNAL COMMUNICATIONS

Information Responsibility When How To Whom

Communication of IMS Policy

Management Representative

Upon issuing / revising QHSE Policy

Through one or more of the following means:

1. By displaying at relevant locations of Agility.

2. By conducting awareness sessions / training programs

All employees of Agility (Abu Dhabi)

PJSC

IMS documentation

( Mandatory and companywide procedures)


Upon issuing/revising documents


1. By publishing in the sharepoint


All employees of Agility (Abu Dhabi)

PJSC

IMS documentation

( Departmental

Department Heads Upon issuing/Revising documents


Staff of concerned department /

function

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procedures) 1. By publishing in the sharepoint, distributing as Hard copies / CDs


Environmental aspects and impacts ( New)

Any staff of Agility As and when observed

1. Through e-mail.

2. Reporting to QHSE Focal point

MR, QHSE Coordinator

Consolidated environmental aspects and impacts

QHSE Coordinator 1. Minimum once in a year if there are no changes.

2. As and when changes to aspects and impacts happens


1. By publishing register of aspects and impacts in the sharepoint

2. By conducting awareness sessions.

All Staff / QHSE Focal points

Occupational health and safety risks

HSE Officer / MR / Department Heads

1. Minimum once in year if there are no changes in hazards and risks.

2. As soon as new hazard is identified and risks are assessed.


1. By publishing risk assessment register in the sharepoint


All Staff / QHSE Focal points

Incidents Any staff of Agility As and when it occurs


1. By sending an e-mail

2. By calling over phone or personal visit

HSE Officer / MR / Department Head

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Lessons Learnt from Incidents


Upon receiving incident investigation report


1. By publishing the lessons learnt in the sharepoint


All Staff /QHSE Focal points

Customer Complaints status

Customer care representative

As and when a complaint has occurred


1. By presenting customer complaint analysis report in small sessions.

2. By presenting status in the management review meeting

Department Head / Top Management

QHSE objectives and targets and performance (Annually)


1. Every third quarter of the year

2. As and when the objectives and targets are revised

1. Through e-mail

2. By Making presentations

Top Management

Internal and external audit results


Upon completion of audit.


1. Presentation during management review meeting

Top Management

Nonconformity All staff As and when observed

1. By completing Non-conformance Report

Department Head


Management Review Meeting

1. By Presenting status of nonconformities

Top Management

Document Number






Corrective and Preventive Action Status


Management Review Meeting

1. Presentation of status of nonconformities

Top Management

Communications received from customers /third parties


As and when the communications are received


1. Through e-mail

2. Through meeting

CEO & Department Heads

Note : Information will be disseminated down the line by the respective Department Heads

Changes to legal and other requirements


As and when the changes are noticed


1. Through e-mail

2. Through meeting

CEO & Department Heads

Note : Information will be disseminated down the line by the respective Department Heads

Communication related to HSE training

HR Manager/Executive

At least 2 weeks in advance from the date of training

1. Through e-mail to employee

2. By informing concerned Department Head through e-mail

Nominated Staffs

External Communication Communications received from the external parties such as customers, contractors, regulatory

authorise and interested parties are recorded in the External Communication Register by the

QHSE Co-ordinator

If an acknowledgement is sought, it is acknowledged by the QHSE Co-ordinator QHSE Coordinator shall go through the communication carefully, and discuss with the QHSE

Manager. If required, matter may be consulted with head of the departments and CEO

Based on the decision of the CEO, further steps related to communication shall be taken Wherever a reply is required to be given to an external party, in those cases reply shall be

drafted by the QHSE Coordinator and submitted to the QHSE Manager for review and

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approval. Upon approval, reply is sent. Before dispatching the reply, QHSE Coordinator shall

make necessary entries in the External Communication Register

Communication of significant environmental aspects

CEO shall decide whether to communicate or not the EHS aspects to external parties. If the decision is

to communicate, in those cases QHSE Manager shall prepare the communication, get it approved

from the CEO, record it in the External Communication Register and communicate it. QHSE Manager

shall select the most suitable mode for communication.

internal and external communication

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