4.4.3 Communication

Purpose

[enter-your-company-name-here] has established procedures for communications, both internal and external.

Procedure

[enter-your-company-name-here] has developed processes to ensure that there is clear and effective communication with respect to its environmental impact, responsibilities and the operation of its environmental management system.

The processes ensure that communication is effective both internally and externally.

Internal communications

Whenever possible, communication shall be in writing.  When communication is verbal, this shall be minuted or recorded in writing and filed in accordance with the procedures contained in 4.5.3 (Records).

Internal communications may be sensitive in nature or contain information and data that may be misinterpreted by persons that are not directly involved with the operation of [enter-your-company-name-here].

Therefore, internal communications must not be released or divulged to an external party without the express authority of the Environmental Manager.

Members of the organisation who are found to be in breach of this regulation may face disciplinary action, including dismissal.

Where a matter is sensitive, commercially confidential or not relevant to all members of the organisation, internal communication shall be limited as appropriate.

Whenever appropriate, internal communications that contain information that effect members of the organisation or which is essential to the operation of the environmental management system shall be distributed by one or more of the following methods;

• Verbally
• Email
• Memo
• Personal letter
• Newsletter
• Notice boards

External communications

• All incoming and outgoing communications with respect to [enter-your-company-name-here]’s environmental management system or its operations, where an environmental impact will or is likely to occur, shall be recorded in the Communications Register – Environmental matters.
• The register shall record the nature (subject) of the communication, the person responsible for issuing or receiving, the date sent or received and the location of the file containing copies of the communication.
• All outgoing communications relating to circumstances where an environmental impact will or is likely to occur, must have the approval of the Environmental Manager. Where the communication is of a routine nature, such as regular statutory reporting, the Environmental Manager may authorise a person or persons to issue the communications without gaining authority on every occasion.
• Where such ongoing authority is granted, this shall be documented, stored in an appropriate file and reviewed on a regular basis and at least every 12 months.
• Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, all ongoing authorities for the release of outgoing communications, reports etc shall be reviewed to ensure that they are appropriate.
• Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, the Environmental Manager shall be responsible for communicating this to all appropriate parties. 
• The Environmental Manager shall be responsible for ensuring that all standard documentation, brochures, advertising, management documents, signs, labels etc are reviewed and changed as necessary.
• Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, the Environmental Manager shall ensure that all necessary approvals, licences etc are obtained, checked and filed in the appropriate manner.
• Where these changes effect the statutory or legal obligations of other organisations, customers, suppliers etc, the Environmental Manager must ensure that there is no conflict before the change is implemented.
• All actions or decisions with respect to flow-on effect to other parties shall be recorded and filed in the appropriate manner.