Communication Procedure and Plan
Communication strategy for incidents and crises
Purpose
Establish an internal and external communication process that ensures all employees and relevant interested parties are informed and engaged.
Scope
Applies to all processes within the organization.
Procedure
General
The organization maintains a communication plan that considers:
- Audience diversity (gender, language, culture, literacy, disability).
- Legal and regulatory requirements.
- The perspectives of external interested parties.
The plan defines:
- Communication content.
- Target audience (employees, vendors, partners, regulators, etc.).
- Frequency.
- Communication channels.
Internal Communication
- Aimed at employees and staff at all levels.
- Includes changes to plans, policies, audits, roles and responsibilities, emergency plans, incidents, corrective actions and improvement projects.
- Channels: email, meetings, training, induction and displays.
External Communication
- Aimed at contractors, vendors, subcontractors, statutory bodies and other interested parties.
- Includes the organization's services, emergency plans, management review results, incidents and corrective actions, and regulatory or contractual requirements.
- Channels: media, email and meetings.
Response and Records
- All inquiries must be answered in a timely manner.
- Records of relevant communication (digital or scanned) must be kept for traceability.
Monitoring and Review
- Periodically review and update the communication plan to ensure its effectiveness.
- Oversight by Management and responsible teams.
- Evaluate effectiveness and adjust the plan based on feedback, legal changes or the organization's needs.