IMS Procedure for Communication

Description

Purpose

The purpose of this IMS Procedure for Communication is to define a structured execution method for managing both internal and external information exchange within the integrated management system. This procedure supports consistent and purposeful communication aligned with the objectives of the quality, environmental, and safety management systems.

Scope

This communication procedure applies across all departments involved in disseminating or receiving information as part of the organization’s integrated management structure. It governs communication flows within the company and with external parties, including customers, suppliers, regulatory agencies, and other interested stakeholders.

Definitions

• Communication: The planned transfer of information, instructions, or data among individuals, functions, or organizations.

• IMS (Integrated Management System): A unified framework combining multiple standards (e.g., ISO 9001, ISO 14001, ISO 45001) to improve system effectiveness and performance.

• Execution Method: The documented approach used to plan, conduct, and verify communication activities.

• Management System: The coordinated set of processes and resources that achieve organizational policies and objectives.

• Information Flow: The movement of data and messages internally or externally using approved channels.

• Internal and External Communication: Interaction within the organization or with outside parties, respectively, in accordance with defined protocols.

Procedure Summary

The communication management procedure begins with identifying critical communication needs based on operational and strategic requirements. The organization defines what information should be shared, with whom, at what frequency, and through which platforms. Accepted execution methods include meetings, emails, bulletin boards, instant messaging systems, and formal reports. Clear roles and responsibilities are assigned to ensure communication is timely, effective, and traceable. The integrated system ensures that communication supports transparency, compliance, and continuous improvement. All key interactions are logged and reviewed periodically to enhance communication effectiveness.

References

• ISO 9001:2015 – Clause 7.4 (Communication)

• ISO 14001:2015 – Clause 7.4

• ISO 45001:2018 – Clause 7.4

• Organizational Communication Policy

Related Documents

• Internal Communication Matrix

• External Communication Matrix