This document discusses developing and implementing effective communication systems for health and safety information. It explains that communication should be tailored to the intended audience and delivered through various means depending on the audience. Both written and verbal communication are important, with written preferred for documentation and records, while verbal is more personal but harder to evidence. Electronic document management systems can help control documents and information access. External factors like risk assessments, legislation, standards, and contractor procedures also influence communication systems and need to be communicated to affected staff. The current company has shortfalls in documentation and contractor control that need to be addressed urgently through standardized communication and new procedures by March 30th.

1. Unit 401
Candidates must demonstrate that they possess the skills and understanding required for:
• evaluating health and safety information external to their organisation
• communicating relevant health and safety information through an effective system within
the organisation
• making sure that relevant health and safety information from their organisation is
communicated to statutory and local authorities, relevant groups and individuals.
Knowledge Related Assessment Criteria
Knowing how to develop and implement effective communication systems for health and safety
information.
Present Situation
4.1 Explain how to develop and implement effective communication systems for health and safety
information.
• Information should always be pitched to the audience it is intended for. If your
intended audience is operatives that would require a different type and level of
information than if it was the senior management team.
• The same information can be delivered in a variety of different ways depending
upon the audience it is intended for, for example it maybe in short headline format
so it can be read upon a blackberry or iPhone for the sales staff and in a toolbox talk
for the shopfloor.
4.2 Explain the principles and concepts of:
(a) Written and verbal communication
• Written communication is the expected means of communicating information
within HSE. In part because it is fully auditable, these are usually documents such
as Safe Systems of Work, Risk Assessments, Policies, Procedures etc. These are
usually given to individual employees and signed copies are kept on file, they are
also usually kept in the area affected (ie attached to the relevant machine). The only
problem with written communication is the need to ensure that all outdated
documents are removed and replaced with current versions.
• Verbal communication, this can be anything from a brief chat on the walkround to a
toolbox talk. It is more personal but also harder to evidence if required. A record
should still be kept that this has taken place and ideally a signature from the
individual obtained to say they have understood the information presented. EV
Toolbox Talk
(b) Electronic information, retrieval, storage and communication systems
• An electronic Document Management system is an effective way of controlling
documents so only the latest revision is visible. It is also a useful way of ensuring
sensitive information is only available to individuals who need access to it.
• Email is a useful way of getting toolbox talks over to staff who may not regularly
make it into the office, its also possible to set this so that the read reciepts can be
saved as evidence that the individual has read the information. - EV- Screenshot of
DMS
4.3 Describe the external factors influencing communication systems for health and safety
information, to include:
(a) Health and safety risk assessment, control procedures and practices, technical
developments and best practice. - EV Hazard Reporting Procedure
• In order to comply both with the letter and the spirit of the law it is vital that all

2. findings of a risk assessment are communicated to the employees who complete,
manage or are affected by the work carried out.
• ACOPs are useful for formulating and developing policies, Emergency Response
Plans as they give a starting point for best practice within the industry. Again it is
vital this is communicated to all individuals affected as if you wish them to comply
you need to make sure they know what they are complying to. - EV - ERP
(b) Proposed and new health and safety legislation, codes of practice and standards
• Health and Safety legislation is under constant review as new techniques,
procedures, potential hazards come to light. It is important to keep abreast of any
potential changes to these in order to ensure that best practice is achieved. Again
this needs to be communicated to affected staff. This can be done via training
course, Health and Safety monthly meeting etc. - EV Meeting minutes
(c) Health and safety promotional activities relevant to the needs of an organisation.
• In order to ensure a robust and healthy HSE system that engages the staff the way
that information is presented needs to be under continuous review. Whether this
takes the form of a quiz, suggestion box, meetings, safety day etc. is dependent on
the type of culture of the organisation.
(d) Health and safety statutory reporting requirements for an organisation
• In order to ensure complete compliance a robust system needs to be in place to
ensure that all changes to legislation are captured and communicated to the
appropriate members of staff.
(e) Health and safety statutory information requirements for the products, services
and waste of an organisation.
• This is very similar to the point above, it is very important that all legislation
relating to disposal/generating of waste are captured and communicated to the
appropriate members of staff and external bodies.
• When purchasing products the potential harm needs to be taken into consideration,
ideally Purchasing Procedure should include HSE input at an early stage. This could
be COSHH Assessments needed for chemicals or risk assessments/procedures for
new pieces of equipment. EV COSHH Assessment for Production
(f) Health and safety standards and procedures of an organisation that are relevant to
the contractors used by the organisation.
• Contractors are one of the main risks a company faces, this is why a robust and
comprehensive approved contractors scheme needs to be in place to ensure all
documentation deemed necessary has been reviewed and stored. Some information
that might be collected is copies of any training certificates, risk assessment, work
instructions, liability insurance, date of any HSE incidents etc. Contractors should
also be part of your external audit program to verify that they are working to the
correct standard. - EV Approved Contractor procedure
Observations/Shortfalls
Within the current company there is a shortfall in all areas as the HSE system is in its infancy, the
areas of most concern are surrounding contractor control and documentation This is something that
has always been handled by the Managing Director so the challenge is to present the need to
monitor more closely in a way that he understands.
Recommendation
Complete the procedures around contractor control as a matter of urgency, to be in place by
30/03/2015

3. Ensure that all communication electronic and otherwise is standardised by 30/03/2015