Procedure No: 5.02-01
CRUX OF THE PROCEDURE:
This procedure establishes a formal two-way communication system to keep all employees at Lotte Chemical Pakistan Limited (LCPL) informed about HSE&S matters and other significant business-related updates. It supports regular consultation, dialogue, and information sharing across the Site, Raw Water Pumping Station, and City Office without replacing informal communication.
Key Requirements:
- Leadership Communication – The Chief Executive ensures regular communication of HSE&S statistics, incidents, and learning events through monthly meetings with senior/line managers.
- Department-Level Communication – Department Managers/Functional Heads define workgroups and ensure formal HSE&S briefings occur at least once a month, with meeting minutes cascaded to all employees.
- Shift Work Communication – Outgoing shift personnel must log equipment status and verbally hand over key HSE&S updates to incoming staff. Managers brief returning employees after extended absences.
- Feedback & Documentation – Employees’ feedback is recorded on Meeting Record Forms and reviewed monthly. Department Heads escalate critical concerns to the Chief Executive if necessary.
- Training & Evaluation – Section Managers ensure Team Leaders are trained in effective communication skills. The effectiveness of communication processes is evaluated regularly.
- Records & Amendments – Communication details, meeting minutes, and employee feedback are documented in an auditable format. This is Revision 07 of the procedure.
This structured approach ensures effective communication, employee engagement, and continuous improvement in HSE&S practices at LCPL.
QUESTIONS & ANSWERS
Q1. What is the purpose of this procedure?
The procedure establishes a formal two-way communication system to ensure all employees are informed about HSE&S matters and other significant business updates at LCPL.
Q2. Does this procedure replace informal communication?
No, it complements informal communication within and between departments and workgroups.
Q3. Who is responsible for ensuring regular communication at LCPL?
The Chief Executive is responsible for ensuring regular communication across LCPL, including HSE&S statistics, incidents, and learning’s.
Q4. How often does the Chief Executive hold communication meetings with senior managers?
At least once a month.
Q5. What is the role of Department Managers/Functional Heads in communication?
They define workgroups, identify team leaders, and ensure regular HSE&S briefings for all employees in their areas.
Q6. How is communication managed for employees working in shifts?
Outgoing shift personnel must log equipment status and verbally hand over critical HSE&S updates to incoming staff.
Q7. How should feedback from communication meetings be handled?
Feedback is recorded on Meeting Record Forms, reviewed monthly by Area/Section Managers, and escalated to Department Heads if needed.
Q8. How soon should critical HSE&S information be shared with employees?
Within 48 hours, where reasonably practicable. Employees working shifts receive updates at the earliest available opportunity.
Q9. What training is required for Team Leaders under this procedure?
Section Managers must ensure that Team Leaders are adequately trained in communication skills to effectively convey HSE&S information.
Q10. How is the effectiveness of communication processes evaluated?
Department Heads/Functional Heads regularly assess communication effectiveness and provide feedback to the Chief Executive when necessary.