Best Practices in Communications Management

Sound communications management must be a top priority for any company in the petroleum industry. Not only is performance impacted by communication, but in our industry the health and safety of employees is directly affected by a company's ability to communicate clearly. That is why it's so important to understand the best practices in communications management.

Your company must design and implement procedures to communicate internally and externally. It is important to make sure that documents, both internal and from stakeholders, be processed correctly. While input from all departments is necessary in determining effective distribution of information, for example using direct emails or physical message boards, communications management procedures and implementation should be handled by top management. This will help avoid doubt and confusion. There are several methods of communication that allow information to reach people effectively including:

• Message or Notice Boards: Message boards can be physical places to post notices or changes. They are also electronic boards or forums that employees can log into. The electronic method can also be implemented for stakeholders. This method provides flexibility in the range of information that can be shared including news, legislative documents and performance metrics.
• Emails: Develop email lists for internal communications, external information and stakeholders. Information and updates should be shared regularly.
• On-Site Meetings: Sometimes in the age of electronic communication we move away from in-person communication, but this is a big mistake. Use both methods. Share critical information should both during meetings and in electronic communication. Sometimes information is better explained in a meeting where dialogue is live and questions can be answered immediately. It is good practice to hold monthly meetings to review new information.
• External Documentation: A process must be developed for receiving new information. The process will detail the documentation life cycle including receiving, reviewing, storing and distributing information. This pertains to all documentation required for your Occupational Health and Safety Assessment system.
• Electronic Signatures: Utilizing electronic signatures has several benefits. You will ensure that communications are received by employees and have verifiable confirmation. Because it is electronic, employees can be located virtually anywhere when they receive and sign off on information. This can be used to communicate changes in legislation, new processes and updates to training.
• Proof: Make your processes verifiable. Document and record all processes. Proving that you have effective communication is required to meet the OHSAS 18000 standard.

These methods of communication will help you meet Health and Safety requirements. Proper communication also helps improve performance and decrease mistakes. Most importantly, it will help to ensure that employees are well-informed. In the petroleum industry there is a lot of important information, including legislative changes, internal processes, fire muster points, performance metrics and first aid kit locations, just to name a few. All of this information must be communicated clearly and quickly, and following these guidelines will help ensure effective communication for employees and stakeholders.

For more information on how Accupoint can help with communications management, compliance or business practices, contact us today.