Communication is a key component of a successful EMS and includes effective
communication with both farm employees and external parties. Active communication helps to maintain the flow of information, motivate employees, demonstrate management commitment, and keep interested parties engaged in the farm’s EMS and its activities.
Write a procedure that describes how your farm will handle internal and external communications. The procedure should:
- Identify the personnel responsible for communicating information related to the aspects and EMS internally and externally. The responsible party within this procedure is often the management representative or EMS coordinator.
- Internal communications should explain the environmental policy, address the EMS roles and responsibilities, and address progress toward objectives and targets. Other examples may include: concerns or improvement suggestions, work
orders and training on work instructions.
- Define the process for documenting external communications.
Examples of external communications may include: comments listed on regulatory inspections, inquiries from the media, communications with contractors or insurance personnel, or contacts from outside interested parties or visitors.
It is recommended that all external environmental-related
communications - whether positive or negative - be recorded for future references. Also record any action taken as a result of these communications. This form can be used to track external
External Communications Form
See the link below for an example of a communications procedure.
(This procedure and form can be downloaded and customized by replacing the red highlighted areas with the specifics for your farm. You can incorporate your procedure for this element within your EMS manual or maintain it as a separate document. A small farm may decide to incorporate language within the manual that addresses this element as opposed to having separate documents.)