Effective communication is essential to every element of the ISO 45001 OH&S management system. Clause 7.4 requires organizations to determine what, when, with whom, and how to communicate OH&S information both internally and externally. Communication must flow in all directions — upward from workers, downward from management, and laterally between departments.
What the Standard Requires
Organizations must determine the internal and external communications relevant to the OHSMS, including what to communicate, when to communicate, with whom to communicate (internally among levels and functions, externally with contractors, visitors, regulators, and other interested parties), and how to communicate. Communication processes must take into account diversity aspects such as language, culture, literacy, and disability.
Internal Communication
Best Practices for Internal Communication
- Establish clear escalation paths for reporting safety concerns
- Create anonymous reporting mechanisms for hazards and near misses
- Use shift handover briefings to communicate safety-relevant information
- Share incident investigation outcomes and lessons learned across the organization
- Respond to worker concerns and communicate what action was taken
- Use digital tools and mobile apps for timely safety alerts and updates
- Hold regular safety meetings at department and organizational levels
External Communication
Determine what OH&S information needs to be communicated externally, considering legal requirements and the needs of interested parties. External communication may include regulatory reporting (OSHA recordkeeping, injury reporting), contractor safety requirements, emergency communication with neighboring communities, and responses to interested party inquiries.
Common Pitfalls
- Communication flowing only from management to workers with no upward channel
- Not communicating in languages understood by all workers including contractors
- Failing to share incident lessons learned in a timely manner
- Not documenting what was communicated and to whom for audit evidence
