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Safety, Quality & Environment Management Manual SQEMM 11-00 Communication |
Doc No.: SQEM-11-00
Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD |
11.1. PURPOSE
(a) The purpose of this procedure is to establish requirements for internal communication between various levels in the Company, and to enumerate the mechanisms that exist for information to flow from the top down, and from the bottom up.
(b) The Company has also established procedures for external communication with various interested parties to update and receive vital information pertaining to the improvement and effective implementation of SQEMS.
11.2. SCOPE
This provision is applied to the communication taking place among the various levels and functions within the office and onboard ships and for the customers and external interested parties. Issues that may be communicated include: suggestions and complaints, audit findings, spills, waste generation and disposal, accident information, risk assessment and control information, etc.
11.3. RESPONSIBILITY AND AUTHORITY
(a) Top management shall ensure that appropriate communication processes are established within the Company and that communication regarding the effectiveness of the management system takes place.
(b) The Head of respective Marine groups has the responsibility and authority for internal and external communication between various groups and with fleet vessels.
(c) The MD has the responsibility for communication with clients and customers.
(d) The Tech Director has responsibilities for internal and external communication with suppliers, consultants, and contractors.
11.4. COMMUNICATION & CORRESPONDENCE
(a) All formal communication shall, as a main principle, adhere to the established line of the organizational structure and per established job descriptions and/or instructions.
(b) Ship/shore communication and reporting shall be consistent with the guidance as shown in Flow of Information (FOM 2.9).
(c) The designated command language and working language for communication between the shipboard management and shore-based management, the customers, and internally onboard is English.
(d) When applicable, detailed requirements concerning communication will be reflected in the various underlying documentation.
(e) Special circumstances may justify other communication lines, i.e. in an emergency, ref. "Emergency Contingency Plan".
(f) Reporting from ship to shore and vice versa shall follow established routines with intervals and reporting details as requested.
(g) Company formats shall be used for reporting when available.
(h) The Company shall consider processes for external communication regarding its significant environmental aspects and record its decision. All communications received from external interested parties shall be recorded and followed up by the DP/MR.
11.5. COMMUNICATION WITH MEDIA
(a) It is company policy that the Captain shall control all contacts made by the media and politely direct them to the GM B&A Group or the established media relations person within the Company.
(b) In situations where media requests information pertaining to any incident or accident onboard, the Captain shall obtain the contact details of media persons and convey them to the Company.
(c) In no case shall the Captain or any shipboard staff make any statement to the media, at any time, unless with the express knowledge and permission of the company.
ISM Code: 1.4.3, 6.6, 6.7 / ISO 9k- 5.1.1, 7.4 / ISO 14k- 5.1, 7.4
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