EMS Employee Communication Procedure
Ashley Cleaning Services Ltd is committed to ensuring that all employees understand and actively engage with our Environmental Management System (EMS). Effective communication is essential to ensure that environmental policies, responsibilities, and procedures are clearly understood and consistently applied across all operations.
This document outlines the methods and processes used to communicate EMS information to employees, including induction, training, toolbox talks, signage, digital communication, and ongoing engagement. By providing clear and accessible information, the Company ensures staff are informed, competent, and empowered to contribute to our environmental objectives and continual improvement efforts.
EMS Employee Communication
Purpose
The purpose of this document is to describe how Ashley Cleaning Services Ltd communicates its Environmental Management System (EMS) to employees, ensuring they understand their roles, responsibilities, and environmental obligations.
Scope
This procedure applies to all employees, including permanent staff, temporary staff, and subcontractors involved in cleaning operations across all sites.
1. Communication Methods
1.1 Induction & Onboarding
All new employees receive EMS information during their induction.
EMS Policy, environmental responsibilities, and key operational controls are covered.
Training records are maintained in the Learning Management System (LMS).
1.2 Toolbox Talks & Briefings
Regular environmental toolbox talks at each site.
Focus on specific operational aspects, such as chemical handling, waste segregation, energy and water conservation.
Attendance is logged and monitored.
1.3 Posters & Signage
Visual reminders in staff areas about waste segregation, chemical safety, and energy/water saving.
Updated annually or as needed to reflect changes in policy or procedures.
1.4 Digital Communication
EMS updates sent via company email or internal communications platform.
Important documents (EMS Policy, procedures, risk assessments) accessible on shared drives.
1.5 Staff Meetings
EMS updates are included as standard agenda items in team meetings.
Opportunities for staff to provide feedback and suggestions for improvement.
1.6 Training & Refresher Courses
Annual refresher training on EMS and environmental responsibilities.
Records of completion maintained for audit and review purposes.
2. Roles and Responsibilities
Top Management: Endorse EMS communication strategy, allocate resources.
EMS Manager: Ensure communication materials are accurate, updated, and distributed; track completion.
Operations Managers / Supervisors: Conduct toolbox talks, monitor adherence on sites, answer employee queries.
Employees: Participate in training, read EMS communications, and apply environmental practices.
3. Review & Monitoring
EMS communication effectiveness reviewed during internal audits.
Staff feedback collected via surveys or meetings.
Updates to communication methods are implemented based on review outcomes and feedback.
4. Records
Training attendance records
Toolbox talk attendance logs
EMS updates and communications archive
Feedback forms or survey results
5. Continuous Improvement
Identify gaps or misunderstandings in communication.
Update communication strategy, methods, and materials accordingly.
Encourage staff engagement and feedback to enhance environmental performance.
Our Commitment
Ashley Cleaning Services Ltd is committed to continual improvement and responsible growth. This EMS Employee Communication procedure provides the foundation for sustainable, compliant, and environmentally responsible operations.
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