Step 25: Updating Policies, Procedures, and Communicating Changes
During the "CHECK" phase, the organization reviewed its policies and procedures to determine whether changes or tweaks were needed (see Step 22). If so, the organization should make those changes official during this step by completing any required approval process and communicating the changes to all impacted employees.
This step bridges the "CHECK" and "ACT" phases, ensuring that review insights are actioned through formal updates and communication. It reinforces documentation and stakeholder engagement as core EMS components, setting the stage for continuous improvement in the "ACT" phase.
- Formalize Updates: Officially adopt changes to policies or procedures based on the Step 22 review.
- Ensure Compliance: Align the EMS with legal, regulatory, and organizational standards.
- Promote Consistency: Standardize processes to prevent confusion or errors.
- Engage Employees: Communicate changes clearly to ensure understanding and implementation.
Key activities include:
- Finalize Proposed Changes:
- Compile a list of policies or procedures needing updates based on Step 22 findings (e.g., new regulations, audit results, or performance data).
- Examples include revising waste management protocols, updating energy usage policies, or modifying emergency response plans.
- Complete the Approval Process:
- Submit revised documents for review by designated authorities (e.g., EMS manager, senior leadership, or compliance officer).
- Ensure changes align with organizational goals and standards like ISO 14001.
- Conduct stakeholder meetings to discuss and approve updates.
- Document the Changes:
- Update EMS documentation, such as policy manuals or digital systems, with clear, version-controlled records.
- Include version numbers, approval dates, and change summaries for traceability.
- Communicate Changes to Impacted Employees:
- Use training sessions, emails, memos, or intranet announcements to inform staff.
- Provide job aids, signage, or checklists in operational areas to support implementation.
- Ensure employees responsible for execution (e.g., in waste management or monitoring) are trained on new requirements.
- Verify Implementation:
- Conduct follow-up audits or spot checks to confirm adherence to updated procedures.
- Solicit feedback to address any issues or misunderstandings.
Best Practices
- Engage Stakeholders Early: Involve employees and managers in the review and approval process for better support.
- Use Technology: Leverage EMS software or intranets for efficient documentation and communication.
- Monitor Effectiveness: Track the impact of changes on environmental performance or compliance.
- Align with ISO 14001: Ensure compliance with relevant clauses (e.g., 4.4.4 for documentation, 4.4.3 for communication).
Example Scenario
An organization finds in Step 22 that its spill response procedure is outdated due to new reporting regulations. In Step 25:
- The environmental team drafts an updated procedure with new timelines and responsibilities.
- The draft is approved by the EMS manager and legal team.
- The procedure is documented in the EMS manual with a new version number.
- Employees receive training via a workshop, and a summary is emailed to all staff.
- A follow-up audit confirms compliance with the updated procedure.
Knowledge Check Choose the best answer for the question.
6-3. Which action best demonstrates communicating EMS changes to employees?
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