HUMAN WRITING

Communication is a vital part of keeping a safe working environment, preventing accidents, coordinating construction activities, and complying with UK health and safety legislation. This process enables two-way communication; all those involved in the running of the business are encouraged to voice concerns, report hazards, put their ideas in place, and take an active part in ensuring high health and safety standards.

The procedure will be followed by all employees, agency workers, subcontractors, and temporary personnel involved in any construction project carried out by Adana Construction Ltd. and will be followed by all such work.

1.2 Project Overview

Adana Construction Ltd works on a wide range of construction and civil engineering projects throughout the UK, such as groundworks, reinforced concrete, structural works, refurbishment, and associated construction works. Communication between management, supervisors, employees, subcontractors, and clients is key to ensure work is completed as safely, efficiently, and effectively as required by the project.

2. Project Work Scope

This procedure will be used on every work activity where Adana Construction Ltd. is working on a construction site; this does not limit the scope of this procedure and does not exclude, for example, site preparation, excavation, formwork, fixing of reinforcement, concrete works, structural works, lifting works, temporary works, works with plant and equipment, and other construction works on Adana Construction Ltd. projects.

There will be communication arrangements in place that ensure that hazards, risks, changes to work activity, and emergency information are communicated effectively before and during work activity to client requirements. Any personnel involved should be immediately informed of any change in the requirement of the project to ensure the safety of work operations.

3. Roles and Responsibilities

3.1 Supervisor

·         Deliver daily task briefings before work starts.

·         Conduct regular toolbox talks and safety discussions.

·         Ensure operatives understand the task, associated risks, and required control measures.

·         Encourage workers to report hazards, unsafe conditions, and near misses.

·         Communicate changes to work activities immediately.

3.2 Operatives

· Attend all inductions, briefings, and toolbox talks.

· Follow information and instructions provided by supervisors.

· Report hazards, unsafe acts, incidents, and near misses without delay.

· Ask questions whenever instructions or work activities are unclear.

· Participate in safety consultations and provide feedback to management.

3.3 Health and Safety Advisor (HSA)

· Develop and communicate health and safety information across all projects.

· Prepare safety alerts, HSE bulletins, and lessons learned following incidents.

· Monitor the effectiveness of communication arrangements during site inspections and audits.

· Support incident investigations and communicate findings to prevent recurrence.

· Provide advice on legal compliance and best practices.

3.4 HSE Manager

· Review communication records and monitor compliance with this procedure.

· Support managers and supervisors in implementing effective communication systems.

· Review trends arising from inspections, audits, and incident investigations.

· Promote continual improvement of health and safety communication.

3.5 Project Manager

· Ensure adequate resources are available for effective communication.

· Maintain communication with clients, principal contractors, and other stakeholders.

· Ensure significant project changes are communicated to the project team.

· Monitor implementation of this procedure throughout the project.

3.6 Site Manager

· Ensure this procedure is implemented on site.

· Coordinate communication between contractors and work teams.

· Ensure information displayed on notice boards is current and accurate.

· Address communication barriers that may affect safe working practices.

4. Communication Methods and Tools

4.1 Formal Communication

Formal communication at Adana Construction Ltd. includes daily task briefings, site introductions, toolbox talks, coordination meetings, site safety meetings, project progress meetings, HSE bulletins, written procedures, risk assessments, method statements, and safety alerts. These will ensure that essential information is communicated in the same and correct way to all staff.

4.2 Informal Communication

Supervisors and managers are to have regular informal, one-on-one conversations and site walkabouts with their employees. Also, site radios and mobile phones can be used for operations or safety, as necessary, in an emergency situation.

4.3 Communication Platforms and Records

Attendance records and toolbox talks, inspection records, safety alerts, meeting minutes, and completed records shall be maintained in the site office and, in the event of computerization, electronically. The notice boards will be used to post emergency telephone numbers, site rules, statutory notices, safety information, and current project paperwork.

5. Communication Content Requirements

5.1 Health and Safety Information

Communication relating to all aspects of health and safety will include site rules, induction information, risk assessment, method statements, permits to work, emergency procedures, incident investigation, lessons learned, safety alerts, and changes to safe systems of work. Two-way briefings will take place daily to identify hazards related to activities planned and measures that need to be taken to minimize hazards.

5.2 Environmental Management Information

· Dust and noise monitoring

· Waste management guidance communicated regularly.

· Spill response procedures reviewed during toolbox talks, referencing relevant forms.

5.3 Operational and Planning Information

· Work schedules and scope changes clearly communicated by supervisors and site managers.

· Method statements and safe work procedures made available physically and digitally.

5.4 Incident Reporting and Emergency Communication

Immediately report all accidents, incidents, dangerous occurrences, near misses, and unsafe conditions to the supervisor. The site induction shall be provided with emergency procedures, evacuation procedures, assembly areas, and emergency contact numbers to be reinforced by regular toolbox talks and drills at the site.

6. Communication Process and Flow

6.1 Upward Communication

· Employees and subcontractors shall report hazards, incidents, and safety concerns to their immediate supervisor.

· Significant issues shall be escalated to the site manager, health and safety advisor, and project manager for appropriate action.

6.2 Downward Communication

· Site and project managers, through supervisors, cascade project updates, controls, and changes.

· HSA distributes bulletins and leads toolbox talks.

6.3 Horizontal Communication

· Supervisors share information between teams, coordinate work sequences, and identify cross-trade hazards.

6.4 Feedback and Follow-Up

· Employees are encouraged to provide suggestions for improving health and safety performance.

· Feedback received shall be reviewed by management and, where appropriate, corrective actions implemented and communicated back to the workforce.

7. Training and Awareness

7.1 Communication Skills Training

· Managers and supervisors shall receive appropriate training to enable them to communicate effectively with employees, subcontractors, and other stakeholders while promoting a positive safety culture.

7.2 Worker Inductions and Toolbox Talks

· All personnel working in Adana shall receive a site induction before commencing work. Regular toolbox talks shall reinforce legal requirements, company procedures, lessons learned, and project-specific hazards.

7.3 Awareness Campaigns

· Safety campaigns, posters, notice boards, and HSE bulletins shall be used throughout the year to raise awareness of current health, safety, and environmental issues affecting construction activities.

8. Monitoring, Review, and Continuous Improvement

8.1 Monitoring Effectiveness of Communication

· The effectiveness of communications will be monitored through site inspection, employee feedback, attendance records of toolbox talks, incident investigations, and incident management reviews.

8.2 Handling Communication Failures

· If communication is found to be in need of correction, this shall be done promptly. If the incident is repeated, additional training or changed procedures or communication methods shall be used to prevent a repeat incident.

8.3 Review and Updates of Communication Procedure

·      The procedure shall be reviewed at least once a year or when there are significant changes in legislation, organization, serious incidents, and/or lessons learned. The changes in the procedures shall be communicated to all appropriate staff.

9. Legal and Standard Requirements

This procedure helps to comply with the Health and Safety at Work etc. Act 1974; the Management of Health and Safety at Work Regulations 1999; the Construction (Design and Management) Regulations 2015; the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR); and other UK health and safety legislation. It also meets the needs of ISO 45001:2018 Occupational Health and Safety Management Systems and ISO 14001 Environmental Management Systems (where applicable).

AD-HSE-PR -007 REV 0.0 November 2025

image3.png

image1.png

image2.png

image4.png