ISO 27001 Communication Procedure Template

Introduction

An ISO 27001 Communication Procedure Template gives organizations the framework to establish structured, consistent and compliant communication processes within their Information Security Management System (ISMS). ISO 27001 Clause 7.4 Communication outlines specific requirements for how organizations must communicate about information security. This clause recognizes that security depends not just on technical controls but on how information flows throughout the organization.

The clause requires organizations to determine:

• What information to communicate?
  
  

• When to communicate it?
  
  

• Who should be involved?
  
  

• How should communication happen? 

Answering these questions is not just a mere documentation work, but it's a strategic tool that ensures everyone in the organization right from top level executives to new hires know their role in safeguarding and communicating the information.

Why Is Communication Procedure Essential as per ISO 27001 Standard?

As we know the organization runs properly and effectively only when the communication happens easily and smoothly. Hence establishing the structured approach and procedure for smoother passing of information at all the levels of an organization, the communication procedure template is designed and presented. 

Following are the pointers explaining the importance of this ISO 27001 communication plan template; 

• Clarity: Providing clarity by setting up specific roles and responsibilities via communication procedure policy, ensures the clear understanding of key aspects of information exchange. 
  
  
• Consistency: Delivers a unified and structured message across cross departments and locations within the organisation. 
  
  
• Compliance: Meets the ISO 27001 standard regulatory requirements and stands up to audits. 
  
  
• Incident Response: During any security incidents or any physical incidents that causes damage to the business operations, communication procedure template provides instant guidance in rapid response across the organisation at all the levels of hierarchy. 
  
  
• Stakeholder Confidence: Demonstrates the integrity to the customers, partners and regulators that your organisation takes information security seriously and is always open to adopt any sort of required enhancements and improved processes for better and smoother communication. 

Key Elements Of An ISO 27001 Communication Procedure Template

A good ISO 27001 Communication Procedure Template will have the following sections:

• Introduction: Purpose and context of the communication procedure is used in establishing the foundational reasons for having a structured approach to information security communication and situates it within the broader framework for your organization’s information security management system. 
  
  

  • Purpose: The primary purpose is to provide a clear, consistent, sustainable, and compliant framework in handling the communication process within and outside the organization. This ensures all the stakeholders - employees, customers, management, contractors, and regulators receive timely and accurate information related to policies, objectives, risks, incidents, and changes to the ISO 27001 standard. 

  • Context: This ensures if the communication procedure is designed and established in accordance with the ISO 27001 standard’s clause 7.4 communication that requires organizations to determine; 

    • What information needs to be communicated?

    • When it should be communicated?

    • Who should be involved?

    • How does communication takes place?
      

    • Scope: What is covered by the procedure. The Scope section of the ISO 27001 Communication Procedure precisely specifies what is involved in the procedure, ensuring that all pertinent areas, teams, and activities with regard to Information Security communication are taken into consideration. This boundary section delineates where and how the communication process applies within your organization.
      

• Roles and Responsibilities: Who can communicate about security. The Roles and Responsibilities subsection of an ISO 27001 Communication Procedure includes authority and accountability for various aspects of communication within the organization. Defining roles is important in making sure that communication is consistent, effective, and compliant with ISO 27001 standard requirements.
  
  

  • Top Management: Holds ultimate accountability for the effectiveness of information security communication. They ensure that roles are assigned, responsibilities are clear, and communication processes are resourced and supported.

  • Information Security Manager (or ISMS Lead): Is responsible for developing, implementing, and maintaining the communication procedure. Ensures relevant information is communicated to the right stakeholders, and communication records are kept.

  • Department Heads and Managers: Ensure that their teams understand and follow the communication procedure. They may also be responsible for cascading security information and reporting incidents or changes within their areas.

• • All Employees: Required to follow the established communication protocols, report security incidents, and take part in initiatives for security awareness.

  • IT/System Administrators : Technical updates in security, vulnerabilities, and incidents will be communicated to related relevant parties on a need basis.

  • External Stakeholders (if relevant): Could be customers, suppliers, or regulators that require notification of significant security incidents or changes.
    

• Methods and Channels: Approved communication vehicles. The Methods and Channels section within an ISO 27001 Communication Procedure defines the approved mediums by which your organization will communicate information security messages both internally and externally. The selection of proper methods and channels becomes essential to ensure that messages are transmitted securely and in good time to the correct audience.
  
  

  • Official Communication Channels: Used for the official communication of policies, procedures, contracts, or formal notifications. Communications along these lines would be documented, usually in printed form or through secure digital formats.

  • Digital Channels: Includes emails, intranet sites, secure messaging, or collaboration platforms. These are useful for updates on issues of security which require prompt attention and diffusion across the organization.

  • Face-to-Face Channels: Includes internal meetings, training sessions, workshops, and briefings for a highly interactive discussion, where awareness training, or sensitive information that requires controlled dissemination is being discussed.

  • Public Channels: An organization's website, information disclosure through press releases, advertisements on social networks, and newsletters. They will be considered for communicating publicly with external parties, such as customers, suppliers, partners, or regulatory bodies, when public statements or announcements on a large scale are required. 

    • How to Select Your Channel:

      • Information Sensitivity: Highly confidential or sensitive information should travel along secure channels with controlled access (encrypted emails, secure portals, face-to-face briefings, etc.).

      • Target Audience: Channel selection will be affected by the target. For instance, while technical teams are likely to use secure chat platforms, executives and higher management may prefer a formal report or briefing.

      • Urgency: For immediate problems (say, incident notifications), instant messaging or direct calls may be the suitable way; whereas, for routine updates, email or intranet posting can be scheduled.

      • Documentation: The channels chosen must facilitate documentation and traceability for purposes of audit and compliance.

• Procedure: Step by step process for different types of communication|
  
  
• Stakeholder Identification: This is the process of identifying all individuals, groups or organizations with an interest in, or Affected by your Information Security Management System (ISMS) as Stakeholder Identification in the context of ISO 27001. The step acts much more critical here because it ensures that the needs, expectations, and requirements of all relevant constituents are known and understood and satisfied so as to comply and support the efficacy of your ISMS.
  
  
  • Who Are ISO 27001 Stakeholders?

The stakeholders (also called the interested parties) can be both within or without the organization. Here are a few examples: 

• • Internal Stakeholders: Employees, Executive management, IT and security teams, Legal and compliance departments

  • External Stakeholders: Customers and clients, Suppliers and partners, Regulators and government bodies, Auditors and assessors, Insurance providers.
    
    

• Training and Awareness Programs: How to train staff on communication protocols. The Training and Awareness section of an ISO 27001 Procedure for Communication is the primary support for creating a security-aware culture in an organization and enabling all personnel to understand their responsibilities in the protection of information assets. ISO 27001 requires organizations to undertake periodic awareness, education, and training activities related to information security, which will be tailored to various roles and responsibilities within the organization. 
  
  
  • Awareness Programs: Awareness programs may be said to facilitate sustained communication with employees on information security policies and procedures, risks, and their responsibilities. Media for awareness can include email, company posters, newsletters, meetings, and targeted campaigns to communicate best practices and threats. 
    
    
  • Education: Formal education is provided to give more familiarity with information security concepts and the reasons behind policies. Education can take the form of workshops, seminars, and e-learning modules, but all must be applicable to the person's roles and responsibilities. Education should be updated often to reflect changes in the threat landscape and the organization's policies. 
    
    
  • Training: Training is practical "how-to" training in which staff learn skills to execute security-related functions. This will include simulations, role-playing activities, and brief catch-up sessions to refresh knowledge. Training should be given to all new employees, any other staff members transitioning to new job functions, and periodically to all staff—at least once a year or whenever indicated by an assessment of risk. 

ISO 27001 Requirements in Context Of Training: 

• Clause 7.2 (Competence): Employees must be competent to perform ISMS-related tasks with training provided where necessary and its efficacy measured.
  
  
• Clause 7.3 (Awareness): All staff must be aware of the information security policy, understand their role in the ISMS, and recognize the consequences of non-compliance.
  
  
• Annex A 6.3: Requires appropriate and iterative information security awareness, education, and training for all personnel and relevant interested parties, reflecting updates related to changes in policies, procedures, or risks.
  
  
  • Documentation and Record Keeping: Requirements for keeping communication records that can be used for documentation and future reviews for process enhancements. Also, during the auditing phase, an auditor can have a look at this and tick mark the checklist for expediting the audit process. 

Examples Of Communication Scenarios as per ISO 27001 Standard: 

• Informing updates on information security policies

• Notifying new threats or vulnerabilities

• Reporting and forwarding of security incident incidents

• Conducting awareness in security

• Sharing of audit results and improvement plan.

How To Create An ISO 27001 Communication Procedure Template

Creating a communication procedure requires careful planning and consideration of your organization’s specific needs. Here’s a step by step approach to how to create an ISO 27001 communication procedure:

Step 1: Define Communication Content: Start by determining what information needs to be communicated. This will include:

• Information security policies and objectives

• Staff roles and responsibilities regarding information security

• Security risks and controls

• Changes to the ISMS

• Security incidents or breaches.

Step 2: Establish Communication Timing: Determine when different types of communication should occur:

• Scheduled communications (weekly, monthly, quarterly)

• Event triggered communications (incidents, changes, new threats)

• Regulatory driven communications (compliance updates, audit findings)

Step 3: Identify Communication Stakeholders: Map out who needs to be involved in different communications:

• Who can communicate (especially with external parties)

• Who needs to receive different types of information

• How communication flows between different levels of the organization. 

Step 4: Choose Communication Methods:  Select the right channel for different types of communication:

• Formal channels (policies, procedures, contracts)

• Digital channels (email, intranet, secure messaging)

• In-person channels (meetings, training sessions)

• Public channels (website, social media, press releases)

Step 5: Write it down

Put it all together into a formal procedure document following your organization’s documentation standards and ISMS.

Information Security Communications Plan ISO 27001

An Information Security Communications Plan ISO 27001 builds on the communication procedure by providing a framework for all security communications. This should align with your organisation’s overall security objectives and cover internal and external communication needs.

A good communications plan:

• Raises security awareness throughout the organisation

• Ensures security information is disseminated seamlessly

• Proactively manages information security risks

• Builds stakeholder trust through transparent communication

• Aligns with ISO 27001 standards to support certification

ISO 27001 Communication Requirements Step By Step

Meeting ISO 27001 communication requirements step by step means addressing the explicit requirements of Clause 7.4 and the implicit communication needs throughout the standard:

• Authorisation: Clearly define who can communicate about security matters, especially with external parties.
  
  
• Content Guidelines: Create templates and guidelines for common security communications to ensure consistency and completeness.
  
  
• Communication Channels: Set up secure, reliable ways to share security information.
  
  
• Communication Schedule: Establish regular security updates and awareness.
  
  
• Document Everything: Record significant communications as evidence of compliance.
  
  
• Train Staff: Ensure everyone knows the communication protocols and their responsibilities.
  
  
• Review and Improve: Regularly review the communication processes and make improvements as needed.

Benefits Of Good Communication In Your ISMS

Having the best ISO 27001 communication procedure brings many benefits:

• Security Awareness: Regular communication keeps security top of mind for all staff.

• Faster Incident Response: Clear communication channels mean quicker reaction to security incidents.

• Stakeholder Trust: Transparent communication builds trust in your security practices.

• Compliance: Documented communication processes make audit preparation easier.

• Fewer Security Incidents: Informed staff make fewer security mistakes.

Conclusion

A good ISO 27001 Communication Procedure Template is more than a tick box exercise, it's a valuable asset for your overall security. Follow this step by step guide to develop communication practices that meet ISO 27001 Clause 7.4 Communication and actually make a difference to how your organisation manages security information.