As the financial year draws to a close, regulatory audits conducted by authorities like the New South Wales EPA and Queensland Department of Environment and Science are wrapping up. For facilities and operators planning to DIY, preparing regulatory responses can be a daunting task. The key to success lies in understanding what information regulators require and how best to present it. We asked our CEO, Lacey for her top tips for crafting effective regulatory responses that meet the expectations of regulators and foster a productive relationship.
- Pick up the phone and engage with your regulator: Before diving into writing a response, it is crucial to establish direct communication with your regulator. Reach out to the person who sent the information request and have a conversation to gain clarity on what they specifically need. This initial phone call sets the tone for the response and demonstrates your willingness to assist. Understanding their requirements will help you tailor your response accordingly.
- Answer questions directly: When addressing the questions posed by regulators, be concise and provide direct answers. Avoid adding extraneous information that may confuse or distract from the main points. While it is important to paint a comprehensive picture, sticking to the bounds of the question will ensure clarity and avoid muddying the waters.
- Paint a picture with your words: Remember that regulators may not be familiar with the intricacies of your site, operations, or regional context. When responding, assume that the reader has no prior knowledge and tell a compelling story that explains why you do things the way you do. Use language that is accessible and explain any regional or industry-specific terms that may be unfamiliar to the regulator. This approach enhances understanding and facilitates a smoother response process.
- Respect time frames: Regulators often provide specific time frames for submitting responses. Once you receive a request, promptly assess whether you can meet the given deadline. If you require additional time, communicate this to the regulator and propose an alternative time frame. Honoring your commitments demonstrates professionalism and fosters a cooperative relationship.
- Embrace transparency: There is no benefit in withholding relevant information from regulators. If there are challenges or issues that need to be addressed in your response, be transparent and highlight them. Regulators have a role in assisting facilities to improve their operations, and sharing the full picture builds trust and facilitates constructive engagement.
- Assume goodwill from regulators: It is easy to approach regulatory responses with a defensive mindset, assuming that regulators are the “bad guys.” However, it is essential to approach the process with a more positive perspective. Even if there are compliance concerns or non-compliance issues, assume that your regulator wants to help. Write your response as if you are merely answering questions and trust that the regulator will work with you toward resolution.
Preparing regulatory responses can be a challenging task, but with the right approach, it becomes an opportunity to strengthen the relationship between facilities/operators and regulators. By engaging in open communication, providing direct answers, painting a vivid picture, respecting time frames, embracing transparency, and assuming goodwill, facilities and operators can navigate the regulatory landscape more effectively. Should you require assistance or feel overwhelmed, there are professionals available who can help craft compelling responses that tell your story effectively.
Remember, regulatory responses are not just compliance exercises; they are chances to demonstrate your commitment to responsible operations and foster a productive partnership with regulators.
Still feeling unsure, then just give us a call!
We happen to be the experts when it comes to this stuff and would be happy to help with your regulatory responses.
☎️ 1300 668 445
