ISO 42001 - Communication (Clause 7.4)

Effective communication is the backbone of any management system, and when it comes to AI governance, it’s even more critical. Clause 7.4 of ISO/IEC 42001 ensures that the organization has a structured and intentional approach to internal and external communication that supports the effectiveness of the AI Management System (AIMS).

In the context of AI, poor communication isn’t just inconvenient—it can result in unmitigated risks, compliance failures, or loss of stakeholder trust. That’s why this clause pushes organizations to be clear, consistent, and purposeful in how they communicate about AI systems and governance efforts.

What Clause 7.4 Requires

ISO 42001 asks organizations to determine:

What they need to communicate
When to communicate it
With whom (internally or externally)
How the communication will occur
Who is responsible for the communication

This applies to both structured (e.g. audit reporting, incident alerts) and informal (e.g. day-to-day cross-functional updates) communication channels.

Why Communication Matters in AI Governance

Unlike traditional systems, AI projects often involve cross-functional teams, distributed responsibilities, and external dependencies such as vendors, data sources, or regulators. If communication fails:

Risks may go unreported
Stakeholders may misinterpret or mistrust AI decisions
External compliance or disclosure obligations might be missed
Improvements or insights may be siloed and unused

Good communication supports transparency, trust, and traceability—all vital in responsible AI.

Key Communication Scenarios in AIMS

Scenario	What Should Be Communicated
Launch of a high-risk AI system	Stakeholder engagement plan, model intent, safeguards, oversight mechanisms
Model drift or performance issues	Technical updates, user notifications, corrective actions
Regulatory audit or request	Documentation of AI governance practices, roles, and controls
Incident involving AI harm or bias	Internal escalation procedures, external reporting (where required), response coordination
Regular AIMS updates	Policy changes, risk assessments, training completions, audit outcomes

Building an Effective Communication Strategy

Establish a communication policy aligned with AIMS Define the types of communications needed, required documentation, and the responsible teams.
Use the right channels for the right audience Technical dashboards for engineers, concise reports for executives, accessible summaries for external stakeholders.
Maintain traceability Ensure that communications—especially related to risk, compliance, or incidents—are logged and auditable.
Foster a culture of openness Encourage reporting of concerns, questions, or observations related to AI governance without fear of retribution.
Adapt communication over time As your AI systems evolve, so should the frequency, content, and recipients of governance-related messages.

Common Pitfalls

One-directional communication that doesn’t invite feedback or raise concerns
Inconsistent messaging across teams or functions
Lack of formal channels to escalate AI-related issues
Assuming that “technical documentation” is sufficient communication for non-technical stakeholders

Conclusion

Clause 7.4 reminds us that AI governance isn’t just about writing the right policies—it’s about communicating those policies and expectations clearly, consistently, and effectively. Whether it’s internal collaboration or external transparency, communication enables action, accountability, and improvement.

In tomorrow’s article by Kimova.AI, we’ll look at Clause 7.5: Documented Information—how to establish the right balance between control, traceability, and flexibility in managing AI-related documentation.

Stay tuned, and subscribe if you haven’t already—this journey through ISO 42001 is just the beginning.

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