M E M O
DATE: June 22, 2010
TO: John Rubin, General Manager of Operations
FROM: Alison Hitchcock, Director of Corporate Communication
SUBJECT: Complaints and Press Coverage from Hayestown, Oklahoma
The residents of Hayestown in Oklahoma had complained of the dangers of air pollution caused by Vanrex Chemical Manufacturing Company. There have been concerns about property damage and complaints of air pollution caused by the emission of sulfur dioxide and fugitive dust. The Venrex company, according to the report complies with the government regulations but still, there are complaints and unwanted media concerns. For the satisfaction of the people of Hayestown, Venrex Company must ensure that there is a comfort to the natives who complain of the air pollutants. The residents must be assured that the Venrex Company complies with the government standards by ensuring that emission-reducing equipment is installed. The natives of Hayestown must be made aware of the developments in the company so as to reduce complaints, in doing this the company’s good image and success must be maintained.
In order to address the concerns, you must have a press conference. In the press conference, do not forget to fully inform the natives of the company’s developments to keep the air pollution to a stop. Encourage residents to ask questions which you must answer with immediate feedback. One demerit of the press conference is that all the natives of Hayestown can’t be present at the press release while some may not understand the detailed aspects of the company’s procedures in tackling the problem. In addition, press conferences can be seen as an instrument used to intimidate the natives from asking direct questions with ease.
Apart from the press conference, another possible way to go about it is to discuss the concerns with the mayor of Hayestown. You can organize the inspection of the Venrex Company while the mayor is present; inspection should be done by the officials from the Department of Health and Environment (ODH&E) and the environmental protection agency (USEPA). The main significance of testing the company’s standards is to equip you with the facts to explain to the residents for them to understand and know that Venrex Company is committed to the government standards. However, this solution might not be effective due to the indirect communication with the residents; as a result, the credibility of the mayor might be questioned.
Ensure you hold a meeting with the natives of Hayestown, in attendance should be the company experts and officials from ODH&E and USEPA. These officials will ensure that the test results from the emission plant are supported. Direct and personal communication is the best way of winning the resident’s confidence in the operations of the company.
Finally, the best of all solutions is to ensure that the company is a good neighbor by holding press conferences and public meetings whenever there are complaints directed to the company. The public meeting will enable you to listen to the concerns and suggestions of the residents. In addition, you will be able to directly explain the measures taken by the Venrex Company to reduce the emissions that cause air pollution. Residents will finally have confidence in the company’s operations when you prove that the Venrex Company complies with and honors the ODH&E and the USEPA standards.