Hannah Joseph Business Communication 275 October 25, 2011 Week 4: Persuasive Communication Internal Release Attention: Employees On August 5, 2010 33 of our employees working in our San Jose Mine copper operation were trapped in a mine explosion. We have deployed crews who are working diligently to rescue these employees. Details relating to this mine collapse are limited and will be released as we find out more detail. Presently, there are counselors available for all who need. We ask that any calls from family members of those trapped in the mine be directed to Human Resources.
A press conference is being set up to address the media and preparations have been made to contact the immediate families. We ask that all employees keep in mind that this is a delicate situation that not only affects us but also affects the community and the immediate family members of those involved in the explosion. Please direct any further concerns to human resources. Thank you, Human Resources To Whom It May Concern: Family On August 5, 2010 there was an accident and there was an explosion at our San Jose mine. We regret to inform you that your husband was trapped in the explosion with a crew of 32 other men.
We want to assure you that we are doing everything to rescue your loved one as quickly as possible. Presently the men have oxygen, food and water and we have minor communication with them. However, at this time we do not have an expected time of how long it will take to reach the men. If you have any questions or concerns please feel free to contact our human resource department. We will contact you promptly when we have more information. Thank you, Human Resources Addressing Different Audiences About the Same Topic On August 5, 2010 in Northern Chile there was an explosion at a San Jose mine owned by Minera San Estaban Primera.
This explosion trapped 34 miners leaving them with enough food, oxygen and water to initially last them only four days. In March of 2007 this mine was closed following an investigation into a fatal accident that happened in January of that year. This undoubtly raised questions about the safety protocols used by the small copper mining company, but it also raised other important question. How would the families and employees be addressed, who would address them and what information did each audience need to know. Are there any other mediums that should be addressed and how would the company go about addressing each medium.
Before addressing each group it is important to understand that each group would need to be addressed differently and each group would also receive different information. Addressing the immediate families of those involved would be first. Realizing and establishing how delicate the situation is, is an essential factor of this equation. The ideal thing would be to gather a team who has been trained in this area and Addressing the immediate families of those involved would be first. Realizing and establishing how delicate the situation is, is an essential factor of this equation.
The ideal thing would be to gather a team who has been trained in this area and Addressing the immediate families of those involved would be first. Realizing and establishing how delicate the situation is, is an essential factor of this equation. The ideal thing would be to gather a team who has been trained in this area and contact each family member via phone due to the large number of employees involved. Explaining to the families what exactly has happened and assuring them that the company is working as diligently as possible to rescue the men is only the first step.
The company should offer a support counselor for the affected families to help them deal with the struggles that will come and help them cope. Verifying that each family has been contacted and that you have spoken with the head of household is very significant. Messages should not be left or relayed through children or friends. Ensuring that the family receives the message and is able to comprehend and process what you are informing them of is very important. It is important that the family is the first to know is equally as important, ecause it can be very disturbing if this information is seen or heard through other sources. Remembering that family members will digest the news differently than employees is key. An office meeting should be held immediately upon details emerging of the explosion to avoid office gossip and miscommunication between employees and families with questions. Limited details should be released to employees, and they should be instructed to be mindful of the affected family’s privacy. Counselors should be made available to employees because these men are not only co-workers to many employees but friends as well.
All employees on mining crews should be accounted for to verify that 34 is the correct number of men and one has not been overlooked. Verbal communication from Executives is crucial at this point. All staff should be notified and then based on the level of involvement in the mining crew the hierarchy of staff positions will determine the amount of information disclosed and how it is disclosed. Once the initial employee meeting is held, daily e-mail updates to employees are appropriate until rescue efforts have been successful. The last medium that should be addressed is the media.
Although this may seem like an unimportant task, this is extremely important because the media will report on this story with or without a press release from your company. The last thing that your company would want is the media to report inaccurate or false information. The media is also another outlet for the company to reach the families immediately. Working hand in hand with the media can go a long way and work in your favor when it comes to notifying the public of the events surrounding the collapse and keeping all parties involved informed.