Guest column

Houston entrepreneur shares communication tips for today's coronavirus environment

When faced with a crisis, it's essential to deliver clear, authentic messages to your target audiences. Getty Images

The reality for business owners is that everything you say matters; your words are reverberated and felt throughout the company and all of your stakeholders.

During times of crisis, your voice is amplified to the max, and people listen to every word you have to say, which is why — if not completely thought-through — your voice can breed misinformation, confusion and stress. As we face the increasing uncertainty in our community due to the spread of COVID-19, it's critical for business owners to say the right things, to the right people, that will inform and motivate, and use their presence and organization to be leaders within the community.

Practicing what we preach, we understand that as communication experts, it is our mission and responsibility during this time to help our local business community. We are putting our money where our mouth is and for the last week have been offering free communication and marketing consultation to any business in need.

So, what is top of mind to our team right now, as we work with these businesses? Besides following recommendations from the U.S. Center for Disease Control and Prevention to curb the virus's spread, companies should actively be communicating to all stakeholders about the impact COVID-19 is having or could have on operations. Here are a few dos and don'ts to get you started.

Offer valuable tips to prevent the spread of respiratory diseases, but we all know to wash our hands by now.

You have to make sure that you are communicating valuable information with internal and external stakeholders — but through your own authentic voice. Offer suggestions on how to "social distance" or use your service/product remotely.

Internal stakeholders need to understand what's hard facts, what's soft facts (opinions and feelings) and what's just hearsay. They need to understand clear expectations when working from home and employees need to feel safe, accommodated and heard. Externally, be sensitive to what your customers and the community at large are going through and update your business practices and communications accordingly.

Communication with customers can be in an email, but you can also connect through text, through an online chat, via infographics or memes on social media, or an "on-brand" (and possibly witty!) reminder on what social distance may mean.

Don't stay silent — even if you don't know everything.

Don't let others control your company's narrative. As humans, we naturally fill in gaps in communication to understand what's going on around us. Rather than letting people assume information about your business, get in front of the conversation and share real-time updates as you adjust business-as-usual.

Consider alternative ways to reach external audiences and vice versa.

What happens if the majority of your customer acquisition model is door-to-door and no one wants to open the door to a stranger, or you have a centralized call center to handle customer service complaints, but these employees are now all working from home? Now is the time to reconsider how you'll engage with your audiences and win customers.

We recommend a significant shift to digital acquisition as people are going to be spending more and more time online in the coming weeks from home and there is a ripe opportunity to stay top of mind through targeted display campaigns and send interested customers to your website.

Create a proactive plan for shut downs.

Coronavirus is still an emerging, rapidly evolving situation and we have no idea what could happen but create contingency plans and have a crisis comms plan ready to deploy. Think through possible scenarios (closures, supply limitations, employee diagnosis, etc.) and have social media posts, email blasts and internal messaging ready to deploy should worst case scenario occur.

What your business says is just as important as who says it.

A spokesperson is your organization's mouthpiece. Choosing the right person is just as important as saying the right thing. Without the right person to speak on behalf of your organization, your message could be lost — or worse, they choke.

Your spokesperson should be credible, empathetic and authoritative.


Bottom line: When faced with a crisis, it's essential to deliver clear, authentic messages to your target audiences, stay true to your brand voice and position yourself as a leader – both internally and externally. Your company will thank you later.

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Allie Danziger is the founder and president of Houston-based Integrate Agency, which focuses on digital marketing and public relations.

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Building Houston

 
 

Juliana Garaizar is now the chief development and investment officer at Greentown Labs, as well as continuing to be head of the Houston incubator. Image courtesy of Greentown

The new year has brought some big news from Greentown Labs.

The Somerville, Massachusetts-based climatetech incubator with its second location at Greentown Houston named a new member to its C-suite, is seeking new Houston team members, and has officially finished its transition into a nonprofit.

Juliana Garaizar, who originally joined Greentown as launch director ahead of the Houston opening in 2021, has been promoted from vice president of innovation to chief development and investment officer.

"I'm refocusing on the Greentown Labs level in a development role, which means fundraising for both locations and potentially new ones," Garaizar tells InnovationMap. "My role is not only development, but also investment. That's something I'm very glad to be pursuing with my investment hat. Access to capital is key for all our members, and I'm going to be in charge of refining and upgrading our investment program."

While she will also maintain her role as head of the Houston incubator, Greentown Houston is also hiring a general manager position to oversee day-to-day and internal operations of the hub. Garaizar says this role will take some of the internal-facing responsibilities off of her plate.

"Now that we are more than 80 members, we need more internal coordination," she explains. "Considering that the goal for Greentown is to grow to more locations, there's going to be more coordination and, I'd say, more autonomy for the Houston campus."

The promotion follows a recent announcement that Emily Reichert, who served as CEO for the company for a decade, has stepped back to become CEO emeritus. Greentown is searching for its next leader and CFO Kevin Taylor is currently serving as interim CEO. Garaizar says the transition is representative of Greentown's future as it grows to more locations and a larger organization.

"Emily's transition was planned — but, of course, in stealth mode," Garaizar says, adding that Reichert is on the committee that's finding the new CEO. "She thinks scaling is a different animal from putting (Greentown) together, which she did really beautifully."

Garaizar says her new role will include overseeing Greentown's new nonprofit status. She tells InnovationMap that the organization originally was founded as a nonprofit, but converted to a for-profit in order to receive a loan at its first location. Now, with the mission focus Greentown has and the opportunities for grants and funding, it was time to convert back to a nonprofit, Garaizar says.

"When we started fundraising for Houston, everyone was asking why we weren't a nonprofit. That opened the discussion again," she says. "The past year we have been going through that process and we can finally say it has been completed.

"I think it's going to open the door to a lot more collaboration and potential grants," she adds.

Greentown is continuing to grow its team ahead of planned expansion. The organization hasn't yet announced its next location — Garaizar says the primary focus is filling the CEO position first. In Houston, the hub is also looking for an events manager to ensure the incubator is providing key programming for its members, as well as the Houston innovation community as a whole.

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