The importance of a Social Media Workplace Policy

Social media is simply another step in the evolution of communication. Where once we would contact our family, friends and consumers via telephone or email, we now also use social media platforms such as Facebook or Twitter to communicate. The interesting viral capacity of social media lies in its ‘one to many’ and then the ‘many to many’ amplification of ideas and content on a global scale. Ease of sharing via social media platforms provides the power to make ideas, news and conversation spread quickly. There is immediacy to social media that can help businesses spread their message quickly, cost effectively and efficiently.

This viral capacity and immediacy coupled with the blurring of the line between work and home life can however cause many businesses challenges when it comes to employees understanding the difference between public and private social media use. We have all heard the stories of employees posting inappropriate content on Facebook that caused loss of employment, but what about the potential to expose the employers to risk such as loss of and/or disclosure of confidential information, discrimination claims, unfair dismissal, reputation threat or defamation?

My advice is no matter if your business employs 10,000 or 1, have a social media policy in place. It is daily becoming more and more important that businesses of all sizes set rules and guidelines for the way their employees use social media – both in the workplace and at home.

When working with businesses to build their social media policy, I always advocate the below elements be included in their workplace social media policy:

Your definition of social media. Yes, employees need to be aware of exactly what your business defines as “social media”. Ensure you make it clear that the policy is not just limited to the sites and types of media that you list i.e. Facebook or Twitter, but also covers a definitive explanation of digital communication tools.

What’s acceptable and what is not.  Your policy should remind employees that they should not say or do anything on social media that:

• could be viewed as derogatory towards, or disparaging of, colleagues, customers or clients;
• gives away or discusses your business’ confidential information;
• has the potential to bring your business into disrepute;
• undermines their effectiveness or productivity at work (eg. through excessive use).

However, as employees they are brand ambassadors and should be encouraged to assist building the brand online. There is no greater advocate than a passionate employee.  Set the guidelines such as time online at work, what can and can’t be said and they will happily assist you build your business online.

A reminder of the dangers of social media. Not only is social media viral and can be seen by many, but it is also immediate and not easily erasable.  Remind employees of the dangers.

The consequences of breaching the policy. Remind employees of breaching the terms of the policy which may involve disciplinary action or indeed termination of employment.

Despite the risks involved, employees will continue to use social media.  Consequently, a clear workplace social media policy will not only protect the business, but also protect employees.  A win-win all round.

Do you have a workplace social media policy in place?

Until next time…..

Tania  (39 Posts)

Tania is a social media consultant, presenter and trainer. Originally from “The Alice”, she now happily calls Australia’s famous wine community ~ the Barossa Valley home. Her joys in life include great wine & food, Formula 1; a heartfelt laugh with friends and of course the social web. Favourite Quote: “Choose a job you love, and you will never have to work a day in your life" ~ Confucius

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