The Basics of a Successful Corporate Social Media Policy

The latest stats report that LinkedIn now has over 100,000,000 users and Twitter has over 175,000,000. But Facebook leads the pack with over 640,000,000 users, that’s more than double the population of the entire world! USA!

So what does that have to do with work, you ask? Well, consider these incredible statistics as reported last year by Network Box, an online Internet security company:

An analysis of more than 13 billion business URLs in 2010 indicates that nearly 7 percent of all business Internet traffic goes to Facebook. The report also shows that 10 percent of all corporate bandwidth is used by YouTube!

The bottom line: Chances are, on any given business day, your employees are online. Whether your corporate culture embraces social media, despises it (or just doesn’t understand it), implementing a social media policy in the workplace is crucial. Any company that does not have a strong policy in place, or does not train its employees on the do’s and don’ts of social media as it relates to the company, is exposed to significant risks. Beyond derogatory comments or negative press, this can include opening your doors to the disclosure of trade secrets or confidential information.

There are now multiple places for electronic and social media, and companies must have a policy that addresses each one.

1. Social Media Guidelines: The Social Media Guidelines address posting on a company-sponsored website. Your company can have a Facebook, MySpace or Twitter page and employees can post comments and interact with customers and clients through this medium.
2. blog: Blogging is the publication of information on a personal or someone else’s site, web log, journal, etc. and also includes posting opinions on YouTube, Twitter, bulletin boards, chat rooms, etc. He is on duty and is directly related to the company’s business.
3. Social networks: Social media addresses how employees represent the company or talk about the company while off duty
4. Electronic media: The Monitoring and Electronic Media policy addresses how employees use company property issued to them, whether it be a PC or laptop, Blackberry, mobile or office phone, landline or mobile. This policy addresses the proper use of the equipment and the understanding that because it is company property, there should be little or no expectation of privacy.

The law allows employers to regulate and even prohibit employees from engaging in social networking activities online while on company business, property, or work hours. It is also appropriate to LIMIT employees from posting derogatory comments or discussing company business while on social media by adopting a policy that makes it clear that such conduct is inappropriate. Again, the goal is to lower employee privacy expectations by implementing these policies.

Other factors to consider

Policy wording may vary depending on your industry and business, but there are a few basics to keep in mind:

1. First and foremost, while common sense may make sense to you, always have your policy reviewed by legal counsel before you distribute it to your staff.
2. Keep social media actions in line with existing company policies regarding the use of company electronic media (phones and computers), confidentiality of company information, and all laws related to harassment and The discrimination.
3. Like other corporate policies, other inappropriate or prohibited behavior on social media would include profane, vulgar, defamatory, threatening, harassing, hateful, abusive, bullying or embarrassing comments or posts about other employees.
4. Employees are expected to be respectful of company products and services. While discussing wages or policies may be a protected activity, diminishing quality of service or products should be a disciplinary issue.
5. Inform employees that information about company customers, business partners, or details of projects and plans is off limits.
6. Specifically state that the use of logos and protected trademarks is prohibited.
7. If an employee identifies himself or herself as a company employee or discusses company-related matters on a social network, require that the site include a disclaimer on the home page stating that it does not express the company’s opinion and that these are strictly personal. opinions and points of view.
8. Finally, it should be clearly stated in the policy that they should expect unannounced compliance monitoring.

The prospect of creating and introducing a social media policy may seem daunting, if not impossible at first, but don’t underestimate its importance. With social media gaining momentum both off-site and at work, now is the time to start working on a plan. Always consult with legal counsel or a professional knowledgeable in labor and employment law if you need help, but get started today!