Guest blog: ESR invites partners to provide guest blogs. The following is an articles on Social Medial Policy Tips:
As Facebook, MySpace, LinkedIn, Twitter, YouTube and other such sites become more ingrained in our daily lives and habits, employers are scrambling to incorporate guidelines for responsible social media use into company policy manuals. But do all employers need a social media policy? Probably.
Your employees are already tweeting and posting comments, pictures and video. It’s up to you to outline how (or if) you want them to reference your company in such settings. Understanding that you may want to give employees some flexibility to use social media, you should at least consider some guidelines that protect your company.
Here are some dos and dont’s employers should consider when thinking about establishing social media policy.
DO: Create a social media policy that fits with your industry, philosophy and needs. Determine if your company can benefit from using social media outlets to communicate internally and with customers and/or vendors. Also consider the possible scenarios that could cause harm or damage to your company, customers and employees. This could include employees posting comments that may disparage your company reputation and/or posting negative comments about customers or clients.
DO: Make employees aware that they may be liable for content and information they post on blogs, social media sites and email. Let them know that their postings on public media sites may be monitored by the company and used as grounds for termination if it causes harm to the company, other employees and/or customers or vendors.
DO: Clearly communicate your social media policy to your employees. Include it in your new hire orientation, your employee handbook and, if applicable, your intranet and/or company blog. Have employees sign an “acknowledgement” that they read and received a copy of the policy. Ensure existing employees understand your policy in relation to proprietary and private information. Refer back to your existing confidentiality policy.
DO: Communicate how much time and when employees can access social media with company property or on their personal property during work hours. If you have a more flexible work environment, provide general guidelines (i.e. use the Internet within a reasonable amount of time without it affecting your work). Some companies may want to limit such activity to breaks (or not at all).
DON’T: Make subordinates feel uncomfortable with “friend requests.” Balance this issue carefully to determine how much you want to mix your personal social media information with your business. For example, don’t make employees feel coerced into accepting their boss as a “friend” or “follower.” Some employees may want to keep their personal pages separate from their work identity, while others could perceive favoritism if you connect with some but not others.
DON’T: Let employees post offensive or harassing language, pictures or video that impact or harm your business, customer or employees on public media sites. Employees may not be aware that some of their personal sites are open to the public, including customers, vendors, supervisors and coworkers. Your social media policy should refer to your zero-tolerance harassment policy.
DON”T: Ignore the power of social media. Assign a person or department to monitor blogs and other social media sites to see what people are saying about your company. Respond to customer comments, deal with disparaging remarks and use it to see what others are saying about your competition.
Brenda Gilchrist, SPHR, is principal/cofounder of The HR Matrix, a Santa Rosa-based full-spectrum management firm specializing in human resources, organization development and employee recruitment. Contact her at (707) 526-0877 or firstname.lastname@example.org .