Social media has revolutionized the way we communicate, both personally and professionally. While it has its benefits, social media can also pose risks for businesses, particularly when it comes to their employees' online behavior.

Whether it's posting inappropriate content, leaking confidential information, or engaging in cyberbullying, employee behavior on social media can have serious consequences for a company's reputation and legal liabilities. To mitigate these risks, many businesses are opting to establish social media use policies for their employees.

In this blog post, we'll explore the benefits of having a social media policy, key considerations when creating one, and how to communicate it effectively to your team. Whether you're a small business owner or a manager at a large corporation, this post will provide valuable insights on how to manage social media use in the workplace.

What is a social media use policy?

A social media use policy is a set of guidelines and rules that outline how employees should behave on social media in relation to their work or employer. It is a document that defines what is considered acceptable and unacceptable behavior by employees on social media platforms, both during work hours and in their personal time.

A social media use policy typically includes guidelines on topics such as:

• Confidentiality: Employees should not share confidential information about the company, its clients, or its business partners on social media.
• Branding: Employees should not make false or misleading statements about the company or its products or services, and should always identify themselves as employees of the company when posting about it.
• Professionalism: Employees should maintain a professional tone and avoid engaging in disrespectful or offensive behavior online.
• Privacy: Employees should respect the privacy of their colleagues, customers, and others, and should not share personal information about them on social media without their permission.
• Legal compliance: Employees should adhere to all applicable laws and regulations when using social media, including those related to data privacy, intellectual property, and online defamation.

A social media use policy can help to mitigate the risks associated with employee use of social media, such as reputational damage or legal liability. It can also provide clear guidance to employees on how they can use social media in a responsible and ethical manner, both for their own benefit and that of their employer.

Different scenarios where having a social media use policy can help:

Here are some possible scenarios that illustrate when a social media policy could be beneficial for a company:

Scenario: A sales representative shares confidential information about a new product launch on social media before it is officially announced.

Benefit of a social media policy: A social media use policy could include guidelines on protecting confidential information and explicitly prohibit employees from sharing information that has not been approved for public release. This could prevent similar incidents from happening in the future and protect the company's competitive advantage.

Scenario: An employee posts a negative comment about their manager on social media, which goes viral and leads to negative publicity for the company.

Benefit of a social media policy: A social media use policy could include guidelines on appropriate online behavior, such as not posting negative comments about colleagues or the company. It could also provide a clear process for reporting and addressing incidents of online harassment or discrimination.

Scenario: An employee spends hours each day on social media during work hours, which negatively impacts their productivity.

Benefit of a social media policy: A social media use policy could include guidelines on appropriate use of social media during work hours, such as limiting personal use to lunch breaks or outside of work hours. This could help ensure that employees remain productive and focused on their work responsibilities.

Scenario: An employee engages in online bullying or harassment of a colleague or customer.

Benefit of a social media policy: A social media use policy could include guidelines on respectful and professional online behavior, as well as consequences for violating these guidelines. This could help prevent incidents of online harassment or discrimination and protect the company from legal liability.

Scenario: An employee creates a social media account using the company's logo and branding without permission.

Benefit of a social media policy: A social media use policy could include guidelines on appropriate use of the company's branding and intellectual property. It could also provide a clear process for obtaining permission to create and use social media accounts on behalf of the company. This could help protect the company's brand identity and prevent unauthorized use of its intellectual property.

What you'll need to do to implement a social media use policy

Implementing a social media use policy at your company involves several steps. Here are some key actions to consider:

• Review existing policies: Before creating a new social media policy, review any existing policies and guidelines related to employee conduct, confidentiality, and privacy. This will help ensure that the new policy is consistent with existing company policies and practices.
• Identify key stakeholders: Identify the key stakeholders who should be involved in creating and implementing the social media policy. This may include human resources, legal, communications, and IT departments.
• Draft the policy: Develop a draft policy that outlines the guidelines and expectations for employee social media use. Consider including examples of acceptable and unacceptable behavior, as well as consequences for violating the policy.
• Solicit feedback: Share the draft policy with key stakeholders and solicit feedback to ensure that it is comprehensive, clear, and aligned with the company's values and objectives.
• Communicate the policy: Once the policy is finalized, communicate it to all employees. This may involve holding training sessions, distributing the policy via email or the company intranet, and posting it in common areas.
• Enforce the policy: Ensure that the policy is being followed by monitoring employee social media activity, responding promptly to any violations, and enforcing consequences as outlined in the policy.
• Review and update the policy: Regularly review and update the policy as needed to ensure that it remains relevant and effective in protecting the company's interests and values.

By taking these steps, you can effectively implement a social media use policy that helps ensure responsible and ethical social media use by your employees, while also protecting your company's reputation and interests.

Having certain employee posts require a disclaimer

Requiring a disclaimer with any statement of association is a common practice in social media use policies for employees. This is because employees may use social media to express their personal opinions or views that may not necessarily reflect those of the company they work for. Requiring a disclaimer helps to make it clear to readers that the employee's statements are their own and not necessarily endorsed by the company.

Here's an example of a disclaimer that an employee could use in their social media posts:

"The views expressed in this post are my own and do not necessarily reflect the views of [company name]."

This simple statement can be included in an employee's social media profile, and/or used as a disclaimer in individual posts where appropriate. It's important to ensure that employees understand when to use this disclaimer, and to reinforce the importance of protecting the company's brand and reputation when posting online. A social media use policy can help to clarify the expectations around this, and provide guidance on when and how to use disclaimers to help mitigate the risks associated with employee use of social media.

Should all posts have a disclaimer?

Not necessarily. While it's a good idea to require employees to include a disclaimer in their social media posts that relate to their work or employer, it may not be necessary for every post they make. The specific circumstances of each post should be taken into consideration when determining whether or not a disclaimer is needed.

For example, if an employee is posting about a personal interest or activity that has no relation to their work or employer, a disclaimer may not be necessary. However, if an employee is discussing a topic related to their work or industry, it may be appropriate to include a disclaimer to make it clear that their views are their own and not necessarily those of their employer.

Ultimately, the decision to require a disclaimer for every post or only certain posts should be based on the company's specific needs and objectives, as well as legal and regulatory considerations. A well-crafted social media use policy can provide clear guidance on when and how to use disclaimers effectively, and help ensure that employees are using social media in a responsible and ethical manner.

Prohibiting or limiting the use of social media at work

Prohibiting or limiting the use of social media at work is a common practice among many organizations. There are several reasons why a company may choose to implement such a policy:

• Productivity: Limiting social media use during work hours can help employees stay focused and productive, reducing distractions and the potential for wasted time.
• Security: Prohibiting social media use on company devices or networks can help prevent security breaches or data leaks, which can be costly and damaging to the company.
• Bandwidth usage: Social media use can consume significant amounts of bandwidth, which can slow down other critical business operations.
• Liability: Employees may post inappropriate content or engage in online harassment or discrimination, which can create legal liability for the company.

However, there are also potential drawbacks to a strict prohibition or limitation of social media use at work. For example, social media can be a valuable tool for networking, professional development, and even marketing and customer service.

To strike a balance between these considerations, some companies may choose to allow limited social media use during designated break times or outside of work hours, or only on personal devices. Others may choose to implement monitoring and enforcement policies to ensure that employees are using social media in a responsible and ethical manner.

Ultimately, the decision to prohibit or limit social media use at work should be based on the specific needs and objectives of the company, as well as legal and regulatory considerations. A clear and well-communicated social media use policy can help ensure that employees understand what is expected of them, and can help mitigate the risks associated with social media use in the workplace.

Protecting your brand assets

Protecting your brand assets is a critical aspect of managing your company's online presence and reputation. Your brand assets may include your company logo, name, slogans, product images, and other visual or written content that are associated with your brand. Here are some steps you can take to protect your brand assets on social media:

• Trademark registration: Registering your brand name, logo, and other key assets as trademarks can help protect them from unauthorized use by others. This can also make it easier to take legal action against those who infringe on your trademarks.
• Social media account management: Register your company's official social media accounts on all major platforms, even if you do not plan to actively use them. This can help prevent others from creating accounts using your company's name or logo.
• Copyright protection: Ensure that any visual or written content used on your company's social media accounts is original or properly licensed. Use copyright symbols or watermarks to identify your content and discourage unauthorized use.
• Employee guidelines: Provide clear guidelines to employees on how they should use company brand assets on social media. This can include guidelines on the use of official logos or slogans, as well as guidelines on how to represent the company online.
• Monitoring and enforcement: Monitor social media platforms for unauthorized use of your brand assets, and take action when necessary. This may involve reporting infringements to the platform or taking legal action against those who violate your trademarks or copyrights.

By taking these steps, you can help protect your company's brand assets and maintain a consistent and professional online presence across all social media platforms. A comprehensive social media use policy can help reinforce these guidelines and ensure that employees understand the importance of protecting the company's brand assets.

Prohibit the sharing of and confidential company information

Prohibiting the sharing of confidential company information is an essential aspect of any social media use policy. Confidential information can include trade secrets, financial data, customer lists, marketing plans, or any other information that, if disclosed, could harm the company's business interests. Here are some steps you can take to prohibit the sharing of confidential company information on social media:

• Define what constitutes confidential information: Clearly define what types of information are considered confidential and should not be shared on social media. This can be included in your company's social media use policy.
• Provide training: Provide training to employees on what types of information are considered confidential and how to handle such information. Make sure employees understand the potential consequences of sharing confidential information on social media.
• Enforce the policy: Monitor employee social media use to ensure that they are not sharing confidential information. When violations are identified, take prompt action to enforce the policy and prevent further breaches.
• Secure company devices: Implement security measures to prevent unauthorized access to confidential information on company devices, such as laptops or smartphones. Limit access to confidential information on a need-to-know basis.
• Respond quickly: Have a response plan in place in case confidential information is shared on social media. This may involve notifying affected parties, taking legal action, or implementing damage control measures to limit the impact of the disclosure.

By prohibiting the sharing of confidential company information on social media, you can help protect your company's business interests and maintain the trust of your customers and business partners. A comprehensive social media use policy can help reinforce these guidelines and ensure that employees understand the importance of protecting confidential information.

What to do if your employee breaks any rules?

If an employee breaks any rules outlined in your social media use policy, there are several steps you can take to address the situation:

Investigate the incident: Gather all relevant information about the incident, including any evidence of the employee's behavior on social media. If necessary, interview witnesses or consult with HR, legal, or IT departments to better understand the situation.

Address the situation promptly: Depending on the severity of the violation, you may need to take immediate action to address the situation. This may involve suspending the employee's access to social media accounts, removing inappropriate content, or terminating their employment.

Communicate with the employee: Talk to the employee about the situation and explain why their behavior was inappropriate or violated company policy. Provide clear expectations for future behavior and any consequences for future violations.

Follow due process: If the situation warrants disciplinary action, make sure to follow your company's due process procedures. This may involve providing the employee with a written warning or conducting an investigation, depending on the severity of the violation.

Document the incident: Document the incident and any actions taken to address it. This can help protect the company in case of legal action or disputes.

Review and update the policy: After addressing the incident, review your social media use policy to see if any changes need to be made to prevent similar incidents from happening in the future.

By taking these steps, you can effectively address violations of your social media use policy and prevent further incidents from occurring. It's important to communicate clearly with employees about the expectations for social media use and the consequences of violating the policy. A well-crafted social media use policy can help reinforce these guidelines and provide clear guidance on appropriate online behavior.

Need a place to report any unethical social media behavior?

If you're a manager or employee that wants to report any unethical social media behavior that could be detrimental to your brand. Use our anonymous reporting tool or whistleblower hotline to report any cases.