Do we need a social media policy

Social media is here to stay whether we like it or not. However, a lot of Companies appear to be unsure as to how to embrace social media and more importantly how to control and supervise staff using social media.

The first issue with social media is staff using their own social media sites. For example, if a person makes a comment on Twitter or Facebook, a Company needs to ensure that there is no potential bullying or inappropriate comments concerning other members of staff. Further, the Company will want to ensure that no inappropriate comments are made about the Company itself or indeed any of its customers. It is useful to advise staff that they should make it very clear that any views expressed are their own personal views and not those of the Company. However, this may only provide for limited protection.

Linked in is another issue entirely. On Linkedin there is of course the option to provide endorsements of other persons and their work. Again, the Company needs to ensure that staff are aware that they have no authority to give such recommendations etc on behalf of the Company and that any views expressed are those of the individual.

In relation to the Company's own social media pages, it is often useful to give this task to a senior member of staff who is trusted by management to post appropriate messages etc. The person also clearly needs to have a good knowledge of how social media works.

In summary there are a number of key issues that any Company needs to address in relation to social media:

• Have a clear policy on what is and what is not allowed. Consult with staff in drawing up any policy and ensure that staff are provided with the policy and that it is reviewed regularly.
• Be very clear on what is included namely own sites and Company sites and what sites are covered by the policy.
• Have a person in charge of social media who will be responsible for the Company site and monitoring the sites of individual staff.
• Be very clear about views expressed and whether the Company is or is not happy to be linked to such comments. This will also apply to recommendations.
• Make staff aware that misuse of social media is a disciplinary offence and, in extreme cases, can lead to dismissal.
• Provide staff training on the policy and how to use social media to further reinforce the message.
• In relation to the effectiveness of social media, the Company will need to set clear KPI's as to how effective its use of social media is and what it hopes to achieve.

If you wish to discuss social media policies further or need help in drafting an appropriate policy then please feel free to contact us.