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3 Easy Steps to a Sensible Social Media Policy

08/10/11

With popular sites such as Facebook, Twitter, LinkedIn and MySpace growing by record numbers, it’s safe to say that online social networking is becoming part of the fabric of everyday life. And as we spend more time on these sites posting, commenting and sharing, the lines between our professional and personal lives are blurring.

That is why many employers are including a social media policy in their employee handbook. When handled carefully, a social media policy can help protect your company’s reputation and make employees more accountable for their online activities.

In general, your social media policy should address:

  1. The company’s overall attitude toward social networking. Do you consider this a strictly personal activity (like phone calls from friends and family) and, as such, restricted? Or are you open to employees using social networking (like Twitter and LinkedIn) for business purposes and incorporating it into their work schedule?

    If social networking is prohibited on company time, you might want to clarify that your policy also applies to blogs, wikis and multi-media sites. For permissible, business-related networking, underscore that productivity is a priority and that social networking activities should not interfere with employees’ primary job responsibilities.

  2. The importance of company confidentiality. You certainly don’t want your employees spilling company secrets or criticizing clients, customers and partners online. You also want to be certain your staff is not disclosing any information that is proprietary to the company or any third party. Advise employees to avoid referring to business connections without the company’s permission – and to go through designated channels if they have complaints or concerns, rather than voice their frustrations in public forums.

  3. The need for disclosure and transparency. Because social media relies on trust and building relationships, individuals should disclose their true identity. When employees comment on any aspect of the company’s business, however, they should include a disclaimer, such as “the views expressed are mine alone and do not necessarily reflect the views of ABC Company.” Employees should not imply they are speaking on the company’s behalf.

A Word of Caution

In light of recent rulings by the National Labor Relations Board (NLRB), employers need to be especially careful about restricting (or retaliating against) employees’ Facebook posts or other online communications.  Section 7 of the National Labor Relations Act (NLRA) protects the rights of all employees, regardless of union status, to engage in protected “concerted activities.” This can include discussions regarding wages, work conditions and other terms of employment. To cover yourself legally, include language in your social media policy stating that the company does not restrict “protected” communications.