Present, it is nigh incommunicable to prevent employees from using social media sites – Facebook, Twitter, LinkedIn, Instagram, Pinterest – while at work. Some businesses are fine with that, fifty-fifty encouraging employees to promote the company and its products or services on social media. At the same time, however, they don’t want productivity to slip, or to take workers portray the company negatively on pop social media channels.
A day in the life of a social CIO
So what steps tin organizations realistically take to limit or control social media employ while at work, without seeming like Large Brother or forbidding its use? Following are five skilful tips, forth with a sidebar on the legal ramifications of using social media for work or at the office.
one. Involve all departments.
“Social media is not just the responsibility of the social media or marketing department,” says Mirna Bard, founder, Digital Marketer’s ToolBox. “To craft an constructive policy, involve human resource, legal and compliance, as well equally the public relations and marketing departments. This will lessen risks and brand sure the social media policy is customized to the visitor” and is in compliance with company and legal requirements.
2. Employ a filter.
“Installing a DNS-based Web filter is critical for filtering out unwanted social media sites [and] as well protecting the employees’ computers from malicious infections,” says Nick Espinosa, CIO, BSSi2, which provides Information technology support and consulting services. “A Web filter volition block sites or ads that may be harmful to the computer and also allows for restrictions regarding where users tin can get. Everyone has a dissimilar opinion of what they telephone call ‘social media,’ and there is a difference between checking Facebook and checking your Ashley Madison business relationship at piece of work,” he says. “Empathise the distinctions and filter appropriately.”
iii. Fix aside times each solar day for social media use.
“If an employee wants to utilise social media at work they’re going to discover a way,” says Espinosa. “If they can’t use the network, then they volition use their cell phone. The best policy a company can put into place is to not restrict access to social media but to restrict time. Create a policy that limits social media use to certain times during the day – lunch, for example – or requite the user a finite amount of time throughout the day to check and exist agile with social media,” he suggests. “This not only satisfies their demand but also gives the visitor first-class usage metrics.”
4. Take a written social media policy.
“Include social media guidelines in your organization’southward employee handbook,” advises Lisa Brown Morton, president and CEO of Nonprofit Hour. “This will keep employees in the know about what they tin can and cannot do on social media.”
Similarly, “provide them with language on how to talk about your organization [on social media sites]. Social media is an first-class platform for recruiting, building brownie and sharing your hard work,” she points out. “Let your employees talk [on social media sites] in a way that benefits and promotes your arrangement.”
“The all-time social media policies are straight and specific, and communicate clearly to employees what they should and shouldn’t do,” says Jenn Deering Davis, cofounder and editor in chief, Union Metrics, a provider of social media analytics and answers. “Brand sure your guidelines are both like shooting fish in a barrel to empathise and to follow.”
5. Don’t be draconian.
“Social media is a big part of many people’south lives, and they want to use information technology at and for work,” says Deering Davis. “So make room for social media in your organization, and discover ways to let information technology piece of work for you lot. Instead of discouraging social media use,” or banning information technology outright, “encourage responsible, appropriate utilize.”
Josh Druckerman, an associate attorney at White Harris, a management-side employment police business firm, discusses some of the legal issues surrounding the use of social media at piece of work or by employees.
The visitor owns its social media accounts, not the employees.
“If your company makes apply of social media for promotion, such as through a company Twitter account, web log, LinkedIn or Facebook page, your policy should get in very clear that the company owns all [of its] social media accounts, as well equally all of the associated followers, ‘likes,’ ‘friends’ or other online connections associated with those accounts.
“Your company should also require that all passwords, admission codes and administrator credentials for company social media pages exist provided to, stored by and made accessible to the company at all times, and that the company must be kept apprised of any changes to passwords, administrators or unauthorized accesses.”
Employees accept the correct to communicate with other employees, and talk about the company, on social media.
“The National Labor Relations Board has been mounting a cause against employer social media policies that ‘arctic’ employee speech regarding terms and atmospheric condition of employment. As a upshot, employers should make sure their social media policies do non prohibit employees from discussing their benefits, wages, pay practices or working conditions with other employees.
“For instance, policies that ban posting negative information about the company and policies preventing employees from ‘friending’ each other on Facebook have been struck down by the NLRB for violating employee rights to organize under Section 7 of the National Labor Relations Act.”
Employees must disclose when they are posting on behalf of the company.
“Employees who mail service about, promote or review their visitor’southward products or services are required by FTC regulations to include a disclaimer that states that they are an employee of the visitor. Similarly, if a company hires or compensates spokespersons to promote the company on social media, compensates a blogger for a review or engages an endorser to tweet about an offering, those marketing statements must include a disclaimer that the private is affiliated with the company.”