What is Social Media Policy?

Social media usage has been quickly increasing each year. It has become an essential medium for people to express and vent their emotions. This trend does not seem to have an intent change any time soon. Now that tech-savvy Millennials are in the workforce and Generation Z (those born in 1995 or later) following them, the boundaries between “personal” and “professional” have become increasingly foggy online. As a result, your company would do its best to create specific guidelines to guarantee that no trade secrets or brand negativity are shared publicly. This makes the need for a social media policy a vital tool for an organization.

It is due to this reason why many companies have initiated a workplace social-media policy as a portion of their human resources training efforts. A clear set of guidelines can be given to employees vocalizing what is permissible to post about the organization, thereby ensuring that the organization stays away from legal problems. Legal issues are sure to originate if employees say anything harmful about the organization or reveal confidential information. This policy gives employees a distinct understanding of what they are allowed to post on their platforms and off-limits. Get your employees a clear-cut knowledge of what they are allowed to post online, and how any negligence from them may lead to immense trouble.

In This Policy, You Will Get:
  • The purpose and scope of the policy.
  • The Provisions regarding grievance related communication.
  • Provisions about the confidentiality of the clients and associated partners.
  • Rules about communication on Public Platforms.

Sample Policy

“Name of the Company” respects employees’ curiosity to be active on social media and networking websites. However, activities that affect the organization’s culture or reputation, whether done inside or outside the organization, displayed on social media are a concern for ‘Name of the Company’. Thus, this policy contains a set of guidelines for the employees towards social media activities that are directly or indirectly related to ‘Name of the Company’.

Purpose

This Policy aims to regulate employees’ social media activities about their employment external to the workplace.

The policy shows the business culture and is designed to decrease risks such as ‘defaming’ their employer or workplace online.

Scope

This Policy applies to all the employees of the organization.

Standard Work Hours

Employees are required to work a minimum of 48 hours per week as per ILO (International Labor Organization) regulations, and anything beyond that is considered overtime. The Factories Act of 1948 in India also sets a weekly work hour limit of 48 hours, and if this is exceeded, the employee is entitled to receive overtime pay.

Grievance Related Communication

The employee should not use social media to express discontentment against any matter related to ‘Name of the Company’.

The employee should not use social media to address resentment against any employee, manager of ‘Name of the company’,or the company itself.

Current or Ex-employees are abstained from posting false or misleading information about the company, management, seniors, peers, clients, or vendors.

Any employee must not reveal or discuss any confidential information about the ‘Name of the Company’.

Only the officially appointed employees shall represent ‘Name of the Company’ on any social media platform.

If any employee comes across any misinformation about the ‘Name of the Company’, they must immediately bring it to the attention of ‘Designated Person’.

Protecting Clients’ and Partners’ Information

The employee should not cite or reference the company’s clients or associated partners without their prior approval.

If the employee publishes the clients’ names without their permission, it will be considered a severe offense and can terminate the employment contract.

Communication on Public Platforms

The employee must not use abusive language, personal insults, or any obscenity or engage in any behavior that might be unacceptable as per the ‘Name of the Company’s code of conduct.

The employees must not use verbal abuse on social networking platforms.

The employee should not use social platforms to comment on coworkers, managers, and subordinates.

The employees should not use the social platform to debate or discuss official policies or situations.

Consideration of How Employee Present Themselves in Online Social Networks

Social Media is a place where people are connected irrespective of their relationship with the other person. The line between public-private, personal-professional relationships is erased on social media.

It is due to this reason that any negative perception generated through their actions can be related to and have effects on the company’s reputation.

The employee should make sure that their social media presence is well within the guidelines of the ‘Name of the Company’.

If any of the provisions are violated by the employee, he will have to face disciplinary actions.

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