Shortly after social media became mainstream, employers grappled with it. They tried banning it from the workplace, but eventually realized it was pointless. They also discovered that employees can be more productive when they are allowed to engage with their friends during their leisure time.
However, social media still raises concerns in most workplaces. These include excessive social loafing, employees sharing sensitive information and making statements that poorly reflect the company’s brand image. Companies must implement reasonable solutions to address them.
It’s important to have a workplace social media policy in place. Here are some tips to develop one.
1. Stress That Employees Must Differentiate Their Posts from the Company
Employees are entitled to their personal opinions. The problem is that if employees identify themselves as members of your organization, it can be difficult to differentiate their views from the company’s.
Adidas and Best Buy both have social media policies that require employees to . They must state that certain views are their own, rather than the employer’s.
2. Discuss NLRB Requirements with Your Lawyers
The National Labor Relations Review Board (NLRB) requires employers to protect employees’ rights to unionize. In the 21st Century, a lot of their organizing is conducted online.
It’s important to check with your lawyer before passing any policies that would restrict their right to organize. The last thing that you want is to face an NLRB fine.
3. Have a Zero-Tolerance Policy on Harassment
Using social media and instant messaging with co-workers is more common than ever. It’s an efficient way for employees to collaborate on projects and socialize during their downtime.
Unfortunately, it also raises certain risks. The biggest concern is workplace harassment. There are three reasons employees need to be cautious:
- The definition of harassment has been broadened over the last few years. Younger employees tend to be more sensitive to negative statements, so they are more likely to file claims against their company if harassment isn’t addressed.
- People tend to be much uninhibited on social media and instant messaging, which raises the risk they will make an impulsive statement that could be perceived as harassment.
- There is a digital trail of communications, which can be used in court.
You must clearly document a zero-tolerance policy for harassment. This is necessary to shield your company and individual employees against possible lawsuits.
4. Be Cautious About Asking Employees to Spy on Each Other
It’s natural to want to monitor your employees on social media. You want to know if they are badmouthing you or the brand. Since many employees are hesitant to connect with their superiors on social media, you may be tempted to ask coworkers to report anything out of the ordinary.
According to recent research, nearly 40% of people are Facebook friends with one of their coworkers, so it seems reasonable to ask them to report inappropriate comments to their bosses. The problem is that this can lead to a very hostile work environment. People are already expected to censor themselves during business hours, especially if they have to interact with toxic coworkers. They may feel bitter about not having an outlet for their stress and learn to distrust their coworkers.
5. Remind Employees of Copyright and NDAs
Employees must always honor company copyrights and non-disclosure agreements. Remind them that while they are posting online during their personal time (including breaks at work), they are doing so as private citizens. They must not be allowed to use company logos, literature or other copyrighted materials without prior permission.
Under no circumstances should they be allowed to violate any non-disclosure agreements. Make it clear ahead of time that they will face legal ramifications.
