As more individuals from Gen-Z and over the next few years Gen-Alpha take to the workplace, they bring with them increased knowledge and use of social media platforms.
While access to smartphones and the internet can be of value to your business – helping your staff work flexibly and communicate more efficiently – it can be a double-edged sword.
Without clear guidelines in place, employees may take to social media platforms to complain about a bad day at the office, post offensive comments, harass colleagues, discuss clients, or reveal confidential information.
Such information could be visible to clients, prospects, and the media, resulting in negative publicity for your business.
Here’s how to build an effective social media policy.
What is a social media policy and why is it important?
A social media policy provides clear guidelines for staff about their use of social media.
Inappropriate social media activity is a conduct issue, which should be dealt with via your disciplinary and grievance procedures.
Putting clear guidelines in place by way of your social media policy means that staff know what they can and cannot say about their colleagues, the business and its clients.
These guidelines should provide clarity about the personal views employees can express and how staff are expected to protect the reputation of the company.
Having a policy in place also helps manage performance effectively, outlines any monitoring of social media that the company carries out, and explains how breaches will be dealt with.
What should a policy contain?
Your policy should outline what constitutes acceptable social media behaviour and explain what disciplinary procedures are in place for staff who breach the policy guidelines. These should include sanctions for cyber-bullying and other forms of harassment.
Your policy should also clarify whether social media usage is being monitored, and if so, how this will take place. It is helpful to also specify whether social media searches are undertaken during the recruitment process.
Make sure you consult with your employees before implementing a new social media policy and be prepared to justify your guidelines.
You can also use the policy to require that your IT network is protected through controls on the downloading of software and appropriate firewalls if you do not have a separate IT policy addressing this.
Risks to be aware of
Protecting your company must not come into conflict with an employee’s right to privacy and freedom of expression, which are rights protected by the Human Rights Act 1998.
If staff breach your policy guidelines, make sure you act proportionately.
Any monitoring of internet usage and social media communications must comply with the Data Protection Act 2018.
For tailored advice on drafting social media policies, or any other employment law matter, please contact us.