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Welcome to Social Media Fire Prevention
Learning Objectives
• Overview of what should be included in a Social Media Policy (Guidelines)
• Examples of what policy should and should not include
• Case study examples
• Resources to help you create a social media policy
• Ways to educate employees about the security risks of using social networking
• Best practices for implementing a social media policy
Virtual Reality
Is now a reality!
Drones
Video has become mainstream
Technology has equipped anyone
with a Smartphone and a video app the
ability to live broadcast from anywhere at
anytime. ~ Donna Gilliland
Pew Research Center Social Media 2016 Update
• 79% of internet users (68% of all U.S. adults) use Facebook
• 69% of the public uses some type of social media
• 76% of Facebook users in the US access daily
• 51% of Instagram users in the US access daily
How Often Americans Use Social Media Sites
It’s human – people talk and they talk online!
People are living their life online
Confidential Matters
About their company
Religion & Politics
About their co-workers
People are WatchingPost by social post, people are forming an opinion.
How Social Media Starts FiresIt starts with a single inappropriate post.
The post sets the fire and it is spread when others share.
Once it reaches the Internet, it can spread to a point of no return.
Educate Your Employees
Reasons to Educate Employees
• Legal and security risks to both the company and the employee
• Appropriate use of social media at work• Do’s and Don’ts of posting and commenting• Who to contact within the company when in
doubt about posting
Teach Your Employees Social Fundamentals
Social Bio
• An appropriate photo• Short story• Be authentic• Humor
Social Recruiting Survey by Jobvite
Professional Photos
Don’t post these type photos
Think before you post. What would your Mother say?
Friends have friends
Monitor Your Online Reputation
• Google your name
• Perform Twitter searches
• Monitor mentions of your name or
company on Twitter
Social Profile General Guidelines
• A picture speaks a 1000 words.
Include an appropriate photo.
Dress appropriately.
• Check existing social profiles for content that could be viewed inappropriate.
Write your bio with thought.
Never make negative comments about your personal life or friends.
Don’t reveal confidential information about your company’s business operations.
Be positive about your company and co-workers.
Avoid name calling and criticism of others.
General Posting Guidelines
1
2
3
4
Manage Your Reputation
Donna Gilliland
General Posting Guidelines
Be kind, respectful, helpful and positive.
Think before you post. Is that comment and/or photo going to come back to haunt you later?
Don’t curse online.
Never make negative comments or spread rumors about anyone. It depreciates their reputation and yours. ~ Brian Koslow
Digital Reputation Action Plan1. Go through your social posts, including blog comments and
delete what you feel isn't appropriate.
2. Have others shared or posted photos or comments that you aren’t comfortable with? Ask them respectfully to remove.
3. Don’t be timid about asking friends and family not to post photos of you that you aren’t comfortable showing.
4. Are you on LinkedIn? It’s an online network devoted to business. Are you presenting yourself well on this network? Go and evaluate.
Be aware of you behavior offline too, because what you do offline can quickly go online by those around you taking photos and videos with their smart phones.
REMEMBER: People forget but Google, Bing, Yahoo and YouTube don’t. Protect your digital reputation. It's a public record of what you do online. It's hard to erase once it floats to the air waves.
Do you need a Social Media Policyif your company isn’t using social
media?YES
Do your employees know the mission of your social channels?
Small or LargeSocial Media Policies and Guidelines are Important
Overview: Policy versus Guidelines
Guidelines
Policy Guidelines
• Privacy
• Sexual Harassment
• Discrimination
• Rules of Conduct
• Internet usage
• Social Media Use
SuggestionsEnforceable
• Provide direction
• Advice
• Educational
Why have a social media
policy?What the legal experts say…
• Educate Employees
• Protect your company from possible litigation
• Protect your employees
Benefits
• Protect your company’s reputation.
• Clearly define how your company is using social media.
• Protect your company from possible litigation by covering legal issues.
• Code of Conduct.
• Define reporting roles.
• Guidelines for social media managers on to how to handle negative online commentary.
• Use of social media on company time.
• Define ways employees can help the company raise brand awareness.
Know the Laws
There are a number of Federal laws that are
associated with the use of online tools, such as
social media. Seek legal counsel so that you know
those laws before implementing a policy with
restrictions that are unlawful.
National Labor Relations Board & Social Media
The NLRB and Social MediaThe National Labor Relations Act protects the rights of employees to act together to address conditions at work, with or without a union. This protection extends to certain work-related conversations conducted on social media, such as Facebook and Twitter. ~ National Labor Relations Board Article
Protected Concerted Activity
NLRB Social Media Report
• Employer policies should not be so sweeping that they prohibit
the kinds of activity protected by federal labor law, such as the
discussion of wages or working conditions among employees.
• An employee’s comments on social media are generally
not protected if they are mere gripes not made in relation
to group activity among employees.
Protect against potential litigation
CareerBuilder Statistics
28%
18%
Use of Internet for non-work related activity during work hours.Employees dismissed because of something they posted on social media.
Keep your social media policies and guidelines updated
• Technology is constantly changing.
• New ways to use existing social platforms are evolving rapidly.
• Update policies to address new technologies and new features of
existing social platforms.
• New issues that weren’t covered in prior policy.
Example: Live streaming can violate copyright laws. For example, are your employees filming an event? That can be a copyright infringement.
Make Your Policies Clear
About behaviors that can harm reputations and
possibly be cause for being fired from your job.
Ways to Provide Education
Why it’s necessary
• Meet with employees to go over current social media policy.
• The benefits and negatives to what they posting.
• How your company uses social networks.
• How employees can assist.
“Having a social media policy—and training employees to follow it—are critical practices for every organization.”
~ Aliah D. Wright, Editor/Manager for SHRM Online (Society for Human Resource Management)
Ways to Educate Employees
• New Hire orientation
• Ongoing professional development workshops
• E-book
• Training videos that are accessible to all employees
Facebook alone, is said to be costing the US trillions in lost worker productivity!
Be clear in your social media policy about non-related work activity on social media during working hours.
Social Media Policy Case Study
Wal-Mart
Walmart example of Guidelines versus Policy
The Don’tsSocial Media Policy
• Don’t restrict concerted activity.*
• Don’t ignore the privacy laws.**
** Several US States have passed legislation banning employer access to workers’ social media accounts. This list will probably continue to grow.
* See National Labor Relations Board (NLRB)
UPS Case Study
Social Media Policy and Guidelines
UPSSocial Media
Guideline Goals
• Provide direction for employees who post content on the Internet.
• Establish guidelines for behavior.
• Ensure that employees’ post will not expose either the employee of the company to legal problems or embarrassment.
• When an employee should identify himself/herself as a representative of the company on a social networking web site, as well as what types of information can be shared.
UPS Example
Education Points
• Meet with employees to go over current social media policy.
• The benefits and negatives to what they are posting.
• How your company uses social networks.
• How employees can assist.
• Social Media Lunch and Learns.
• Video Training.
• Invite Speakers versed in social media training.
Additional Waysto Educate
• New Hire orientation
• Ongoing professional development workshops
• E-book
• Training videos that are accessible to all employees
Development Resources
• SBA (Small Business Administration)
• SHRM (Society for Human Resource Management)
• Social Media 101 Policy by SHRM
• Jaffe PR Social Media Policy Template
• UPS Social Media Guidelines
Blog ArticlesSocial Media Policy
• SproutSocial’s Your Guide to Creating a Social Media Policy
• HootSuite’s How to Write a Social Media Policy for Employees
• HootSuite’s How to Create Social Media Guidelines for Your Business
Suggested Reading NLRB Aggressive Crackdown on Social Media Policie
s
PewResearch: Social Media and the Workplace
Sources• SBA (Small Business Administration)
• SHRM (Society for Human Resource Management)
• Social Media Governance
Suggested Reading NLRB Aggressive Crackdown on Social Media Policie
s
PewResearch: Social Media and the Workplace
Legal E’s• Review the National Labor Relations A
ct
• Make certain your Social Media guidelines don’t violate the NLRA
• Send your SMP to an attorney for legal review
Suggestions
Legal Disclaimer
LEGAL DISCLAIMER:
The training provided in this session is not to be interpreted as legal advice.
The goal of this training is to educate businesses to the importance of educating employees
in the use of social media and creating a Social Media Policy to provide employees
Let’s Review
Review Points
Use a Social Media Policy to establish a corporate code of conduct for employees in their use of social media and the Internet.
Know the applicable laws. Seek legal counsel to review your policy and guidelines for legal accuracy.
Educate employees to all social media policy and guidelines. Teach employees how to be brand advocates.
Review Points Continued…
Use resources such as the SBA and SHRM to stay up-to-date on labor relations laws and regulations.
Keep your social media policies and guidelines updated.
Let’s Stay Connected…
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