What is a Social Media Policy

How to Create a Comprehensive Social Media Policy

Introduction

With social media being such an integral part of our lives, it's no surprise that more and more businesses are wanting to ensure that their employees are using it in a way that is beneficial to the company. After all, social media can be a powerful marketing tool, but it can also be a liability. That's why it's so important to have a comprehensive social media policy in place. But what exactly should such a policy include?

A. Definition of Social Media Policy

A social media policy is a set of guidelines that an organization or individual develops to govern their social media use. The purpose of a social media policy is to ensure that all social media activity aligns with the organization's or individual's goals, values, and brand. A social media policy typically covers topics such as acceptable use of social media, social media etiquette, and disclosures. Additionally, a social media policy may outline procedures for dealing with harmful online activity directed at the organization or individual. By developing a social media policy, organizations and individuals can help protect their reputations and avoid legal liabilities.

B. Purpose / Goal of a Social Media Policy

A social media policy is a document that outlines how an organization or individual should conduct themselves online. The purpose of a social media policy is to ensure that employees or members are aware of the company's or organization's expectations and guidelines regarding social media use. A social media policy can also help to protect an organization from online liabilities. For example, if an employee posts something on social media that is derogatory or defamatory, the organization could be held liable. By having a social media policy in place, organizations can minimize their risk and ensure that their members or employees are using social media in a way that is consistent with the organization's values

C. Overview of the Components of a Social Media Policy

There are a few things that a social media policy should include. A social media policy should define what is meant by 'social media'. It should also state the purpose or goal of using social media. Additionally, a good social media policy will outline the acceptable use of social media, as well as procedures for dealing with negative online activity. Having a social media policy in place can help an organization or individual protect its reputation and avoid any legal issues.

The main components of a social media policy include:

1. Definition of Social Media: The first step in creating a social media policy is to define what is meant by 'social media'. This should include a list of the different types of social media platforms that are acceptable, as well as any other related websites or applications.

2. Goals / Purpose: The policy should also state the purpose or goal of using social media. This is important to ensure that all members or employees are aware of what is expected of them when it comes to social media use.

3. Acceptable Use: The policy should outline the acceptable use of social media and any other related websites or applications. This should include guidelines on topics such as posting content, sharing information, interacting with others online, and more.

4. Procedures for Dealing with Negative Activity: The policy should also outline procedures for dealing with any negative or harmful online activity directed at the organization or individual.

5. Disclosures: The policy should also include disclosures, such as any affiliations or conflicts of interest.

By having a comprehensive social media policy in place, organizations and individuals can help protect their reputations and avoid legal liabilities. A well-crafted social media policy is an essential tool for any organization or individual who wishes to use social media responsibly.

Who are Your Company Spokespeople?

When it comes to social media, not just anyone should be speaking on behalf of your company. After all, you want to make sure that the message being put out there is consistent with your brand and professional. Therefore, you'll need to decide who your official company spokespeople will be. This could be the CEO, CMO, or someone else in a similar position of authority within the company.

Addressing Customer Complaints, PR Inquiries, and Copyright Infringement

It's inevitable that at some point you will need to address customer complaints via social media. After all, that's one of the advantages of social media; customers can reach out to companies directly with their concerns. However, it's important to remember that when addressing such complaints publicly, you'll need to do so in a way that is respectful and professional. The last thing you want is for things to escalate or for other potential customers to see how your company deals with negative feedback or worse, no feedback at all!

Similarly, you may also receive inquiries from journalists or others wanting more information about your company via social media channels. Again, it's important to remember to respond in a timely and professional manner, preferably through an official company spokesperson as mentioned above.

And then there's copyright infringement. With social media being such a public platform, it's not uncommon for people to try to pass off someone else's work as their own or use someone else's copyrighted material without permission. If this happens with your company, it's important to take swift action to protect your intellectual property rights.

What Employees Can and Can't Share on Social Media 

It's also important to spell out exactly what employees can and cannot share on social media when it comes to company information. For example, you may want to prohibit them from sharing confidential information or trade secrets. You may also want to specify what types of photos or videos are appropriate (or not appropriate) to share on personal accounts when mentioning the company name or logo such as prohibiting profanity or obscene content.

How Employees Can Protect Their Privacy and Comply with Company Rules & Expectations

In addition to protecting the company's interests, you'll also want your social media policy to spell out how employees can protect their privacy while still complying with the rules and expectations set forth by the company such as refraining from posting anything that could potentially embarrass themselves or the company if made public.

Conclusion

By having a comprehensive social media policy in place, you can help ensure that your business is using this powerful tool in the most beneficial way possible, while also protecting yourself from any potential liabilities. So take the time to put together a well-thought-out policy that meets the unique needs of your business today…and tomorrow!