The reality is that your employees are posting, sharing, and commenting on one or more social platforms while they are working. Approximately 77% of employees admit to using social media while on the clock. Even more use it in their free time, and some of these employees may be posting about your company.
Without a clear, enforceable social media policy, your organization risks brand damage, legal exposure, and internal confusion. As an HR leader or business owner, here’s what you should know about building a solid policy on social media use in the workplace.
Benefits of a Social Media Policy
Creating a sound social media policy will help you:
Protect Your Brand and Reputation
An employee’s online behavior can reflect on your company (for better or worse). One offhand post may go viral and bring in new business, or it could spark backlash.
You don’t want a negative post to be interpreted as company-endorsed. On the other hand, employees can be a great resource for connecting with a wider audience and promoting branded content.
A clear policy sets expectations about what is and isn’t acceptable. The goal is to ensure you’re not caught off guard.
Mitigate Legal and Compliance Risk
Online speech doesn’t exist in a vacuum. Posts that violate other company policies, such as those concerning harassment, discrimination, or retaliation, can open the company up to liability. Public-facing political or inflammatory content may lead to lost business and legal scrutiny.
However, you must be consistent. Holding one employee accountable but giving another leeway for similar posts can invite discrimination claims. A thorough social media policy helps you remain consistent and defensible.
Promote Clarity and Consistency
Without guidance, employees are left guessing about what’s okay and what’s off-limits. A policy gives structure, including guidelines and boundaries. Your policy should also outline the consequences of violating its terms and how discipline escalates. When enforcement is consistent, it reduces claims of favoritism and bias.
Align With Culture and Values
Your policy should reflect the values of the business. Does your company culture promote openness and authenticity? Would you like employees to act as brand advocates? Or would you prefer them to disassociate from their employer when posting online?
Your social media rules should echo your mission. The goal is to reinforce the company culture, not undermine it.
Key Components Your Policy Should Include
When drafting or revising your social media policy, make sure it addresses the following topics:
- Scope: Why the policy exists and to whom it applies
- Definitions: Terms like “social media” and “public posts”
- Permitted vs. Prohibited Behavior: What’s acceptable and what’s off-limits
- Responsibilities: Who can post on behalf of the company
- Escalation: The process for handling violations and potential repercussions
- Acknowledgement: Signed forms and periodic training so that the policy isn’t just on paper
The social media environment is continually evolving. Therefore, you must plan to regularly review your social media policy so that it remains relevant.
Enforcing the Policy
Once you’ve created a sound policy and gotten it approved, you need to enforce it. Here are some basic tips to protect your business:
- Communicate: Provide training to your staff and ensure the policy is accessible
- Be Consistent: Don’t overreact to one post and ignore similar behavior elsewhere
- Investigate Fairly: When issues arise, treat them like any other HR concern
- Use a Tiered Response: A warning or coaching might be appropriate for minor or first-time offenses
- Periodically Audit and Refine: Regularly assess whether your policy and its outcomes still match your goals
When reviewing your policy with employees, emphasize why it exists. Getting your team on board can promote adherence and reduce friction among the workforce.
The AssetHR + Compliance Center Advantage
At AssetHR, we understand that HR leaders need a tailored, compliant, and enforceable solution for addressing social media stumbling blocks. That’s why we partner with The Compliance Center to:
- Create social media policies customized to your industry and company size
- Provide ongoing updates so your policy evolves
- Train your leadership and workforce in application and enforcement.
Explore our HR compliance services and learn how we can help you create a social media policy through our partnership with The Compliance Center.