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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