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How To Write A Social Media Policy

By Taylor Berman - Apr. 26, 2023
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Summary. To write a social media policy, employers should determine the parameters of the policy and what the purpose of it is for. Communicating and collaborating with the public relations and cyber security teams will help you come up with ways to keep the company brand intact and have insight into any security breaches.

As social media becomes a bigger part of our everyday lives, it can be difficult to monitor every employee all the time. A social media policy allows a business or company to set expectations for their employees when it comes to social media use.

In this article, we will go over how to write a social media policy, what a social media policy is, and the benefits of the policy for a company and its employees. We will also provide an example social media policy to help you create yours.

Key Takeaways:

  • A social media policy is a document that outlines the expectations for social media use for employees of your company.

  • Social media policies allow for a better response time during a social media crisis, and it helps improve communication among employees.

  • A social media policy should include the purpose of the policy, who it applies to, and what the expectations of the policy are.

How to Write a Social Media Policy

To write a social media policy, you should first determine the parameters of the policy and speak to the public relations and cyber security team.

  1. Determine the parameters of the policy. Before writing any of the policies, be sure to come up with the purpose of the policy and what it should include. This is where you figure out if it will cover internal or external social media use or if it will cover both.

  2. Communicate with the public relations cyber security teams. After coming up with the parameters, discuss them with your public relations and cyber security teams. They will be able to offer any insight on changes or additions to the policy.

    Public relations will help come up with anything that may affect the company brand or image, and cyber security will help give insight into any security measures.

  3. List the specific platforms. Be sure to include specific platforms that you want to have included in the policy. For example, if your marketing team uses different platforms for their work, list all the platforms that they may use.

  4. Create expectations. This is where you will outline the specifics of the policy. These will be the rules that the employees will have to follow. Things that can be included in the expectations are whether employees can use social media during work or with company property or the consequences of breaking the rules.

  5. Review and update periodically. As new social media comes out and new developments are happening, it’s important to keep your policy reflecting that. Reviewing it allows you to make changes as needed.

What Is a Social Media Policy?

A social media policy is a document that clearly outlines and defines the expectations for social media use for employees. This policy can often be found in an employee handbook and should be reviewed by new and current employees.

Social media policies can also address any internal social media that is used by the marketing or public relations team. Social media allows companies to build their brand, so having a policy for social media can help avoid any legal issues.

How Does Having a Social Media Policy Benefit a Business?

Having a social media policy can help define or improve the company’s brand and identity. A social media policy can outline the kind of language that employees should use when posting and discussing the business. Doing this helps companies improve or maintain their reputation and identity.

Other benefits include:

  • Better communication. Having a social media policy can improve communication between employees. When they have another platform to connect, the bonds become stronger. The policy just sets guidelines for what can and cannot be posted.

  • Faster response time during a social media crisis. Having a social media policy allows the company to have a faster response time during a crisis. Employees won’t wonder what they can do during the crisis, and it will provide the proper tools to respond to the crisis online.

  • Awareness of company rules regarding public and private information. The policy should outline what can and cannot be shared. Having employees read the social media policy will bring awareness to it. It will also always be there for them to refer back to if they ever need it.

  • Improves recruitment. Social media is a great tool when it comes to recruiting new employees. Your employees’ own personal social media accounts can bring traffic to the company and show what it’s like working there.

What Does a Social Media Policy for a Business Typically Specify?

A social media policy for a business should typically specify the roles and expectations of the employees. This should include who owns the social media accounts and who has access to them. It will also outline what is expected, such as what posts can be posted and how often they should be posted, for the employees in charge of the accounts.

Other things that the media policy should include are:

  • The purpose of the policy. This is where you explain why there is a social media policy. It’s important to be transparent as to why the company and brand need it.

  • Who the policy applies to. The social media policy should state that the policy applies to everyone, no matter their job title. This means it applies to executives, interns, and even freelancers if you have them.

  • Personal account guidelines. Your employees will have their own accounts, and while it can be next to impossible to control everything they say and do on their own accounts, you can show them why their behavior can affect the company.

    The policy can outline them to check their facts, follow the law (including copyright law), and avoid saying negative things about the company.

  • Security and privacy guidelines. The policy should outline how to defend against any security and privacy risks. Things that should be included in this are:

    • Sharing proprietary or confidential information.

    • Posting any pictures that imply illegal conduct.

    • How to keep software and devices updated and secure.

    • How to create passwords that are secure and if you use two-factor authentication for brand and personal accounts.

  • Legal guidelines. Legal requirements for posting things will vary from state to state, so be sure to understand what your state requires. Things in the legal guidelines can include credit sourcing, privacy and disclosure procedures, and disclaimers.

  • Consequences of social media policy violations. It’s important to include the consequences or punishments for employees who break the policy. This is so they can know what to expect if they ever break the policy. The punishments could range from apologizing and correcting their statements to termination, depending on the severity.

What Is an Example of a Social Media Policy?

An example of a social media policy is:

Purpose
At [company name], we understand that social media is a fun way to share with friends and family. It’s also a way to communicate and connect with new customers.

However, using social media can have potential risks, so it must be used in a responsible way. To assist you with making the right decision, we have established guidelines for the appropriate use of social media.

This policy applies to all employees who work for [company name], no matter their title or position within the company.

Use of Social Media at Work
Refrain from using social media while at work or with company equipment that is provided. The only exception is if it is work-related, as authorized by a manager, or is consistent with the company equipment policy. Employees should not use [company name] email addresses to register or sign up for any social media or blogs for personal use.

Guidelines
Social media refers to any online media that allows a user to participate, interact, or post to share with others. Some common platforms that this policy covers include, but are not limited to, Facebook, Twitter, Tiktok, YouTube, Myspace, or other forums and discussion boards.

The same principles and guidelines found in [company name] policy and employee handbook also apply to online activities. Employees are solely responsible for what they post online, and before posting anything, consider the risks and rewards that are involved with it.

Any content that adversely affects your job performance or the performance of other works, customers, or suppliers of [company’s name] business or interests may result in disciplinary action up to termination.

When participating in social media in a personal capacity, employees must:

  • Not disclose any confidential or sensitive information.

  • Not use [company name] logo or branding on any social media platform without prior approval from management.

  • Not communicate anything that damages [company names] reputation, brand image, commercial interests, or the confidence of customers.

  • Not post any materials that would directly or indirectly defame, harass, or discriminate against any employee or customer at [company name].

Security and Privacy Guidelines
Examples of potential security and privacy breaches of this policy include but are not limited to:

  • Posting information to an online discussion forum about upcoming promotions or deals with [company name].

  • Posting to the company’s facebook page in response to a customer comment or complaint about the company.

  • Uploading any pictures or videos that could damage the company’s reputation.

  • Making derogatory or demeaning comments about the company or team members, customers, or suppliers.

Consequences of Policy Breach
Any employee found breaching this contract may lead to disciplinary action. Disciplinary actions can range from a warning to termination of employment, depending on the severity of the breach. If you break the law, you may also be held personally liable.

Questions
If you have any further questions regarding this policy, please contact your manager in the first instance. For any further assistance, contact your HR representative.

Author

Taylor Berman

Taylor is a freelance writer from Pennsylvania. Taylor got into writing because she enjoys writing articles that help people and loves creating stories that inspire. She earned a bachelor's degree in journalism and public relations with an interest in communications media from Indiana University of Pennsylvania.

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