Social Media Policy Does Your Organization Have One?
Mismanaged business records and ediscovery Workplace lawsuits
Social Media Risks - A Business Perspective
Regulatory audits and fines Security breaches Lost productivity Brands and financial institutions bashed— credibility, accountholders and revenue loss Career setbacks and employee terminations Professional and personal humiliation Media scrutiny and PR nightmares
Social Web Imperils Businesses & Brands
Blog weekly about their organizations .
50%
Worry about what employees will
Blog attacks sponsored competitors.
50%
Fear losing control of corporate message.
22%
22%
Case Casein in Point Point
Following Dallas Mavericks-San Antonio Spurs game, radio host fired for tweeting: “Congrats to all the dirty Mexicans in San Antonio.”
Virgin Atlantic fired 13 crew members for using Facebook to post “jokes” about faulty engines, cockroach-infested planes, and passengers.
Canadian grocery chain Farm Boy fired 6 employees for creating Facebook gripe site, “I Got Farm Boy’d.” Mocked consumers and verbally assaulted staff.
Microsoft employee fired for posting photo of Apple computers at Microsoft loading dock.
Delta’s “Queen of the Sky” fired for suggestive photos in flight attendant uniform.
Avoid Negative PR & Branding with Social Media Compliance Management +Establish Social Media Policy and Related Policies
+Educate Employees About Risks and Policies
+Enforce Policies with Discipline and Technology
The 3E approach:
3-Step Formula for Framing Social Media Policies #1. PreWriting:
Conduct Policy Audit
#2. Writing:
Create Effective Policies
#3. Post-Writing:
Manage Policy Compliance
Six Rules for Effective Policy Writing Use Written Policy to Define Key Concepts and Terms. Don’t assume employees understand terms like confidential, intellectual property, private consumer data, GLBA, business record, eyes-only, attorneyclient privilege, off-the-record, etc.
Write in Plain English. Minimize risks and maximize compliance by writing policies that employees actually are likely to read, understand and adhere to. Focus on the reader, not yourself.
Be Accurate. Research laws and regulations. Present accurate, reliable, trustworthy info and rules. Use proper grammar, punctuation and style. Compliance rides on policy, so get it right!
Be Brief. Write and distribute separate, brief policies covering every technology, situation, or behavior you want to manage through written rules. Example: create 4 separate policies for social media, mobile devices, email and web.
Be Clear. Present material in a clear and compelling manner. Make it easy for employees to read policy from beginning to end, then take the desired action: comply with organizational, legal and regulatory rules.
Proofread for Clarity, Consistency, Accuracy and Readability.
Implementing Your Policies • Communicate organizational, legal and regulatory rules to all employees—full-time, part-time, execs, board members, independent contractors, consultants, agents, etc. You may be held liable for anyone who acts on behalf of—or to benefit—your organization. • Employers can’t escape vicarious liability simply by labeling workers “independent contractors.” Courts look beyond labels and consider degree of control employers hold over workers. • Provide all employees with clear understanding of what constitutes appropriate, acceptable, lawful business behavior. • Policies—supported by training and technology—help demonstrate due diligence. • Courts, regulators, employees, applicants, consumers, media, community leaders and decision-makers realize you are fully committed to operating civil, compliant, correct business environment.
All organizations need social media, mobile device and other e-policies.
Audit business and personal use—at the office, at home or on the road.
Go Beyond Collecting Feedback
Conduct Policy Audits
Are current policies well-written?
Are current laws and regulatory guidelines addressed?
Clear and effective communication.
What’s your policy-distribution method? Based on audit, update or create new policies addressing 2016 risks, rules, regulations.
Internal social media (business sites, systems, accounts).
And Finally
Mobile devices: personal and financial institutionowned.
Monitor Social Media
Base monitoring decisions on legal, regulatory, business, ethical and corporate culture considerations. Review:
Personal passwordprotected social sites and accounts (Facebook).
Public social media (Twitter, YouTube).
For organizational training on social media risks and policies, visit www.complianceonline.com.
Thank You