How to Write Your Firm's Social Media Policy

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In our last post we looked at why every business needs a social media policy. And the fact that the most important thing for any business is to have a policy in the first place. But if you’re writing your social media policy for employees, what should it include? What kind of guidelines should you give the people who work at your business.

Image by late night movie via Flickr

At FreshNetworks, our approach is to keep things simple and to make them inclusive. Have a simple and clear policy on how employees should be using social mediaand make sure you include your employees in the process of drawing them up. Oh, and make sure your policy encourages your employees to use social media more and notless.

Here are five considerations we discuss with clients when developing their social media policies and guidelines that might help you if you are developing yours:

1. Encourage your employees to take part online

Your best representatives should be your own staff and so any social media policy should actively encourage them to take part online. Show them ways to share their opinions and enter discussions and debates. Encourage them to write a blog if they are keen (and perhaps provide a place for them to do so). Let them become comfortable online because they will be some of your strongest defenders in discussions about your brand.

2. Discourage discussion of what is happening internally

All employees will be privy to discussions, debates, meetings and decisions that are not public knowledge. That might not even be known by many other people in the organisation. Let your employees know that they may learn some things as part of their role that others don’t. And that these are not things you would expect to share with their colleagues over the watercooler, let alone online.

3. Encourage them open and honest about who you are online

The best policy online is openness and honesty. You will be quickly found out if you claim to be something or somebody you are not. Encourage your employees to be open about who they are and who they work for. This is good for them (if they are talking about something related to their work people will credit them with more knowledge). Encourage them to do this even if they are writing about something totally un-workrelated. They should say who they work for, and that what they are saying is nothing at all to do with their job!

4. Discourage arguments and disputes online

It is very difficult in social media to have an argument with somebody. It quickly descends into confusion and conflict. Encourage your employees to take part in debate and discussions but to steer clear of arguments. Whether they are talking about your brand or not it’s best to not to post anything emotional. Wait a day and consider it again.

5. Make sure employees know the best route for their opinions

Many businesses find that their employees use social media to raise issues, concerns or opinions about their employer. This is usually because they don’t know the best way of having their voice heard. Part of your social media strategy should be a clarification of the different routes available for them to have their voice heard. Some things are best aired in social media, and some things will be dealt with a lot quicker and a lot better if you raise them in other ways.

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