Consequences of Not Having a Social Media Policy

It seems to be getting clearer that avoiding/locking out employees from all social media usage is an ineffective approach. The fact is with over 500 million Facebook members - your employees are talking on social media and they may be talking about your company. Even if they chat on their own time, what they have to say about their job and your company could come back and bite you hard.

Having a written Policy for Social Media that spells out the guidelines and invites participation not only defines the sandbox so employees aren't left in the dark and wondering what they can and can't say, but also allows you to have a more vibrant connection with your customers.

Kristen talks about some of the consequences of not having a social media policy in her recent blog post entitled Setting Your Company's Social Media Policy Can Prevent Disaster Online.

She says:

Operating without a social media policy is like driving without a seatbelt; eventually it will cost you, and the consequences could be dire.

Bear in mind that an effective social media policy should not shut down social media activity in your company, but rather encourage it. This policy should also protect your business and employees from getting in trouble online with the law if confidential information is leaked, a subpoena is issued, or an eDiscovery request comes about.

Since social media for corporate marketing is fairly new, most companies fail to think about a social media policy until it is too late. If someone is planning on targeting your company and you do not have a policy in place, you will find yourself very unprepared and taken off guard.

Do you have a policy in writing? Consider the Policy for Social Media manual which spells out 16 policies and detailed procedures for participating in social media both on and off the job.

Here's what one HR professional had to say about Policy for Social Media:

After creating, researching and revising multiple client's Social Media policies, I found a comprehensive guide by All Write Ink. All of the elements from Introduction to Consequences are covered in their Policies for Social Media. The value of the last two pages of related resources make the cost a complete bargain. Thank you to Deborah Chaddock Brown for a 'complete package' on Social Media and the related policies and procedures.

Sonya L. Weiland, PHR
President, WeilandWorks Consulting

Social Media is Already Entrenched - Guidelines are Needed

You may think your employees are abiding by the "no social media" policy, but 50% ignore the rule, according to the recently published Cisco's '2010 Midyear Security Report.' A review of the report, written by Nancy Davis Kho, had this to share:

The report found that 75% of employees surveyed identified online collaboration as critical to their jobs, and 90% said such collaboration makes them more productive. And it appears that they're committed to collaboration, whether or not their employers are: 45% of employees who are in the Millennial generation use social network sites at work, though only 32% say such use is supported by their IT departments. Half of respondents said they ignore company policy prohibiting use of social media tools at least once a week.

If the horse has already left the barn...it is time to define the pasture borders. Having a policy for social media acknowledges the fact that social media is here to stay. It is a great resource for collaboration and connecting with customers and co-workers. So why not embrace it and just define the boundaries?

The Policy for Social Media manual and companion Employee How to Guide help to do that for you.

Social Media Policies Aren't Enough

Lynne Johnson, senior vice president of social media for the Advertising Research Foundation (and a former editor for Fast Company) is quoted in an article entitled Corporate Social Media Policies: The Good, the Mediocre, and the Ugly in which a number of company policies for social media are shared.

Johnson sums up the policy overviews by saying this:

"And though I realize that policies are not educational documents --
guidelines are. And that's what's missing from a lot of them listed, actual
guidelines. How to do it, where, why -- with examples."

I couldn't agree more. The rules and regulations - sandbox boundaries if you will, need to be clearly defined. But it is one thing to give the black and white which is written to protect the company and it is another to give the how-to examples so that the employees feels comfortable getting started.

If an employee just sees the rules and if the rules are extensive to the point of FRIGHTENING - the employee won't even begin to reach out to customers via social media.

"I don't want to get involved, I might mess up and then loose my job."

Take for example the CNN employee who was fired for a Tweet.

CNN’s senior editor of Middle Eastern affairs, Octavia Nasr, was shown the door Wednesday after sending a tweet that expressed respect for the Shiite cleric Grand Ayatollah Mohammed Hussein Fadlallah. Despite a lengthy explanation of her 140 character foot-in-mouth, CNN brass stood by their decision.

A simple, easy to follow, how to guide that goes hand in hand with the policies is a great tool for your employees to help them understand the proper way to get started. Now there is an Employee How To Guide available that follows the same 16 policies and procedures outlined in the Policy for Social Media manual available from AllWrite Ink.

For just $9.95 you can download this helpful newsletter format instruction guide that includes a variety of additional websites and resources to help get your employees started connecting with customers via social media.

Policy for Social Media What If Scenarios

You have decided to open the social media arena to your employees but what if some just aren't ready? What if some abuse the opportunity?

Coming soon is a management companion piece to the Policy for Social Media manual and the Employee How To Guide called the Manager's How to and What If Guide. Here are a few of the situations that will be addressed in this valuable guide:

Manager’s “How to” and “What If” Guide for Social Media

· Employee wants to participate in social media as part of their job. How do you determine if they are a good candidate?

· An employee wants to participate in social media but they aren’t a good candidate; what do you do/say?

· How do you “listen” to what your employees are saying on social media; both on and off the job?

What if employee…

· Has a picture on their personal Facebook page of them wearing items with the company logo visible and they are doing something inappropriate?

· Is spending too much time on social media during the work day and it is effecting their overall work performance?

· Has “followers” on one or more of their accounts that leaves inappropriate messages?

· Leaves negative comments about the company or company products without a reasonable explanation?

· Offers status updates that are too casual or consistently don’t add value? (i.e. just poured a cup of coffee, having trouble staying focused, would rather be home/at the beach/golfing, etc.)

· Offers no sympathy to customers expressing concern?

· Isn’t responsive to comments/questions/complaints from followers?

· Uses images or uploads video that are too personal or not a professional representation of the company?

· Actively begins using social media to look for a job during working hours?

· Shares opinions not representative of the company?

· Provides false information – intentionally or not intentionally?

· Is making money from social media on company accounts during company hours?

Visit Policy for Social Media soon to purchase your copy of this great training material.

Policy for Social Media Employee How to Guide

Having a written policy for social media manual is a great place to start. You need the written word to help define the boundaries for acceptable behavior when it comes to talking about your company and your products on the Internet.

But a policy manual can be boring reading.

Now there is a colorful, newsletter format employee how to guide that explains the basics for getting started with social media.

This PDF download file is a great companion piece to the Policy for Social Media manual. Available for just $9.95 - you'll want to order your copy today!



Don't have the Policy for Social Media manual yet? Download the manual with 16 policies and procedures for social media participation and start buzzing about your company today.

Policy for Social Media YouTube commercial

Download your copy today:

Only 41% of Companies have Policy for Social Media

I just read an article about the use of social media as a strategy for marketing in which the writer quotes the following:

Surveying executives from 100 companies, the market researcher found that
while 78% of respondents' companies are actively using social media, although
only 41% reported that these activities are executed through a corporate social
media plan.

The author, Sheila Shayon, goes on to say that most of the policies only speak about marketing while only "16% include human resources or recruiting activities."

The Policy for Social Media manual available here includes information on the hows and whys from a marketing perspective but also:

• Using social media to establish crediblity for each employee
• How to use LinkedIn as a research tool for recruiting and sales prospecting
• The details of unacceptable behavior and the consequences of said behavior
• Keeping personal and professional lives separate
• How to incorporate social media into your daily work schedule while still staying on task of what is expected

The Policy for Social Media is a complete document that encompasses the benefits of appropriate/successful participation from the company's perspective but also what is in it for customers and employees.

For just $49.95 you can download this valuable manual and start protecting your company brand while creating buzz for your business!

Policy for Social Media is in the news

There are hundreds of articles and blog posts speaking to the importance of writing policies and procedures for social media; but how many actually provide a written manual for your company use?



The Policy for Social Media created by AllWrite Ink is now available for your business as a downloadable file.



And now the word is on the streets - the Policy for Social Media is available to help you protect your brand by establishing the boundaries of social media participation for your employees.



Order your Policy for Social media manual today for just $49.95.

Policy for Social Media Kit

Have you been hesitant to open the flood gates and

allow your associates to participate in social media?

Has the lack of a written Policy and Procedure manual that provides guidelines for social media participation been holding you back from allowing your associates to connect with customers?

Policy for Social Media is a comprehensive guideline that includes 16 policies with corresponding procedures to define the boundaries of social media participation.

Policies include:

- The proper type of status update - what to say and what not to say
- Finding people to follow and determining who should follow you
- How to incorporate social media into your work schedule
- How to promote a company event with social media

One of the most valuable components of the Policy for Social Media is the detailed Policy governing what constitutes UNACCEPTABLE SOCIAL MEDIA BEHAVIOR followed by the consequences.

Don't block associates from talking about the company for fear of what they'll say - ENCOURAGE their participation.

People buy from those they like and trust and what better way to build a relationship with your company than by getting to know the people that make it up?

Consumers want access to their favorite companies. They want the ability to:

Share their opinions
Offer their suggestions
Vent when it doesn't go the way they expect
Ask questions of the decision makers

Having a written policy for social media allows you to encourage associates to connect with consumers knowing they have written guidelines that outline the process. Policy for Social Media is a comprehensive set of guidelines to help you get started.

At the introductory price of just $49.95 (a $99 value) you'll receive:

Instructions for how to customize and prepare your Policy for Social Media

16 Policies which include the Statement of Need and detailed procedures for how to get started

Acknowledgement Form for your associates to sign and date stating they understand the policies and will adhere to them

Resource section with 37 additional links for articles, glossaries and how-to guides

ORDER YOUR DOWNLOADABLE POLICY FOR SOCIAL MEDIA kit TODAY

Order today. Just $49.95 and you'll receive a complete Policy manual for social media usage.

FTC Ruling on Endorsements - How Does it Impact You?

As of December 1, 2009, the FTC put into effective Guides Concerning the Use of Endorsements and Testimonilas in Advertising.

The guidelines detail many examples of what is an endorsement vs a testimonial and the importance of truth in comments and the clear disclosure when someone is writing on behalf of a company or that they have received products or services free of charge.

Are you protected should one of your employees comment about your company's products or services either positively or negatively? Do you have written guidelines within your company's policies that outline the expectations and consequences?

Employees that create positive buzz about your company and actively seek to build relationships with consumers is a GREAT THING for your business so long as they follow the guidelines and disclose that they are an employee of your company.

You have two options:

1. Forbid all social media activity
2. Provide guidance and encourage your employees to engage in conversation with consumers about your products via social media

If you choose the 2nd option - then you need a Policy for Social Media.

Outline for Policies and Procedures

You have to start somewhere when creating a policy and procedure and an outline is as good a place as any. Here is what the Policy for Social Media will include:

• Why is a policy necessary?

• The benefits of social media for the company

• The benefits of social media for the employee

• The benefits of social media for the customer

• Policies:
Which venues are approved
Establishing your user name
How to participate in the approved venues
What constitutes an acceptable update
How to choose the people you’ll follow
How to accept the people that follow you
Sharing your expertise
Promoting events
Promoting products
Promoting services
Actively listening
Responding to comments
How to handle irate customers via social media
Protecting the company brand
Keeping personal and professional separate
Using images to enhance your message; videos and photos
Prioritizing social media into your work schedule
Unacceptable social media behavior
Consequences of unacceptable social media behavior

• Resources for more information on how to use social media

What have I missed? Add your thoughts in the comments section of this blog post.

Business Policies for Social Media

Social media is the fastest growing method for reaching target prospects, customers and leaders in the industry. You are starting to have a corporate strategy for social media:

You've set up a blog
You have a company Twitter Account
You are working on creating a Facebook Fan Page
Your company has its own LinkedIn page

But what about your individual employees. Do you allow them to participate in social networking during work hours? Can employees update their status?

Most companies are blocking daytime social media participation for a variety of reasons: the time element it takes away from productive work, managing what they say about the company, monitoring comments, video and photos that could be detrimental to the company brand.

However - if you want to really reach out to your customers - you need to do so with more than just a brand image. If customers have the opportunity to follow individual employees, they may develop a relationship with your company that stands the test of time.

Customers do business with those they like and trust.

It is much easier to trust a brand if you know the names of the people behind the brand.

In a recent article in Entrepreneur Magazine, the author Ken Wheaton, talks about how companies can GO BIG in the social world and reach their customers:

It means unshackling your employees. It means equipping them with tools, policies and the means to engage with stakeholders around the clock. Above all, it means allowing your work force to unlock and share their company and subject-matter expertise.

It means - allowing employees to engage in regular social networking in the name of the company.

What's stopping you?

POLICIES AND PROCEDURES!

You need hard and fast rules that govern the use of social media in the name of the company while also providing the means and how-to instructions for your employees.

Coming soon - a company guide for you to create a set of custom policies and procedures for using social media within your company.

Stop back for some tips and techniques and then keep a watch out for the company policy and procedure online manual coming soon!