For busineses

Why should you consider having a social media policy? If you’re a business owner, it’s all about safeguarding your business, assets, intellectual property, and financial well-being. Plus, it’s a shield against potential PR disasters that could dent your reputation and budget.

Don’t have one yet? No worries! We’ve got a ready-made template that you can easily integrate with your HR department. We’re also here to simplify the complex world of social media and IT policies, explaining everything in plain language to your employees and fellow business owners reducing the risk of unintended mishaps.

Curious to learn more? Look around and see what we do. Click below to message us or give us a ring.

Benefits

Protect your business, assets, intellectual property and bottom line and avoid a major PR crisis that can be costly and damaging to your reputation.

Mitigate Risks and Time Wasting

While email, internet, and social media are essential tools for work and personal life, their usage in the workplace can pose risks. These risks range from time-wasting due to excessive social media use to potential cyber security breaches that can harm the business.

It’s vital to emphasise that when employees use company IT resources, there is no differentiation between personal and business use. Unacceptable behaviour is always inappropriate, regardless of the context.

Recommendations

Regularly Review and Update

Regularly reviewing and updating your IT policy is essential to ensure it remains relevant and effective. Technology and systems may change over time, and new risks and challenges may emerge. Set calendar reminders to conduct periodic reviews and make necessary updates to keep the policy up-to-date and in line with current practices.

Guidelines for Social Media Use

Provide employees with clear guidance on what is acceptable and appropriate to post on business accounts. This will help ensure the content aligns with your company’s values and objectives.
Regularly monitor the content shared on business social media accounts to identify and address any potential issues promptly.

Implement and Clearly Communicate

By implementing and communicating these guidelines, you can create a positive digital environment for your business while ensuring employees understand their responsibilities and the potential consequences of their online actions. Monitoring and providing clear expectations will contribute to a safe and productive online environment for your company. Encourage employees to review the policy thoroughly and ask any questions. Ensuring everyone knows the rules will promote fair and consistent policy application and reduce the risk of unintentional violations. Work with Digital Waitaha Charitable Trust or a similar company that can explain the benefits and consequences of social media and IT policies to employees in plain language.

Protect Intellectual Property

To protect your business’s intellectual property and secret processes, it is crucial to be mindful of how information is handled, especially when it comes to visual media. Avoid recording sensitive details in photos or videos to prevent potential leaks of confidential information. For added security, consider banning photography in specific workplace areas, such as the factory floor, kitchen, or any location containing private details that must remain confidential. These precautionary measures will help safeguard your valuable assets and maintain the integrity of your business’s sensitive information.

Make Them Easily Accessible to All Employees

Make it readily available to them to ensure your employees can easily access and follow the Social Media and IT policies. Consider posting the policies on a staff noticeboard, where employees frequently check for updates and important information. Additionally, you can distribute the policies electronically through email or intranet platforms. By making the policy easily accessible, you promote better adherence to the rules and enhance overall compliance among your workforce.

Consent

Obtain permission from individuals before publishing photos or videos of them on social media platforms. A standard permission form can be used for this purpose.

Common Mistakes

Check Your Employee Agreements

Before implementing a policy, ensure it aligns with the terms and conditions stated in your employment agreements to maintain consistency and avoid potential conflicts. Please consult your HR department or consultant for any questions or clarifications regarding this policy.

According to business.govt.nz website, these are the common mistakes employers make.

Not setting out what you consider reasonable personal use — employees need to know what you expect.
Not making sure people give their permission before photos or videos of them are published on social media.
Not telling staff that the business can look at what they do online, e.g., posting on social media accounts or commenting on news sites — make this clear, and they’re far less likely to do something against policy.
Not making clear that inappropriate behaviour can lead to disciplinary action — employees must understand the consequences.
Not implementing standard permission forms for individuals to sign, giving their consent for photos or videos of them to be taken and published on social media.

Policy Implementation Guidelines

Not emphasising that understanding the rules, including the company’s ability to monitor social media posts, reduces the likelihood of policy violations.
Not communicating the guidelines for reasonable personal use to employees leads to potential misunderstandings.
Not informing employees that the company can look at what they do online, e.g., posting on personal social media accounts or commenting on news sites, discouraging policy violations.
Not ensuring employees understand the consequences of inappropriate behaviour, making it clear that it may lead to disciplinary action.
Not monitoring your business email and social media for unacceptable use.

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