THE TIME TO UPDATE YOUR SOCIAL MEDIA POLICY IS NOW
While you can’t restrict your employees from using social media, you can put policies and guidelines in place to ensure your employees aren’t violating Health Insurance Portability and Accountability Act (HIPAA) laws or housing policies when they post to Facebook, Twitter, or Instagram, says Steve Wujek, director of public relations at GlynnDevins, a fi rm that provides advertising and marketing solutions to senior living communities. Your social media policy should help employees understand how their behavior and communication during both work and personal time can impact a company’s or community’s reputation.
It’s important to be clear about what the policy is and that there will be consequences to violating the policy, says Brian Ellis, executive vice president at Padilla public relations.
Any social media plan should address the following:
• A company’s or community’s offi cial social media chan- nels will initiate all communications about events and incidents at the community. Staff can choose to share the post from their own social media accounts.
• Personal views expressed through social media should not state or imply that they represent the views of the company or community.
• Published information and online activity must comply with all other company or community policies including, but not limited to, the confi dentiality policy, the illegal acts policy, and the harassment and workplace violence policy.
• The use of social media must not interfere with work ac- tivities, and should not be utilized during work hours, un- less approval has been obtained for business purposes.
• Derogatory remarks in social media or electronic com- munications that are based on race, religion, gender, sexual orientation, disability, or national origin, as well as any postings containing explicit sexual references, references to illegal drugs, threats of or references to violence, obscenity, vulgarity, or profanity, will not be tolerated and will be subject to discipline, up to and including termination, if those comments are related to, or aff ect a team member’s job, ability to perform one’s job duties, or the company’s or community’s reputation, goodwill, or the safety of the workforce.
• Employees may not reference (including through use of photographs), cite, or reveal personal or confi dential in- formation regarding company clients, partners, or custom- ers without their express consent. Examples of subjects or topics that cannot be disclosed include discussions and postings related to the company or community or its partners’, vendors’ or suppliers’ intellectual property information; confi dential business information such as launch dates, release dates, pending reorganizations or acquisitions; fi nancial, volume, or sales information; and any other protected business information that is not and would not be generally known to the public.
• Use of the company’s logos, photographs, or any other intellectual property is not permitted without written proper authorization from the company. This policy does not prohibit an employee from discussing or posting pictures of themselves or other employees in their uni- forms, or at the events held on or off company property that relate to or refl ect working conditions, wages, ben- efi ts or any other term of condition of employment, even if such pictures include incidental use of company logos or photographs including the company logo.
JANUARY/FEBRUARY 2018
ARGENTUM.ORG 37
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