- Fact: It took radio 38 years to reach 50 million listeners. TV took 13 years to reach 50 million users. The internet took four years to reach 50 million people. It took Facebook less than nine months to reach 100 million users.
- Fact: Seventeen percent of companies disciplined an employee for violating blog or message board policies. Nearly 9 percent reported terminating an employee for such a violation (both increases from 2008, 11 percent and six percent, respectively).
- Fact: Fifteen percent have disciplined an employee for violating multimedia sharing/posting policies in the past 12 months, while 8 percent reported terminating an employee for such a violation.
- Fact: US companies are experiencing an increase in “exposure incidents” involving sites like Facebook and LinkedIn as compared to 2008 (17 percent versus 12 percent). US companies are now taking a much more forceful approach with offending employees – 8 percent reported terminating an employee for such a violation as compared to only four percent in 2008.
- Fact: Short message services like SMS texts and Twitter also pose a risk. 13 percent of US companies investigated an exposure event involving mobile or Web-based short message services in the past 12 months.
As social media grows, it is evident that companies are not outlining what is and is not acceptable for the digital world. Without direction, employees are left to decide what they deem is web-worthy without the slightest hesitation to consider how it can impact your company’s image. So what can organization leaders do to keep this from happening? Scott Monty, Head of Social Media at Ford Motor Company, has the answer:“The same way it can keep employees from doing stupid things on email & the phone. Give them guidelines and resources. Have an online communications policy that follows standard communications policies and trust them to do the right thing.”
You need to develop a social media policy. A social media policy provides a guideline for employees that detail procedures for communicating in the digital realm. But even your social media guideline needs a few guidelines. Here are a few goals that your social media policy should include and how one organization, The Mayo Clinic, reaches these objectives.
- It should remind employees to familiarize themselves with company policies.
“Ask the Department of Public Affairs (4-5005 in Rochester, 2-4222 in Arizona, 3-2299 in Florida) if you have any questions about what is appropriate to include in your blog or social networking profile. Remember that if you wouldn’t want your manager or others at Mayo to see your comments, it is unwise to post them to the Internet”.
2. It should remind employees that they cannot disclose proprietary information.
“Follow all applicable Mayo Clinic policies. For example, you must not share confidential or proprietary information about Mayo Clinic and you must maintain patient privacy. Among the policies most pertinent to this discussion are those concerning government affairs, mutual respect, political activity, Computer, E-mail & Internet Use, the Mayo Clinic Integrity Program, photography and video, release of patient information to media and patient confidentiality”.
3. It should remind employees to add a disclaimer to identify themselves and their role within the company.
“Write in the first person. Where your connection to Mayo Clinic is apparent, make it clear that you are speaking for yourself and not on behalf of Mayo Clinic. In those circumstances, you may want to include this disclaimer: “The views expressed on this [blog; website] are my own and do not reflect the views of my employer.” Consider adding this language in an “About me” section of your blog or social networking profile”.
4. It should remind employees to never claim they are speaking on behalf of the company.
“If you communicate in the public internet about Mayo Clinic or Mayo Clinic-related matters, disclose your connection with Mayo Clinic and your role at Mayo. Use good judgment and strive for accuracy in your communications; errors and omissions reflect poorly on Mayo, and may result in liability for you or Mayo Clinic”.
5. It should remind employees that postings in which they discuss the company or the industry require approval.
“Use of external Web sites for work-related purposes (e.g. photo sharing through Flickr.com) must be first approved by Public Affairs in conjunction with the Office for Compliance”.
To learn more about acceptable social media guidelines click here. To read the full Mayo Clinic social media policy for employees click here.