Corporate Social Media Policy

INTRODUCTION-

Most of the employees are likely to use one or more social platforms. Whatever they post on their personal accounts can be a potential or unforeseen risk for the organisation if they share sensitive information. And most importantly, using social media at work can also affect productivity and focus. This is one of the foremost reasons, any organisation need a social media policy. It is done to address limitations on what employees can post and to potentially place restrictions on social media use inside the workplace.

The employees own their social media profiles, so what they post cannot be restricted by the organisation. But the organisation can provide them with reasonable guidelines about what they should not post about such as sensitive or confidential data and provide any potential disciplinary actions if their post affects the organisation’s brand image and reputation (e.g. hate speech). The social media policy provides a framework for using social media. Social media is a place where people exchange information, opinions and experiences to learn, develop and have fun. This policy provides practical advice to avoid issues that might arise by careless use of social media in the workplace.

The term “social media” encompasses various platforms and online channels, including but not limited to:

• Popular social networks, including Twitter, Facebook, Telegram, Whatsapp etc.
• Photo and video-sharing websites, such as Pinterest, Instagram, TikTok, Snapchat, YouTube etc.
• Professional social networks, such as LinkedIn etc.
• Discussion forums found on platforms like Reddit etc.
• Question and answer-based networks, such as Quora and Yahoo Answers etc.
• Review systems, including Yelp and Google Reviews etc.

These examples seek to demonstrate the broad scope of social media platforms. It is important for members to be aware of and adhere to the guidelines regardless of the specific social media platform they engage with.

 SOCIAL MEDIA POLICY – GUIDELINES

This social media policy applies to all members associated with the company, including but not limited to members, consultants, and professionals. It is specifically directed towards each and every person associated to the organisation, as they have the most public interactions through various mediums, platforms, and channels of organisation, such as the website, application, and social media channels. The policy aims to ensure professionalism, protect confidential information, and maintain the reputation of the organisation in the online sphere.

At the organisation, there is no distinction made between personal time and work hours, or personal devices and organization-provided equipment when it comes to social media usage. We consider all members to be representatives of organisation at all times, regardless of when or how they engage on social media platforms.

Members are prohibited from operating or running their own social media platforms, accounts, or channels under the following circumstances:

1. During their association with organisation.

2. Throughout their service tenure with organisation.

3. Within _______ months/years following their separation or exit from the organisation.

• Members of organisation are strictly prohibited from sharing personal or official content, encompassing educational, social, informative, motivational, or any other forms, on their personal social media platforms, accounts, or channels. Similarly, members are prohibited from posting personal or official content, on social media platforms, accounts, or channels that are owned or operated by third parties.
• Members are prohibited from participating in podcasts or interviews where they represent or provide facts, opinions, or any other form of representation, unless specifically authorized in writing by organisation.
• Members will be held personally responsible for any comments or statements that are considered defamatory, obscene, proprietary, slanderous or libelous by any offended party, including organisation.
• Members are prohibited from posting the company’s name, trademark, logo, or any privileged company information, including copyrighted materials or company-issued documents, unless authorized by organisation.
• Members are not allowed to promote personal projects or endorse other brands, causes, or opinions without including a disclaimer to separate their personal activities from those of organisation. It is important to use privacy settings appropriately and clearly differentiate personal views from those of organisation. Posting anything that could harm the company’s reputation should be avoided.
• In the event of any issues, members are expected to address them by discussing with their superiors, designated HR or their seniors, or the Legal Team appointed by organisation. Social media should not be used as a platform for such discussions, as it is unlikely to lead to positive outcomes.
• Sharing rumors, slanderous content, or confidential information, whether through social media or other means, can significantly damage the company’s reputation. Legal action may be pursued against individuals responsible for disseminating such information.
• Members are responsible for ensuring that their online activities do not interfere with their job performance or their commitment to the company.
• Members are responsible for safeguarding confidential and proprietary information related to organisation. Sharing sensitive company information, data, or personal details of colleagues or other members on social media platforms is strictly prohibited. Confidential information regarding the company’s practices or information intended for internal sharing among members should not be disclosed.
• Respect for intellectual property rights is crucial. Unauthorized use, reproduction, or distribution of copyrighted materials, including proprietary content, without proper authorization is strictly prohibited.
• All individuals representing the organisation on social media platforms must maintain professionalism, adhere to ethical standards, and treat others with respect. Personal attacks, offensive language, and discriminatory behavior are strictly prohibited. Members should engage positively with the community on social media. Promptly addressing student inquiries, feedback, and concerns in a professional and respectful manner is essential.

BREACH/VIOLATION OF THE POLICY:

Violation of the policy guidelines outlined above may result in appropriate actions being taken, including but not limited to the following:

• Issuance of a warning letter.
• Counselling
• Freezing of increments or promotions for a specified period.
• Imposition of a financial penalty depending on the severity of the violation as deemed appropriate by the company.
• Suspension for a designated period.
• Termination of employment.
• Initiation of legal proceedings/ Laying of civil and criminal charges

Please note that organisation reserves the right to make changes to the policy at its sole discretion. The purpose of this policy is to foster a positive work culture for all members. Any attempt to misuse or take undue advantage of this policy will reflect negatively on an individual’s work ethics and may result in termination.

Disclaimer- This policy template is meant to provide general guidelines and can be used as a reference. It may vary from one organisation to another organisation