Regardless of whether your business brand is on social media platforms or not (it should be), every business has to have a social media policy.

It’s common for companies having to apologise for an employee blunder via a Facebook post or Tweet, and a social media policy is an invaluable aspect which outlines how an organisation and staff needs to conduct themselves online. 

As per the Labour Guide, guidelines in social media policies could include:

• Employees should be advised to block access to their profiles from users they don’t know.

• Remind your employees that their internet and email communications may be monitored and intercepted as per the electronic communications of the employer.

• Ensure that your employees are aware that company information must be kept confidential.

• Your company name or logo should be used on private profiles. 

Entrepreneurs can spend many years building their brands online, but without a robust understanding of social media and its many risks, and a solid social media policy in place, their brand is notably vulnerable to reputation damage, as well as legal and security issues.

Security problems include company accounts being hacked, and social media accounts passwords being stolen. Smaller businesses with as little as two or three people should also be aware of the dangers of social media. No matter how big or small the enterprise, employees need to be educated accordingly.

Messages, images, videos on platforms such as Facebook, Twitter, Instagram, YouTube have the power to go viral in seconds, effectively reaching millions of users, and once online the content is there forever. 

What To Include In Your Social Media Policy

Ensure that your policy includes prohibited social media conduct, for example, the posting of commentary, content or images that are defamatory, pornographic, libellous, or that can create a negative perception of the company brand.

Moreover, you and employees should never post anything negative about clients or potential clients. Lastly, the policy should be in plain English to ensure that your staff doesn’t battle with jargon. Holding a meeting to go through the points in your policy is an excellent idea. 

What Not To Share Online 

Never share any personal information such as your address, date of birth, ID card or ID photo. Ensure that your employees adhere to this too as they represent you and your business and could put themselves and you at risk by identity theft fraudsters.

The Legal Risks Of Social Media

As an entrepreneur, you need to carefully consider images or controversial messages online, because if it is deemed to be offensive or defamatory, it could lead to legal action,

Conversely, you have the right to request that any defamatory posts are removed, and if not, you have the right to take disciplinary or legal action against the offender.

Remain vigilant

Google search your name and your business name from time-to-time. Activate Google Alerts for your business, and on your own social media accounts, be protective of your privacy and vigilant of whom you invite or accept as friends/followers. 

Employee Offline Behaviour

Be sure that you and your employees behave well when in branded vehicles, merchandise or in public as observers are quick to snap pictures or videos when somebody does something questionable and post them online. 

Dealing with crises

All of your social media channels should be continuously monitored regardless of crises or not; however, a crisis would require extra vigilance.

Any errors or negative posts should always be dealt with immediately, with the correct information communicated by whoever is appointed as a community manager. Refrain from arguing online and ensure that you provide regular updates. 

If necessary, send out an apology and then refrain from posting anything more and until such a time where you or a PR company has devised a social media strategy for resolving the matter.