A social media policy is a crucial tool for any organization. Even if you are not using any social media policy for your business, it’s still a vital tool.
A social media policy is more than just a set of rules. It guides, advises, and motivates in the best and worst situations. If you are unsure about how a social media policy can help you out with your business goals, it is essential to familiarize yourself.
An excellent social media policy is a living document that guides your organization on how to use social media. Because social media is continuously changing – the popularity of different platforms has been changing, not to mention the details of how they are being used – can’t just put social media policy quietly in the drawer (or Google Doc).
You need an intuitive, up-to-date document that is easy to understand and can be operated by a new employee or social media manager in a public relations crisis.
Chances are you have a perfect social media strategy in place, or maybe you have some social media issues that need to be addressed. Either way, why create, modify, and launch an official social media policy for your organization?
There are some compelling reasons. Here are where social media policies can help you:
- Maintain your brand image consistently across channels
- Handling legal and regulatory sensitive issues through awareness
- Prevent security breaches
- Prevent a comprehensive public relations crisis
- If there is a crisis or irregularity, please take action quickly
- Focus on your social media responsibilities with your employees
- Encourage your employees to own and expand your brand information
What to include in social media policies
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Define the role of the team
Your first task is to get clarity, who owns the social accounts? Who is responsible for each day, week, or as needed? It may be helpful to include a name and email address so that other team members know whom to contact.
Assignment of responsibilities may include:
- Daily publication and engagement
- Regular customer service
- Strategy and planning
- ads
- Security and password
- Monitor and listen
- Approval (legal, financial or otherwise)
- Crisis response
- Provide social media training to other employees
At the very least, this section should determine who has the right to speak for your brand on social media – and who doesn’t.
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Establish a security agreement
There are many social media risks you will encounter while you implement social media strategy. It is very critical to keep an eye on the several risks involved while you implement the social media policy.
How often does your account password change? Who manages your social media accounts, and who has access to them? Is your organization software updated regularly? How is the device you’re using to post? Who should they talk to if they want to escalate?
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Develop an action plan for a security or public relations crisis
The end-goal of your social media policy is to prevent the need for a social media crisis management program.
Your crisis management plan should include a list of the latest emergency contacts with specific roles: not just social media teams, but also your legal and public relations experts, all the way to senior management.
Guidelines for determining the scope of the crisis, internal communication plans, and response approval processes will also help you deal with them as quickly as possible.
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Outline how to comply with the law
The details vary by country, and state by state, so please consult your legal counsel. But at least your policy may involve the following:
Copyright is not an easy task, so it’s best to explain how to comply with copyright laws on social media, especially when using third-party content.
Privacy is the key. For example, do all of your employees know how to handle customer information?
Confidentiality means respecting the internal information of the organization. Whether or not you let your employees sign a confidentiality agreement, they should understand the consequences of disclosing information that the organization considers to be private on social media.
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Guide how employees behave in their social media accounts
Posting hate speech on social media, threats of violence, harassment, or racial nicknames may violate the law or code of ethics or both.
In any case, employees should know that they will be responsible for their comments.
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Encourage employees to participate appropriately in conversations around your brand
Your social media team may be able to tell your brand’s voice while you sleep. And your official spokesperson will also answer difficult questions in flight. But what about other people? How are they responsible for your organization?
You may advise your employees to post a disclaimer stating their relationship with your organization and their opinions are their own.
How to implement social media policies
To implement perfect social media policies, go through these five simple steps:
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Download social media policy template
It’s free, and it will ask you all the questions you need to get started.
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Seek stakeholder input
Your organization’s advanced users, HR team, and public spokespersons may have some key ideas to help you meet your unique needs. Of course, the most crucial consultation will be your legal team.
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Determine where your policy will take effect
We strongly recommend that you add your plan to the Employee Handbook so that new employees can read (and enjoy!) during their entry.
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Start it (or restart it)
Whether it’s a revision or new document, you need to make sure everyone knows it’s ready for their eyes.
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Mark it as a review at this time next year.
It is not uncommon to see social media policies that date back to the dark ages of 2013 or 2011.
Social media companies Los Angeles suggests that commitment to annual or biennial reviews will ensure that your policies remain useful and relevant. At the very least, you need to ensure that all details and contact information are up to date.