Companies using social media to improve engagement require web relations specialists for constant monitoring. This means that staff spend their time on Twitter or Facebook engaging with clients and helping them find solutions when problems arise.
An increasing number of companies have accepted social media as part of their public relations and communications strategy. These tools can drive sales and help you reach new markets; they can also create public relations nightmares.
Last week we discussed
This week we address other social media DOs and DON’Ts for companies that want to blaze a trail down the path to better engagement.
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When undertaking a longer trip, such as biking across the Sahara, having the right supplies along is critical to making the journey successful. Hence, most adventurers use checklists evolved over years, based on their own, colleagues’ and other experts’ experiences.
With those checklists, the risk of taking the wrong things along is reduced.
While a checklist makes it easier to pack the right things, a social media policy helps manage risk and ensures the company stays compliant and does not run afoul of legislation while using the tools offered by social media networks.
The ComMetrics Social Media Policy (started in 2007 with five rules) is a working document to help employees of ComMetrics (a division of CyTRAP Labs GmbH) use social media wisely. Thanks to feedback from staff and experts we instituted these eight golden rules.
- 1. Do to others as you would have done to you
This means always be nice, truthful and respect the other individual. Never embarrass or make fun of others online.
- 2. Once you post it, you can’t take it back
Besides avoiding foul language, remember that a party image posted online from your friend’s mobile phone might haunt you in the future, whether you are applying for a job or getting married.
Also ensure that the source you link to (e.g., a research report) can withstand regulatory scrutiny (e.g., possible conflicts of interest are disclosed – see FTC regulations) and will not damage your reputation (e.g., badly disguised sales pitch, low-quality white paper).
- 3. Never reveal too much information
This can do damage in any number of ways, including violating company-client privilege, opening your organization to sanctions, voiding patent rights, revealing trade secrets, or violating copyright.
Email, instant messaging, Twitter, Facebook, voicemails, as well as the entire contents of your private PC, smartphone or iPad if used for any work-related reason are fully discoverable and the first place lawyers look when building a case.
Lastly, it is just as easy to ‘spill the beans’ in a social setting as it is online. Be careful and you will be fine.
- 4. Remember that cyberspace links your professional and private lives
Friends and clients will not only find your corporate blog posts, but your private Facebook page and personal Twitter account, and draw their own conclusions. Be cautious before putting anything ‘out there’.
- 5. Engage honestly and truthfully
Interact and connect with clients. If you cannot help someone directly regarding any of your services, products and so forth, send them to the appropriate department, person or social media channel.
Follow up personally or make sure a colleague does so within 24 hours. In today’s virtual world time is of the essence and your public holiday or weekend may be a client’s normal workday!
- 6. Verify your privacy and security settings
How much data you reveal – such as email or phone number – should be set in your security options or privacy settings (e.g., what information is visible to anyone).
Before you post any images or videos online (e.g., holiday snapshots on Facebook), get explicit permission from anyone included, so as not to violate any personal rights and/or privacy regulation(s).
Be careful which links you visit and make sure any materials you download are scanned by your computer’s security software.
- 7. Watch the clock when using social networks
Visiting your personal Facebook page takes time away from getting tasks done for which you get paid; accordingly, use your time wisely while at work and make your social media engagement beneficial to the company. Please do not let such usage interfere with maintaining your high performance.
- 8. Lead from above
As a boss, team leader or manager, you should lead by example. If you are an infrequent and/or sloppy social media user, your bad habits may spread to your colleagues and/or subordinates.
To reduce the risk to yourself, your team and the company, set a good example and review social media use with your team – the good, the bad and the ugly – to learn from mistakes and successes.
This policy is in addition to other existing policies.
We wish you all the best success with engaging in social and private networks. May it advance your career and in turn assist us in our efforts to provide clients with more value.
In this case as in all, we feel that the best way to deal with effective use of social media in the workplace is by persuasion and example, NOT by removing liberty.
For more resources visit the ComMetrics social media policy and scroll to the bottom for tools and much more.
Bottom line
If your staff follow the guidelines above, you can achieve better risk-management. Most importantly, the effective use of this technology to leverage your brand should help your bottom line.
We will continue our DOs and DON’Ts series throughout the summer, so please join us.
Have an opinion on this? Did we forget a DO or DON’T for an effective social media policy that you know about? Please share in the comments; I love to hear what works for you!
Article source: ComMetrics – Social media policy DOs and DON’Ts: 8 essentials
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