The power of social media is indisputable; what you say on line creates a lasting impact.
In today's time, social media has become an integral aspect of various businesses too. However, this networking tool, if misused, has major pitfalls which can range from tarnishing company reputations to harassment and breach of privacy. Hence, while it is vital for company leaders to embrace this technology, laying down rules that dissuade employees from using the tool against an organisation or in a way that breaches the organisation's interest is a must.
“Social media has overrun workstations. Employer concerns about employees spending too much official time on their personal social media accounts have underscored the need for rules about social networking. It definitely calls for policy formation that will encourage employees to follow a code of conduct when using social media,“ says Piyush Khemka, director, Times Minerals.
Here are some social networking related policies that organisations can adopt to help employees better manage their online social lives.
TEXT AND PICTURES
Establish guidelines for online etiquette and establish rules on where to draw the line when sharing text and photos online. “Although social media interactions rely on photos, text posts, comments and tweets, they reflect your thought and opinion and have the potential to create or destroy your career,“ warns Manuel D'Souza, Director HR, Serco Global Services.
OPINION MATTERS
If you are in a profession where you have a lot to lose if your on line reputation takes a beating, it makes sense to stay away from controversial posts on social media. With the advent of online networking platforms, it has become very easy for individuals to share their opinions and thoughts on a matter of public importance.However, do remember that your opinion can be at odds with the organisation's ethos or may offend the sentiments of your co-workers, which can lead to inter-personal conflict. When posting online, ensure to water down your radical views, so that your words do not offend your colleagues.
Opines Sanjay Verma, group chief people officer and global HR head, Uniparts India Limited, “HR departments need to sensitise employees on basic social media etiquette and educate them on respecting religious values so that they can uphold the cultural fabric of the workplace.“
MAINTAIN A BALANCE
The exposure social media can give is not restricted to employees alone.Organisations too can leverage an employee's online presence and indirectly engage with a bigger audience be it by posting pictures of an office celebration, or the announcement of a promotion. However, as advantageous as their social media involvement may be, employees must refrain from giving away information vital to the organisation.Do not promote or popularise strategies or information that can be deemed important to the organisation. According to Verma, organisations should discourage employees from conducting official communication on such public platforms. He adds, “HR departments should encourage the use of an intra-organisational networking platforms to allow employees to discuss official work. This can help in enhancing an employee's knowledge about the company and create a culture that encourages learning. It will also improve camaraderie between employees.“
BE OPEN TO FEEDBACK
The impact of social media for an organisation often works best when used as a means of gaining feedback. “Internally, we use the social channel for the betterment of the institution. We have an open blog where employees can offer their suggestions on improving our processes and business. An employee's opinion is vital in overcoming various organisational roadblocks,“ says Thampy Kurian, head, human resource, Federal Bank.
Although organisations lay down rules regarding inter-personnel communication, an agreement on virtual conduct is not yet a given. Solidifying what is acceptable and what is not in our virtual lives has yet a long way to go.
Source | Mumbai Mirror | 2 February 2015
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