Social Media Policy Template

A Social Media Policy is a crucial set of guidelines for companies to ensure safe and productive use of social media by employees. It covers both official channels and personal accounts, outlining expectations and rules for posting content about the company.

The policy should also specify who is allowed to post as representatives of the company and evolve as the company grows. It’s important to have this document in place to prevent incidents that can’t be undone.

Table of Contents

• Why Are Social Media Policies Important?
• How to Write
• Sample
• How to Implement
• Examples
• Frequently Asked Questions

Why Are Social Media Policies Important?

One of the biggest reasons you need a social media policy is that almost every employee uses it. There is a chance that your employees may have multiple social media profiles on different platforms. If people know that the employee works for your company, their actions could be a reflection of your company.

You want to give your employees plenty of autonomy, but you must also ensure you protect the company. That is why you should have a strong social media policy. Some of the biggest benefits of having a social media policy include:

1. Protects the Reputations of the Business and Employees

Many people do not think twice before they share something on social media. Then, when they wake up in the morning, they may realize that they should not have shared that information. Unfortunately, the internet is forever, and the information your employees share on social media could reflect themselves and the company. With a social media policy in place, you can protect the reputation of your business and your employees.

2. Ensures the Company Name and Line of Business are Used in a Positive Way

Even though social media has its dangers, it can also be beneficial. With a strong social media policy, you can ensure employees share information on social media that is positively related to the company. For example, you might want your employees to share information related to products, services, deals, and company updates across the company’s social media accounts. A social media policy allows you to control what is shared and how it is shared on the internet.

3. Spells Out Who is Allowed to Post on Behalf of the Company

A social media policy also specifies who is allowed to speak on behalf of the company. In many situations, people may share something on social media and not realize that it could be construed as an official company position. With a social media policy, you force your employees to think before they post, and it makes sure the company’s position is consistent.

4. Removes Any Confusion About Potential Legal Issues

Some people don’t realize that they could be putting themselves in legal jeopardy if they share something on social media, particularly if they share something protected by a trademark or copyright. A social media policy can remove any confusion related to potential legal issues, clarifying what your employees are and are not allowed to share.

5. Educates and Trains Employees on Proper Social Media Usage

Finally, your social media policy can also be implemented into a larger training program, letting your employees know how to use social media properly. Even though there are plenty of social media platforms, posts, and profile options, your employees must know how to use social media properly. A social media policy can be a strong foundation for a training program that can help you guide your employees on using social media properly.

How to Write

When crafting your Social Media Policy, use a numbered system that makes the policy easy to follow and easy to refer to during employee training or when they need to refer to its various sections.

Step 1 – Purpose

This section of our template lays out when employees must follow the policy. This includes managing company accounts and their personal use that affects employees or the company.

Step 2 – Guidelines for Using Social Media on Behalf of the Company

These guidelines identify who runs your company’s social media account. It includes several specific rules about activities such as using proper branding, keeping personal and company social media accounts separate, and only posting verifiable information.

Step 3 – Guidelines for Personal Social Media Accounts

This section aims to protect your company from harm if people post about it on social media. It covers items such as proprietary information, negative sentiments about the company, and the company’s right to take disciplinary action.

Step 4 – Ownership of Social Media Contacts

This step makes it clear that your company owns all contacts and their information acquired from social media accounts created on behalf of the company.

Step 5 – Respect and Privacy Rights

Employees are directed to follow the employee handbook in Step 5. It also specifies that employees must follow the social media platforms’ rules and be respectful when posting about the company or anyone related to it, such as clients or other employees.

This section also makes employees aware that they must follow state and federal laws about subjects such as pornography, discrimination, and creating a hostile work environment.

Step 6 – Transparency and Disclosures

Employees are notified in Step 6 about passing on others’ work as their own, honesty, and providing proper credit in the event of being paid or receiving free products or services for posting on social media.

Step 7 – Comment Moderation

This step notifies employees that they are responsible for keeping track of comments on their posts, including deleting forbidden ones, such as sexual or political comments.

Step 8 – Record Keeping

The record-keeping step of your policy directs employees to maintain web records regarding social media platforms in print or electronic format.

Step 9 – Additional Policy

The Additional Policy section of the template is open-ended, allowing you to add any specific information about your company or its services.

Sample

Download our free Social Media Policy template in PDF or Word format below:

How to Implement

To implement a social media policy for employees, you should:

1. Download our social media policy template or use our step-by-step builder.
2. Next, get input from multiple departments. You need your marketing and legal team to sign off on the policy, but you should talk to each department’s directors to ensure nothing is overlooked.
3. You must make sure your social media policy is readily accessible to your employees. You may want to include it in your employee handbook, but ensure you share it on the employee dashboard or web portal.
4. Make sure your employees know that you have a social media policy. Announce it to the team, and make sure they know that the rules of the social media policy bind them.
5. From time to time, you should review your social media policy. New social media sites are constantly popping up, and some are more popular than others. Depending on the capabilities of various social media platforms, you may need to change your social media policy. If you make changes, be sure to share them with your employees.
6. Specify who your employees can reach out to if they have questions. That way, they understand what they can and cannot post.

Examples

There are hundreds of millions of people who use social media on a daily basis. There are plenty of companies that have an entire social media marketing team. At the same time, social media can be harmful if it is not used properly. That is why it is helpful to have a company social media policy for employees.

An employee social media policy comes in many shapes and forms. That is why it may be helpful to take a look at social media policy examples. A few you may want to consider include:

Nordstrom

The first example is from Nordstrom:

“You could be legally responsible for the content you share, so respect copyrights, trademarks, and brands.”

This example of social media policy is short, sweet, and to the point. You do not want your social media policy to be too long because your employees may not read it. The goal of the social media policy is to get your employees to think about what they share on personal accounts and company accounts. Even though they might be sharing it on their own account, they could be legally responsible for the information they share.

Intel

This next corporate social media policy example is from Intel:

Intel breaks its social media policy into three sections:

1. Be Upfront
2. Focus on the Good
3. Use Your Best Judgement

This is a really positive approach to something quite serious. Rather than focus on the negatives and tell employees what they shouldn’t do, it promotes employee trust.

This is a great example of supporting your employees and supporting transparency, honesty, authenticity, and accuracy. Remember, your policy needs to advocate proper use of social media on both personal and corporate accounts and this is a unique approach to doing just that.

Dell

Here is another social media policy that comes from Dell:

“All team members are encouraged to speak about the company and share news and information, but only authorized and trained spokespeople may speak on behalf of Dell Technologies and issue official company responses.”

This is another short policy that clearly specifies what people can and cannot do. Even though employees are free to use their social media accounts, they cannot share official Dell company positions. With a clear policy in place, the company protects itself while providing helpful information that its employees can use when deciding what they should or should not share.

Clearly, there are a lot of options if you need to craft a corporate social media policy. Some of the key takeaways from the points above include:

• The policy should not be too long. Otherwise, employees may not read it in its entirety.
• The language has to be straightforward. The policy should be clear, letting employees know what the policy is and why it is important.
• The policy should specify what employees can and cannot do on social media.

Frequently Asked Questions