{"id":202181,"date":"2021-02-09T16:35:22","date_gmt":"2021-02-09T03:35:22","guid":{"rendered":"https:\/\/legalvision.co.nz\/?p=202181"},"modified":"2021-02-18T13:30:19","modified_gmt":"2021-02-18T00:30:19","slug":"social-media-policy","status":"publish","type":"post","link":"https:\/\/legalvision.co.nz\/employment\/social-media-policy\/","title":{"rendered":"Does My New Zealand Business Need A Social Media Policy?"},"content":{"rendered":"<p><span style=\"font-weight: 400\">As social media has grown, it has changed how businesses advertise and engage with customers. It can be an excellent tool for marketing and getting your brand into the world. But, this tool has its downsides. Time spent on social media sites during work hours can mean less work. Employees may also make comments about your business on social media that could bring issues later. You can mitigate these issues by having a social media policy at your business to provide some guidelines for your employees. This article will explain:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">what a social media policy is; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">why you may need one and suggest some issues to cover in your policy.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400\">What Is a Social Media Policy?<\/span><\/h2>\n<p><span style=\"font-weight: 400\">A social media policy\u2019s purpose is to provide some guidelines for your staff regarding their social media usage, concerning:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">how they use social media at work;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">what they say about your business on social media; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">your business\u2019s reputation on social media.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">It is crucial to balance respecting your employees\u2019 rights to freedom of speech and protecting your business on social media. You do not want to intrude overtly into their personal lives, but you also want to avoid damaging your business\u2019s reputation online.<\/span><\/p>\n<div class=\"box box--info box--icon\">\n<p><span style=\"font-weight: 400\">Tip: Before making your social media policy official and mandatory for staff, get their feedback on your initial draft. This means that they know you are listening to their opinions, and you can develop a fair policy for everyone.<\/span><\/p>\n<\/div>\n<h2><span style=\"font-weight: 400\">Does My Business Need a Social Media Policy?<\/span><\/h2>\n<p><span style=\"font-weight: 400\">If your business is small with only you and a couple of staff, you may not need something as formal as a social media policy. But as your business grows and you hire more employees, it can be helpful to set some ground rules for social media in your workplace. If not, you can run into problems such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">loss of productivity during work hours;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">damage to your business\u2019 reputation through defamatory statements employees may make online;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">cyber-bullying in the workplace;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">information and confidentiality breaches; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">legal liability regarding what your employees say using your social media accounts, such as giving customers incorrect advice.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">You can avoid these problems by letting your employees know what is and is not appropriate behaviour on social media in relation to your 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Some businesses outright ban social media. Others allow personal use of social media, as long as it is reasonable. Smartphones make it difficult for a complete social media ban, so be aware of this.<\/span><\/p>\n<p><span style=\"font-weight: 400\">In essence, your social media policy should include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">a statement about its purpose, outlining the potential risks and what you want to prevent;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">a definition of social media in context. You want to make sure this definition is broad enough to cover the variety of platforms the internet provides;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">what a breach of the policy looks like;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">how employees can report a breach; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">the consequences of that breach.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">You should cover substantive issues and tailor them to your business\u2019 context as appropriate. Some potential topics are set out below.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Establishing Rules<\/span><\/h3>\n<p><span style=\"font-weight: 400\">You should make it clear to employees what is inappropriate behaviour online, and what your business will not allow. If employees make disparaging comments about your business online, outline the consequences.<\/span><\/p>\n<div class=\"box box--info box--icon\">\n<p><span style=\"font-weight: 400\">You also need to let your employees know what you will be monitoring, and how you do so.<\/span><\/p>\n<\/div>\n<h3><span style=\"font-weight: 400\">Handling Business Social Media Accounts<\/span><\/h3>\n<p><span style=\"font-weight: 400\">When employees post on behalf of your business, be clear about what content is appropriate. Posting pictures of the Christmas work party may be okay, but commenting on political events on Twitter might not.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Social Media in the Workplace<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Make sure you:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">establish how employees should use social media and their personal devices while at work; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">define what personal use is reasonable if you allow it, and what is not.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400\">Interacting With Customers On Social Media<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Provide clear guidelines for <\/span><a href=\"https:\/\/legalvision.co.nz\/e-commerce\/how-to-handle-online-business-negative-reviews\"><span style=\"font-weight: 400\">responding to customers<\/span><\/a><span style=\"font-weight: 400\"> on social media, particularly if your staff need to respond to customer complaints.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Bullying and Harassment<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Make clear that you will not tolerate any cyber-bullying of other employees, and detail the consequences of such harassment.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Sharing Business Information<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Stress the importance of protecting confidential business information and being careful about what your employees share online.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Privacy<\/span><\/h3>\n<p><span style=\"font-weight: 400\">You should:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">detail how you <\/span><a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/privacy-act-and-information-privacy-principles\"><span style=\"font-weight: 400\">protect the privacy<\/span><\/a><span style=\"font-weight: 400\"> of the business and its customers, and what your employees&#8217; privacy obligations are; and<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">stress the need for gaining the permission of anyone in photos or videos that employees post on the business\u2019 social media accounts.<\/span><\/li>\n<\/ul>\n<div class=\"box box--info box--icon\">\n<p><span style=\"font-weight: 400\">For example, if your staff interview people on the street for promotional purposes, make sure that they have consented to you posting their image on social media.<\/span><\/p>\n<\/div>\n<h2><span style=\"font-weight: 400\">Key Takeaways<\/span><\/h2>\n<p><span style=\"font-weight: 400\">The prevalence of social media means that your business will engage with it somehow, and that includes your employees. If you have guidelines in place about what is appropriate conduct on social media and what is not, you can avoid some of the setbacks that social media may cause for your business. If you would like more information or guidance for your business\u2019 social media policy, contact <\/span><a href=\"https:\/\/legalvision.co.nz\/online-business-ecommerce-lawyers-lp\"><span style=\"font-weight: 400\">LegalVision\u2019s New Zealand online business lawyers<\/span><\/a><span style=\"font-weight: 400\"> on 0800 005 570 or fill out the form on this page.<\/span><\/p>\n<h2>FAQs<\/h2>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1612840671333\"><h3 class=\"schema-faq-question\">What is a social media policy?<\/h3> <p class=\"schema-faq-answer\">A social media policy outlines how your business treats social media, including how employees can use it in the workplace, as well as how you engage with customers using the business\u2019s social media accounts.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1612840679846\"><h3 class=\"schema-faq-question\">What should be in a social media policy?<\/h3> <p class=\"schema-faq-answer\">You can cover a variety of topics in your social media policy, as it suits your business context. Issues can range from outlining consequences for coworker cyberbullying and harassment to what employees can say when they talk to customers on social media.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1612840689322\"><h3 class=\"schema-faq-question\">Why is a social media policy important?<\/h3> <p class=\"schema-faq-answer\">A social media policy is important because it provides guidelines for your staff about what is appropriate usage of social media in the workplace. It can also be a guide for customer engagement and marketing on social media.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1612840699130\"><h3 class=\"schema-faq-question\">Should my business interact with customers on social media?<\/h3> <p class=\"schema-faq-answer\">Interacting and engaging with customers can be a good way to build your business\u2019s reputation, and market for your brand. But, make sure that you are polite and courteous, and do not engage in discussions or comments that could harm your business\u2019s image.<\/p> <\/div> <\/div>\n","protected":false},"excerpt":{"rendered":"<p>As social media has grown, it has changed how businesses advertise and engage with customers. It can be an excellent tool for marketing and getting your brand into the world. But, this tool has its downsides. Time spent on social media sites during work hours can mean less work. Employees may also make comments about<a href=\"https:\/\/legalvision.co.nz\/employment\/social-media-policy\/\">Continue reading <span class=\"sr-only\">&#8220;Does My New Zealand Business Need A Social Media Policy?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13236,"featured_media":201800,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"224120,206405,220027,1895,206761,216787","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[5],"tags":[25,493,494,495,496],"class_list":["post-202181","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-employment","tag-small-business","tag-social-media","tag-policy","tag-employee-policy","tag-social-media-policy"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Does My NZ Business Need A Social Media Policy? | LegalVision<\/title>\n<meta name=\"description\" content=\"Do you run a business in New Zealand? 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Issues can range from outlining consequences for coworker cyberbullying and harassment to what employees can say when they talk to customers on social media.","inLanguage":"en-NZ"},"inLanguage":"en-NZ"},{"@type":"Question","@id":"https:\/\/legalvision.co.nz\/employment\/social-media-policy\/#faq-question-1612840689322","name":"Why is a social media policy important?","acceptedAnswer":{"@type":"Answer","text":"A social media policy is important because it provides guidelines for your staff about what is appropriate usage of social media in the workplace. 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