Ban Social Media in the Workplace?

Should Social Media sites be banned in the workplace? Personally, I don’t think so, though there are a number of precautions one should take in crafting and implementing a social media policy for the workplace.

A recent survey asked chief information officers to answer the question, “As social networking has become more of a business tool, how have you had to re-evaluate your IT polices surrounding its use by employees in your company?”

The survey found that 38 percent have tightened social networking polices. Twenty-three percent of employers are stricter with respect to personal use of social networking sites and 15 percent are stricter for business use. This number more than doubles the 17 percent who said they have relaxed polices. “Tweet this, but Not That: Many CIOs Establish Stricter Social Networking Policies, Survey Shows,” www.prnewswire.com (Apr. 13, 2010).

In the new era of communications via social networking sites, employers face a balancing act between obvious benefits and inherent risks associated with using the sites. As more organizations are using social networking to express ideas and promote products, social networking is becoming more “business mainstream.” The marketing value of social networking is tremendous especially for sales and marketing personnel staying in touch with their clients and picking up ideas for new products and services. Social networking groups are important for professionals to exchange ideas or to seek help with a particular problem…like a software glitch.

From a recruiting standpoint, social networking sites provide free job networking and provide insight into candidates, very important when determining whether an applicant is a good fit. Moreover, for new generations entering the job market, social networking is part of their fabric, like the cell phone for older generations, and many are reluctant to leave it at the door when they come to work. Employers that bar the use of social networking may unwittingly bar very talented young people from applying for or accepting employment.

On the flip side of these benefits, social networking sites bring risks of viruses and malware attacks on workplace networks. Hackers, thieves and cyberstalkers may pose additional threats for employers. The most obvious problem is that the sites can hurt productivity as employees cross the line between purely social and job-related networking. No matter where you are on this side of the debate, one fact remains: social networking sites are here to stay and will expand.

To receive the benefits of social networking without the cons, employers should use a scalpel rather than a cleaver when developing their social networking policies. Employers should implement computer usage policies, including the use of social networking sites, to address their organization’s specific needs. They should distinguish between employees that need to use social networking sites for their job (marketing, sales, IT) and determine how it should be used based on the value it brings to the organization (sales networking, software help boards e.g.). Then employers should carve out exceptions for appropriate social networking and other computer usage.

At the same time, employers should delineate specific rules that prohibit certain social networking use. For example, use of employer computers and networks to link to social networking sites for the purpose of looking for another job is an obvious exclusion. Employers should also strictly prohibit the downloading of attachments from social networking sites, the main carrier of computer malware and viruses, and delineate between personal and business use of social networking sites. “Business use” is often defined as any action that has the intent or purpose to further a business purpose or obtain a business goal.

Here are a few points to keep in mind when drafting a basic computer usage policy for your organization.

• Develop a computer usage policy that prohibits participation in pornographic activities, email theft, cyberstalking and all other illegal behavior.
• Prohibit the uploading of any attachment even from known persons until IT clears that attachment.
• Make certain that the policy eliminates any expectation of privacy by your employees.
• Train all supervisors to enforce the policy.
• Follow your policy and procedures and thoroughly investigate any complaints or reports of improper use.
• Periodically conduct random reviews of how employees are adhering to the policy.
• Consistently enforce your computer usage policy and report any knowledge of participation in illegal behavior to the appropriate authorities.

This informational piece is part of “The Loss Prevention Journal” published on May 3, 2010 and provided by Travelers Insurance Company.