Walk through any business or government agency and there is one thing you are guaranteed to see on at least one person’s computer display. That’s right, Facebook. And while many managers cringe, if not most, the fact of the matter is that this is simply a reality that needs to be addressed. As such, organizations need to develop a policy for social networking use.
Of course, the simplest policy is an outright ban. But in this case, simplicity is not the best policy. Folks will always find a way around a technology (i.e., firewall-based) ban. Whether it’s an aircard, a tethered smartphone or a tablet, innovative solutions will be found.
So rather than spin your wheels with a ban that won’t hold water, develop a policy that allows use of social networking sites within reason. After all, a few minutes on Facebook a day is no more a detriment to productivity than shooting the breeze around the water cooler or a smoke break … and it’s way healthier than a cigarette.
Where does such a policy start? Like any good policy, at the top. Executives need to define the philosophy of the organization when it comes to social networking. We are seeing more and more C-level folks using social networking sites, so that, in and of itself, helps to define philosophy.
But it gets more detailed than just determining if it is OK to take a break and check out a social networking site (or any other websites, for that matter). Should folks identify themselves as employees of the organization? Identifying oneself as an employee could be seen as establishing oneself as a representative of that organization. As such, everything posted can reflect on the organization and its image. Sometimes this is good and sometimes not so much.
My view is that the policy should not prohibit employees from identifying themselves as such, but should also be notified that by doing so, they are establishing themselves as representatives. At that point whatever policy governing employee behavior would be followed.
Generally speaking, social networking policies should mirror standard, organizational policies and procedures that have been established as best practices. This would pertain to such items as confidentiality and references. Most organizations already have policies related to confidentiality, intellectual property, financial information, etc. Such policies should be extended to social networking. Don’t post confidential information on your wall.
References also should be treated as they would in the traditional publication. Don’t post client or vendor partner references without permission.
Just because it’s on what many deem to be an informal medium doesn’t mean that rules should not be followed.
John Agsalud is an IT expert with more than 20 years of information technology experience. Reach him at johnagsalud@yahoo.com.
