I'm Steve Morris, the founder and CEO of NEWMEDIA.COM. I want to explain how we created our social media policy to avoid common issues that even established brands run into, and I'll walk you through the exact measures that have made a proven difference for both our staff and our clients. Let's start with account ownership, since this is the policy point that most teams overlook. Things can get messy quickly when it's unclear who actually owns business-related social media accounts, especially if high-profile employees run these profiles from their own phones or share company content with their personal audiences. We dealt with this problem a long time ago. Every person we hire gets a clear and legally binding document when they start, which lays out who owns the accounts, even if the employee's personal brand helps boost the company profile. Maybe that sounds like a bit much, but here's why it matters. One of our SaaS clients ran into this exact issue. When their top sales manager quit, he tried to take a LinkedIn group with him. This is a group that was bringing in dozens of solid leads every week. This led to legal back-and-forth, which ate up time and resources, but because our client had followed our policy template with precise ownership details, instructions for keeping logs, and a checklist for handing over account access, they had all the proof they needed. That paperwork alone stopped what could have been a financial disaster with customers leaving in droves. We also require something that goes beyond the basics, which is third-party social media liability training. Any manager who oversees social media work has to take liability training led by an outside expert. HR and direct supervisors go through detailed, real-world scenario workshops with official records of their participation, and this becomes evidence that actually counts in legal situations. Courts are starting to hold individual managers responsible, especially for employment practices lawsuits, which Woodruff Sawyer says regularly cost companies hundreds of thousands of dollars. It's essential to keep records of outside, not just internal, training and policy enforcement. Brands and agencies that don't require this are risking not only their reputations but also the finances of their managers. These two key strategies have protected both us and our clients from serious problems, and they're almost never found in generic social media policies.
I'm the CEO of The Energists, a global executive search firm focused on the energy industry. This puts us in a complicated position when it comes to employee social media use. Encouraging team members to post on their personal LinkedIn and other social media accounts can build our authority and broaden our network. However, we need to be mindful of client and candidate privacy, as well as the cultural expectations for the various regions where we operate. Because we need to strike this delicate balance, we do have a detailed social media policy. Some of the less obvious guidelines we include in this policy: - No speculation on energy markets or policy. Even if these mentions are casual or well-intentioned, comments in these areas can be misconstrued as advice or political alignment, either of which could damage our neutrality and the trust of clients. - Don't post client success stories without confirmed consent. Some clients are happy to have successful placements amplified, but others want to keep their hiring strategy and activity confidential, especially in executive searches. Recruiters need to have written approval from both the candidate and the client before sharing anything, even if they anonymize the details. - Engage without arguing. Being active in the online community can be an excellent way to build connections. However, we don't want our employees associated with "flame wars" or other incendiary conversations. If discussion turns hostile, employees are instructed to disengage rather than defend. I can share a moment where these policies saved us from a potential PR nightmare. We once had a relatively new team member who was very excited about a big executive placement. They posted a LinkedIn update to celebrate. No names were mentioned, but the timing and location could have been enough for some people to guess the company. Our internal social monitoring caught it quickly, and we had it taken down within the hour. If that post had stayed up longer, it could have damaged a longstanding relationship with that client or even risked legal consequences, since our work was under an NDA. Instead, the client appreciated how quickly we addressed the issue and the relationship was salvaged. That's ultimately the goal of these policies. We don't want to police how our employees use social media. It's really about protecting the trust we've built with clients and candidates.
One regulation we strictly enforce is our Health Claims Protocol. Even on personal accounts, employees shouldn't never make unfounded assertions about our products without referring to peer-reviewed research or approved language from our medical review board. This was particularly important when one of the team members posted a very personal and passionate piece about our probiotics that unintentionally landed us in non-FDA-compliant territory. This taught us to include a non-negotiable disclaimer, like "Personal opinion, not medical advice," on all employee wellness-related posts. Another key pillar is our Crisis Escalation Triggers: We train employees to spot "tripwire" comments, such as someone misunderstanding our diet plan as a cure for autoimmune diseases, and to quickly escalate those comments to our response team. This saved us during COVID-19, when our competitors caught flak for insinuating that their products could 'boost immunity against viruses'. By having a policy that made it necessary for employees to refrain from speaking in speculative terms while directing questions to science-based resources, we maintained trust when others are now facing regulatory inquiries.
At Huntress, we take professional and personal social media usage very seriously, as it reflects on our standing as a brand — our social media policy reflects this. We have a clear and detailed social media policy that outlines appropriate use to make sure our people understand their responsibilities when sharing work-related information. For example, we have strong guidelines in place regarding the sharing of threat data on our personnel's accounts. The guide outline for our experts in Threat Operations how to anonymize sensitive information, such as user names, domain names, and internal IP addresses, not just in the copy but also when sharing screenshots publicly. A critical element in our policy is the expectation of peer review before sharing sensitive content. We've implemented this step because it matters to us that all content associated with Huntress and its experts is credible, accurate, and anonymized properly. We also have a section advising caution when engaging with external parties who might request information; adversaries have reached out to security researchers in the past, and we want to make sure our people verify the legitimacy of such requests before engaging.
I am James Allsopp, the CEO of the company iNet Ventures. I can affirm that we present a very elaborate social media policy, which is more than the casual brand guidelines. Being a digital marketing firm, our name and the name of our clients are inextricably linked to the behaviors of our staff regarding online interactions (both personal and professional). In our policy, there are expectations concerning respectful behavior, confidentiality, the need to reveal client relationships, and the tone in personal posts that will mention industry topics. There is one not-so-obvious thing that we have put into it, a provision stipulating that the employee should not participate in arguments or any controversial discussion using the real name or job title in case it can lead back to iNet Ventures. We also have to ask team members to add a disability when posting on personal opinions, as mentioned regarding digital marketing, notably on LinkedIn or X (Twitter), to make it clear that expressions are theirs. We once ran into an incident where one junior team member uploaded stalks of the campaign analytics on his/her personal Instagram story, believing that this would not matter because the name of the client had been blurred. Luckily, the strategy was revealed by the very measures, and one of the competitors picked up the hint. Since then, we have become stricter in our policies and have begun to forbid the distribution of any of the campaign data, both blurred and not. On the other hand, when a minor political scandal surrounded one of our clients, our policy came to the rescue. Since our group had been adherent to the policy of not interacting or commenting on any issue involving our clients without authorisation, we did not find ourselves becoming engulfed in the mainstream story, whereas one of the rival firms managing a different brand and receiving its fair share of coverage has been caught in the media blaze because one of its employees tweeted about it. We refresh the policy every six months, keeping it in line with the new platforms and changing norms. It is one of the most critical steps of the onboarding process and the main reason why our clients put their confidence in us.
The implementation of a strong social media policy stands as a crucial factor for cybersecurity success according to my role as CEO of RedSecLabs. Our brand voice consistency matters but a strong social media policy functions as our digital defense system to prevent security incidents. A single inappropriate social media post creates potential security risks but our established policy acts as a preventive measure to stop such incidents from occurring. RedSecLabs maintains specific rules which demonstrate their effectiveness in practice. Our team receives instructions to refrain from distributing work tool screenshots or dashboard images because these actions might reveal confidential information. The company policy includes a prohibition against any form of project-related discussion. The employee's "tough project" social media post created confusion with a client but our established guidelines enabled me to intervene immediately to resolve the situation. The "no oversharing" policy at our organization prevented an employee from posting a server room picture that could have revealed company information. Our policy operates as more than just a collection of rules because it establishes a particular way of thinking. Our training program teaches staff members to identify phishing scams in social media communications while maintaining strict control over who can access company accounts. The policy receives periodic updates to address new security threats while I continuously inform staff members that personal content does not represent the company. That keeps things clear. The fresh advice you might not know is to instruct your team members to develop hacker thinking skills beyond rule implementation. Demonstrate to your team members how basic social media content such as team photos or conference check-ins can create opportunities for cybercriminals to gain entry. The goal of this approach is to maintain safety and alertness rather than to create fear.
We manage dozens of brand profiles (using Hootsuite to coordinate them), and we have a formal social media policy that covers employee use of social media in any context. It's built into our employee handbook and applies whether someone is on or off the clock. The policy clearly outlines what employees can say about our company online and what's off limits. By definition, it covers both personal and professional online activities. It makes sure everyone knows how to behave when posting from a company account. Some of our policy rules might not be obvious to a newcomer. For instance, we remind team members that their duty doesn't stop when they log off: one policy bluntly says "your responsibility doesn't end when you are off the clock," so posts on personal accounts that mention the company are still covered. Another rule requires employees to mark posts about our products as an endorsement - for example, by adding an employee hashtag or "views are my own" note. These rules are real. A few times, our policy has saved us from trouble. For example, once a junior team member almost posted a poorly worded response on a company page; the policy says posts need peer review, so we caught it before it went live. Another time, an employee tweeted a critical comment about our work. Our policy forbids complaining about bosses on social media, so a manager reviewed it, and the employee deleted the post. The policy even spells out that employees who leak internal information or post inappropriate content could face serious consequences, which makes everyone think twice.
All-inclusive social media policies protect privacy of employees and company brands by drawing a strict line between personal speech and corporate branding. This can prevent ambiguity around when personal opinions might be interpreted as representative of the organisation, especially in delicate circumstances. Policy Framework and Hidden Guidelines Our guidelines for social media include sections about grief content that a lot of other groups don't think about. For example, it specifically bars the sharing of customer memorial information, even with consent. It also discourages political debates on community mourning events and calls for professional detachment when faced with family feuds played out in the open. It also outlines issues of time zones and timing of responses, and instructs team members to be thoughtful about when families may encounter posts about loss or memorials. These fine lines are intended to preserve the privacy of the customer and the human well-being of the employee during what can be emotional exchanges. Crisis Prevention Through Clear Boundaries A team member once received a private message from a grieving family member criticizing our services during their emotional processing period, and our policy prevented them from responding defensively in real time. Instead, the established protocol required forwarding sensitive communications to trained specialists who could address concerns appropriately. This simple procedural step prevented what could have escalated into public conflict between an upset family and well meaning but untrained staff member. Social media policies should address industry specific vulnerabilities that generic templates miss, including emotional situations unique to your business sector. Include scenarios and examples relevant to your actual customer interactions, and train employees on appropriate responses to sensitive communications. Ongoing policy review processes keep our guidance current, as social media platforms change, while holding to key principles, including the protection of customer relationships and employee professional development.
Yes we do. At J&Y Law, our marketing team works closely with our attorneys to ensure that their online presence aligns with our core values. We don't dictate content, but preserving brand integrity is absolutely non-negotiable. Instead, what we do is collaborate to build strategies that reflect both the individual's voice and the firm's mission. We also educate our team on privacy settings so they understand the reach and impact of what they share. That way, they can separate what friends and family see from what potential clients might find while researching. Different roles come with different expectations though. We're mindful that hourly employees shouldn't be held to the same standards or asked to post on behalf of the firm. That said, we often highlight good examples of social media use during team meetings to lead by example. Some team members prefer to keep personal and professional identities separate, which we respect. Others are eager to build their brand within the firm, and we give them the tools and support to do it the right way. It's important to be empathetic, because some people are more digitally introverted than others. We haven't had a crisis, but our policy has helped us successfully grow our team's digital presence over the last 15 years. That's something I'm really proud of!
Running FATJOE with a remote team of over 100 people taught me that clear social media guidelines are crucial - we once had team members sharing conflicting SEO advice on Twitter that confused our clients. We now have a dedicated Slack channel where team members must get quick approval for any industry-related posts, plus we maintain a shared document of pre-approved SEO tips and stats they can freely share.
I am the head of marketing at 3DModels. Our project has grown from a small studio employing 2 designers to the largest 3D models provider in the world, with more than 50 people. Our company has some restrictions on using social media platforms for our employees, and I believe that the risks posed by the inappropriate behavior of employees on social media are real. There are not many restrictions, but they are critically important for our company, which sells copyright licenses. All these restrictions are obvious, like restrictions on disclosing internal information about the company and its partners (NDA); restrictions on participation in discussions that could in any way damage the company's reputation; restrictions on duplicating content presented on the platform in your social media accounts, etc. The restrictions may differ from industry to industry, and if you are writing such guidelines for the first time, make sure that you have covered all aspects, even the most obvious ones, and specified the consequences of violating their provisions. It is precisely this policy and our employees' understanding of the consequences of inappropriate behavior on social media that protect us from crisis.
At Or & Zon, we've built a social media guide that's more than just brand looks. It's key, since we work closely with artisans and communities worldwide. Our goal is to protect the dignity of our partners, respect their cultures, and keep our message consistent. What's Special About Our Social Media Guide Here are some important points: 1. Respecting Cultures We celebrate global craftsmanship, so our team is trained to avoid shallow content. Our guide helps our team respectfully talk about artisans, avoid stereotypes, and give proper credit. We also limit the use of cultural items or phrases unless we've checked their meaning with community partners. 2. Personal Branding Limits Our guide allows workers to share their love for our brand on their own social media. But, we set clear rules: don't speak for Or & Zon, don't share sourcing trips, and don't tag artisans without permission. These rules help protect our relationships with communities who trust us. 3. Thinking About Sustainability As a brand focused on sustainability, we ask our workers not to support fast fashion while connected to Or & Zon publicly. It's a small thing, but it keeps our internal actions in line with what we tell the world. When Our Guide Would Have Helped Early on, before we had a set guide, a freelancer shared behind-the-scenes photos of a weaving shop before we had permission. It wasn't illegal, but it created tension with the artisans. We realized unwritten rules can be misunderstood. That's why we created our guide with care. When It Helped Us During the 2023 conflict, we had artisan partners in the area. While we support all our artisans, our team knew not to comment politically on Or & Zon channels or personal accounts tied to the brand. This helped us avoid problems and showed respect during a tough time. I'm Guillaume Drew, founder of Or Zon. I care about the stories behind our products. Our social media guide shows that focused on stories, not just show. If you're interested in our social media guide, let me know.
One thing to keep in mind, when creating or updating your employee social media policy, is that your team isn't just made up of the people who show up to the office each day. It includes contract workers, temps, consultants, and even business associates or mentors. That's why, when updating our social media policy at Tall Trees Talent, I made it a priority to expand its scope. Too often, part-time or freelance contributors are left out of these conversations. They're not included in policy drafts, they're not informed of updates, and more critically, they're not held to the same standards. Their social media presence becomes a blind spot, while these individuals often hold just as much power over your public reputation as your core team. A single careless post from a contractor can cause just as much damage as one from a salaried employee, and is likely harder to track down and remove. Even the most solo entrepreneur is still likely collaborating with others, so no one is off the hook here. Taking the time to develop a policy that includes everyone who represents your business in any way, and making sure they see and agree to it as part of their onboarding or contract, is a simple step that can save you a major headache down the road.
Managing Director at Threadgold Consulting
Answered 2 months ago
Being a global NetSuite provider, I established strict social media guidelines after noticing employees sharing screenshots that occasionally contained sensitive client information in technical discussion groups. Our current policy mandates reviewing all screenshots for confidential data, restricts sharing specifics about client implementations without written approval, and requires employees to complete social media training before representing Threadgold Consulting online.
Yes, our company has a comprehensive social media policy that covers both career and personal use of social media, so that employees themselves are aware of the boundaries and expectations. The first thing to consider is that even when employees are outside of work, they should not post anything on their accounts that may reflect negatively on the company. All content that may seem controversial, discriminatory, or offensive is not permitted, as it could potentially harm the company's reputation. An example of an issue that could have been avoided had there been a more definitive policy concerned an employee who uploaded a political message during a time of intense elections. It had nothing directly to do with our work, but it raised some tension with clients who did not consider the post to be honouring our inclusive values in the work that we do. It would have helped to avoid that situation, as we could have had a clearer line in the policy regarding personal opinions on potential public platforms and how they can affect our image. Since then, we have revised our policy and requested that our employees be considerate of the effects of their posts on the business, both on a professional and personal level. The more apparent policy has helped us prevent similar cases, keeping our brand out of the labyrinth of unnecessary problems.
At Magic Hour, we learned the hard way when an employee's TikTok video showing unreleased AI features went viral before our official launch, forcing us to speed up our product announcement. Now our policy includes specific guidelines about sharing product demos or behind-the-scenes content, requiring team members to run it by our marketing lead first, which helped us maintain control over our recent Dallas Mavericks partnership announcement.