social media policies & guidelines
DESCRIPTION
Social Media Policies and Guidelines webinar, with case study presented by Rabbi Amy Bolton of Jewish Family Service of Bergen and North Hudson, NJ.TRANSCRIPT
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SOCIAL MEDIA POLICIES & GUIDELINES
Presented by Lisa Colton and Rabbi Amy Bolton, JFS Bergen & North Hudson Counties
Oct 28, 2010
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What & Why?
• Protect and guide employees – your online representatives. (Like being at an event or answering the phone.)
• Have something to point to when issues arise.
• Provide comfort to skeptics - some sense of control.
Flickr user: mscaprikell
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What & Why?
Flickr user: Matthew Piper
Flickr user: EUSKALANATO
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=Barriers to contributing online are low. Help people be mindful. Teach.
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Who It Covers
• Employees (personal and professional uses)
• Volunteers/Board Members
• Public who participates in your spaces
Flickr User: Janey Kay
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Employees
• Today it’s about a work/life BLEND not a work/life balance. This can work in your favor!
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Employees
• Professional Use:
• Personal Use:
-How to use, tone, info-How/when to respond, engage (or not)-What’s off limits-What’s the intention-When to ask for help
-How to avoid conflicts-How to clarify roles, disclosures-How to navigate fuzzy boundaries-How to support your org/mission
-Reference other policies where applicable
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Public / Community Members
• The Living Room Policy (Shel Israel):
If you came into my home and were rude to another guest, I would ask you to stop. If you continued to be rude, I would ask you to leave. From this point forward, this is what I will do. If I feel you are being abusive, hogging the conversation or otherwise discouraging the open exchange of legitimate points of view. I will ask you to be more polite. If you ignore the request, I will ban you from further Comments. I call the the Living Room rule and I will enforce it subjectively.
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Public / Community Members
• Set an intention for the online space, and model it.
• “Reserve your right…” to delete postings, etc.
• Provide appropriate channels for private discussions for problems, and invite them.
• Engage in discussion. Not all negative things are bad.
Flickr User: Jonesrocio
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Creating a Policy
Step 1. Establish the policy: Determine the policy and what you want to accomplish. Buy in is important! Step 2. Educate: Important to train and/or make employees aware of the implications. Create ongoing opportunities for discussion and education.
Step 3. Enforce: Less about the top down control, but the fact that you need to consistently use the policy – it shouldn’t sit in a drawer. Ongoing education, and educating new employees/volunteers is important too.
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Red Cross Policy
• Handbook and guidelines as well as a policy• http://sites.google.com/site/wharman/social-media-strategy-handbo
ok
Use DisclaimersBe AccurateBe TransparentBe ConsiderateRespect Copyright LawsBe GenerousUphold the Fundamental Principles
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Bread For the World Principles:As an organization,…we will establish a Bread presence wherever target audiences or constituencies already congregate online. …we will be flexible as we encourage experimentation and testing of new social media tools …we will encour age Bread staff and supporters to use social media and Web 2.0 tools. …we will provide train ing and resources to Bread staff and as appropriate, for key Bread activists. …and whenever possible, we will be supportive of social media sites initiated by Bread’s grass roots. ...we will endeavor to ensure consistency of messages and actions across all media platforms. …we will adhere to Bread’s policies, including those covering privacy and confidential information...we will identify ourselves clearly in what we write and what we post. …we will respect copyright rules.
As individuals,…we will not use our identity as Bread employees, including our Bread email accounts, in association with personal sites that are outside the scope of Bread’s mission.…we will be responsible for what we write and what we post.…we will ensure that our blogging and social networking activities will not interfere with our work commitments.
More here: http://www.socialmedia.biz/social-media-policies/bread-for-the-worlds-social-media-policy/
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Examples of Other Policies
100+ sample policies from for- and non-profits:http://socialmediagovernance.com/policies.php
Beth Kanter’s blog: http://beth.typepad.com/beths_blog/policy/See many links within her posts on this topic for examples.
10 Must Haves for your Social Media Policy, from Mashable:http://mashable.com/2009/06/02/social-media-policy-musts/
standing together. moving forward.
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JEWISH FAMILY SERVICE of Bergen & North Hudson
Social Media Policies and Guidelines
Helping Hands from the Heart of the Community
By Rabbi Amy Bolton
October 2010
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What is a Policy?
“Prudence or wisdom in the management of affairs”
“management or procedure”-http://www.merriam-webster.com/dictionary/policy
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Developing a Policy
Know your Organization’s process!• Committee approval• Senior Staff approval• Legal Issues• Trustee approval• Streamline with existing policies
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General Tips
• Mission-based• Positive language • Short and Sweet!
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JFS Policy Outline
• Guiding Principles• Responsibilities of Staff, Volunteers and Trustees• Confidentiality and Copyright/Legal Issues• Personal and Professional Boundaries
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JFS Policy Outline
• Guiding Principles• Privacy • Personal and Professional Boundaries• Establishing Social Media Presence• Posting Guidelines
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Mission Statement
Based uponJewish tradition and values…
The mission of Jewish Family Service is to strengthen and preserve the well-being
of individuals and families; to help them effectively meet the challenges
and changes through life by providing quality human services and
professional counseling to all who call upon its services.
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Introduction
“Social media shall be utilized in a way that furthers the mission of Jewish Family Service, Inc. (JFS) to strengthen and preserve the well-being of individuals and families…
“JFS Staff, Trustees and volunteers are ambassadors for the agency, and are viewed as such by the public. Therefore, the guidelines and policies outlined below must dictate the use of social media when engaging in online activities both in and out of work.”
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Guiding Principles
“Social media shall be utilized in a way that furthers the mission of Jewish Family Service, Inc. (JFS)”
• Preserve privacy and dignity of clients and community members
• Education• Community Engagement
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Jewish Values
Hachnasat Orchim – Welcoming Guests• “Engage more people with JFS to better serve those in
need and provide opportunities for others to serve.”
Klal Yisrael – Unity in the Community• “Promote community dialogue and education to enhance
partnerships”
Lashon Hara – Gossip & Negative Speech “Social media shall not be used in a way that promotes
gossip or the discussion of individuals over issues. Privacy and confidentiality must be preserved in all social media interactions.”
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Privacy
“Maintaining the dignity and confidentiality of clients is essential.”
• Do not discuss specific clients or cases • Get written permission to use photographs or video• Direct private conversations offline
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Personal and Professional Boundaries
“JFS Staff, Trustees and volunteers are ambassadors for the agency, and are viewed as such by the public.”
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Personal and Professional Boundaries
• Official posts must be designated as such• Clearly indicate whether posting as a representative
of JFS• Personal online posts, publication of photos and
videos, etc, including communications on issues unrelated to JFS, should be consistent with JFS’ mission
See New York Times Magazine article, 7/25/10 http://www.nytimes.com/2010/07/25/magazine/25privacy-t2.html?pagewanted=all
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Personal and Professional Boundaries
“As JFS ambassadors, staff, trustees and volunteers shall exercise sound judgment in their personal social media usage.”
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Establishing Social Media Presence
Only Executive Director approves
new social media usage
“Establishing a JFS presence on a public social network (Twitter, Facebook, YouTube, Linked In, etc.) must be authorized beforehand by the Executive Director.”
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Posting Guidelines
“Posts on established sites shall be updated regularly according to the conventions of each site, only by staff, volunteers and trustees designated by the Executive Director.”
• Create Dialogue• No Anonymous posts or responses • Personal comments must be clearly designated • Only speak for agency if explicitly told to • Bring inappropriate posts or comments to
Management’s attention
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Liability & Insurance
Know your organization and potential legal pitfalls.
• Have Lawyer/Insurance Agent review policy• Errors and Omissions• Professional Liability (D & O)• Employment Practices Liability• Disclaimer
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Disclaimer
• On “Info” tab of JFS Facebook page
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Positive Outcomes
• Policy as teaching tool • Review overall communication policies• Keep Insurance up to date• Solidify goals of social media