How to Prevent Social Media Abuse at Work
The rise in popularity of social media websites such as Facebook, Twitter, LinkedIn and Google+ has had a significant impact on employers. Many employees would rather spend their entire working day on these websites than completing work duties. Many employees waste an extraordinary amount of time on Facebook, YouTube and similar websites.
Employees will always find a way of wasting time, so the increase in use of social media at work is unsurprising. However, employers who ban employees from accessing the websites – such as by using a web content filter – may find that they are actually shooting themselves in the foot. Allowing employees to spend a little time on social media websites can actually be beneficial for a company, resulting in employees being happier at work. Happy staff are actually more productive.
If an organization does not implement a total ban on employees accessing social media and social networking websites, it is essential that staff usage of the sites is monitored. Most employees will use the websites responsibly, but there will always some cases of social media abuse at work. The aim must be to keep that to a minimal level.
Installing a Web Filter to Block Social Media Abuse at Work
The installation of a web filter and Internet monitoring software lets employers block access to certain websites and monitor usage of others. Web filters can be configured to block a specific website for an entire organization, for groups, or for specific individuals. If an individual is excessively using social media at work, it may be appropriate to block them from accessing the sites from their work computer. Access to the websites can be made a privilege, which can be taken away if an individual is found to be abusing the good nature of their employer.
Some employers prefer to ban all employees from using the websites, but there is a problem with this. This tells the staff that you do not trust them to be able to achieve a good balance. Also blocking social media usage at work can have a significant negative impact on staff morale. The more restrictions are put in place at work, the less happy staff members are likely to be, and unhappy staff means low productivity.
The banning of social media site access at work isn’t always about stopping staff members from wasting time online instead of working. Use of the websites carries a data security risk. Phishers, scammers and spammers use Facebook and other social networking websites. If employees use the sites at work, view posts, click links or even download files from the sites, they could inadvertently install malware on their computers. If malware or viruses are installed, hackers and other cybercriminals could easily gain access to a corporate network and steal confidential data or gain access to corporate bank accounts.
It is therefore essential that actions are taken by employers to prevent social media abuse in the workplace, to prevent a fall in productivity and to ensure that risks are not taken by staff members that could potentially result in networks being compromised.
Tips to Prevent Social Media Abuse at Work
Purdy Fitzgerald Solicitors have recently issued some advice to organizations that are concerned about the use of social media websites by employees. Two of the most important elements have been detailed below:
1. Monitor Employees’ Use of the Internet and Email in the Workplace
If employees are allowed access to the Internet at work, then the websites they visit must be monitored. The same applies to email. It is now standard practice to monitor Internet use at work to ensure that risky or dangerous sites are not visited. Websites containing offensive material must not be viewed and email must be monitored to make sure it is not being abused. To avoid social media abuse at work, site usage should be monitored, although care must be taken, especially if personal information is being entered into these websites. Data protection laws may apply.
The Article 29 Working Party, an advisory group comprising members of data protection authorities in the European Union, has produced a document which can help employers not fall foul of the law. Even though employees choose to use their work computer to access social media websites and send email, they have privacy rights. They have a legitimate expectation that employers will not violate those rights. That said, employers must take steps to prevent abuse, and they are allowed to do so by law. They are permitted to monitor the activities of employees to ensure their businesses are being run efficiently.
It is important that the right balance is achieved between monitoring computer usage to ensure employees do not abuse Internet access, but not to monitor to the point that employees’ privacy is violated.
2. Develop Internet and Email Usage Policies to Prevent Social Media Abuse at Work
If access to the Internet is provided to staff members, they must be informed of company policies covering the use of the Internet; the websites that cannot be visited, what information can be entered on websites; the type of material that can and cannot be downloaded, and the acceptable use of social media and other web 2.0 sites. These policies must be concise and easy to read, but should also be comprehensive.
Polices should cover chat rooms, blogging, social media websites, and the permitted and prohibited use of the Internet and email. Polices should also detail the types of devices that can be used to access email and the Internet.
There have been a number of cases of employees having had their contracts terminated due to Internet and email abuse at work. However, some of those employees have taken their cases to Employment tribunals. Employers who terminate work contracts for Internet and email abuse are likely to have those decisions overturned if they have not issued staff members with policies covering allowable and prohibited uses of the Internet. In some cases, employers have been found to have unfairly dismissed staff members and have had to pay damages simply because company policies on usage have not been explained.
What Should be Included in Social Media Policies?
Each company’s Internet, email and social media usage policies will be unique. When writing usage policies, each company must carefully assess the advantages and disadvantages of allowing employees to access social media websites, surf the net for personal reasons, and use email accounts to send personal email. The aim should be to restrict usage, but to make policies workable. It is important that all members of staff are provided with the policies and that they are put on display in a highly visible location.
Social media usage must be stated in the policies,and they should stipulate whether accessing websites such as Facebook is prohibited or permitted in moderation. Policies should detail which departments are permitted to use the sites and the allowable uses and general conduct of employees while on these websites should also be stated.
For instance, a policy may be put in place that prohibits employees from posting disparaging remarks about their employer on social media websites, or that employees are not permitted to upload material or download files from social media websites while at work.
Since everyone may have a different understanding of “social media” it is advisable to specify this in the usage polices. Employees may not think they are using the sites inappropriately, whereas managers may consider usage levels to equate to social media abuse at work.
It is also essential that usage policies advise employees of the consequences of breaching company rules. Employees conduct online should be treated in the same manner as general conduct in the workplace, and the disciplinary policies must similarly be stated. For instance, employees found to have viewed, downloaded, or even uploaded pornographic material while at work will face instant dismissal and termination of their work contract. Get your policies right and it will help you to prevent social media abuse at work. Fail to issue policies and you will be asking for trouble.