Social Network Policy and enforcing it.....
Discussion
Hi All,
I am currently putting in place a simple set of guidelines for a social network policy for all employees. I am unsure of the legalities around asking employees to sign a document to say that they have received the policy and they have read and understood it. I have had a good hunt on google for the last couple of hours, but cant really find much conclusive information.
We are not looking for a stick to beat people with, just looking to offer a clear directive to employees.
Anyone able to shed some light on this for me please or point me in the right direction for information please.
Thanks, Lee
I am currently putting in place a simple set of guidelines for a social network policy for all employees. I am unsure of the legalities around asking employees to sign a document to say that they have received the policy and they have read and understood it. I have had a good hunt on google for the last couple of hours, but cant really find much conclusive information.
We are not looking for a stick to beat people with, just looking to offer a clear directive to employees.
Anyone able to shed some light on this for me please or point me in the right direction for information please.
Thanks, Lee
Quick statement what it's about, who it applies to, the purpose, who's responsible for implementation, a section on business use and one on personal use along with some general guidelines, consequences of a breach in the policy and how it will be monitored (and the obvious privacy implications).
Our's has a statement making clear the policy is not linked to the employee contract and can be changed at any time without notice.
Our's has a statement making clear the policy is not linked to the employee contract and can be changed at any time without notice.
I am not a lawyer.
Our contract has a simple provision for this along the following lines: The company may provide a computer in order to aid you in your duties. Work computers must not be used for non-work related/personal browsing or email due to the security risks, and therefore the employee waives any right to data ownership or privacy on work equipment.
A PC can be provided in the kitchen/break area for web browsing. Or people can use smart phones.
As far as I am aware you can require employees to sign and follow this instruction because you are allowed to reasonably adjust/define the processes of the business (e.g. how they use work equipment) and they must follow your reasonable requests. I would ask them to sign it within two weeks and to let you know if they have any concerns/objections.
Once acknowledged, breaches can then be the trigger for the various stages of your disciplinary procedure.
If they refuse to sign they you might be able to use that refusal as a trigger for the various stages of your disciplinary procedure - they are refusing to follow reasonable company procedures.
Our contract has a simple provision for this along the following lines: The company may provide a computer in order to aid you in your duties. Work computers must not be used for non-work related/personal browsing or email due to the security risks, and therefore the employee waives any right to data ownership or privacy on work equipment.
A PC can be provided in the kitchen/break area for web browsing. Or people can use smart phones.
As far as I am aware you can require employees to sign and follow this instruction because you are allowed to reasonably adjust/define the processes of the business (e.g. how they use work equipment) and they must follow your reasonable requests. I would ask them to sign it within two weeks and to let you know if they have any concerns/objections.
Once acknowledged, breaches can then be the trigger for the various stages of your disciplinary procedure.
If they refuse to sign they you might be able to use that refusal as a trigger for the various stages of your disciplinary procedure - they are refusing to follow reasonable company procedures.
Thanks a lot for the replies. Yes it is an acceptable use policy and I started from a doc on google and made it relevant.
It does outline the purpose, reasons, what is and isnt acceptable and potential implications. What we were unsure of was where we stood on asking all employees to sign a document saying that the have read, understood and agree to adhere to the terms within that document. There is nothing prohibitive to them having their private lives and communicating etc, it is simply just to protect the business, our staff and customers from potential events occuring in the future. To offer clear lines which must not be crossed. At the moment it is relied on everyones common sense, which just isnt solid enough to be comfortable at to be honest.
Prohibiting use of social networks on company phones, netbooks, ipads and company time, is not within this document, do you think it should be? I am more concerned at keeping any uploaded content, text and imagery is all above board and cant be mis-interpreted as being derogatory to the company.
Thanks again
It does outline the purpose, reasons, what is and isnt acceptable and potential implications. What we were unsure of was where we stood on asking all employees to sign a document saying that the have read, understood and agree to adhere to the terms within that document. There is nothing prohibitive to them having their private lives and communicating etc, it is simply just to protect the business, our staff and customers from potential events occuring in the future. To offer clear lines which must not be crossed. At the moment it is relied on everyones common sense, which just isnt solid enough to be comfortable at to be honest.
Prohibiting use of social networks on company phones, netbooks, ipads and company time, is not within this document, do you think it should be? I am more concerned at keeping any uploaded content, text and imagery is all above board and cant be mis-interpreted as being derogatory to the company.
Thanks again
leeb said:
Thanks a lot for the replies. Yes it is an acceptable use policy and I started from a doc on google and made it relevant.
It does outline the purpose, reasons, what is and isnt acceptable and potential implications. What we were unsure of was where we stood on asking all employees to sign a document saying that the have read, understood and agree to adhere to the terms within that document. There is nothing prohibitive to them having their private lives and communicating etc, it is simply just to protect the business, our staff and customers from potential events occuring in the future. To offer clear lines which must not be crossed. At the moment it is relied on everyones common sense, which just isnt solid enough to be comfortable at to be honest.
Prohibiting use of social networks on company phones, netbooks, ipads and company time, is not within this document, do you think it should be? I am more concerned at keeping any uploaded content, text and imagery is all above board and cant be mis-interpreted as being derogatory to the company.
Thanks again
It's all very well relying on common sense but you're giving people far too much credit when it comes to work and social media. I've seen some incredibly stupid things put on social media by people who should know better. If it is company time or company IT, then social media usage should be banned unless you decide that they can use it to access social media during a set defined time. It's a balancing act-you could lock down your network as tightly as possible but if they're still able to use a smart phone with a camera, social media apps etc in the workplace, then it's a tricky one and is dependent on how far you want to go.It does outline the purpose, reasons, what is and isnt acceptable and potential implications. What we were unsure of was where we stood on asking all employees to sign a document saying that the have read, understood and agree to adhere to the terms within that document. There is nothing prohibitive to them having their private lives and communicating etc, it is simply just to protect the business, our staff and customers from potential events occuring in the future. To offer clear lines which must not be crossed. At the moment it is relied on everyones common sense, which just isnt solid enough to be comfortable at to be honest.
Prohibiting use of social networks on company phones, netbooks, ipads and company time, is not within this document, do you think it should be? I am more concerned at keeping any uploaded content, text and imagery is all above board and cant be mis-interpreted as being derogatory to the company.
Thanks again
Funny enough the lack of common sense shown is what has brought this all to a head, and made it a priority to get in place asap.
Interesting to hear others experiences of staff reactions. It feels almost like it did when we installed trackers in all the company cars, people go into maximum defence mode and instantly get all funny about it. No matter how open and honest you are about the advantages and reasoning to the business, they still feel as if it is a personal attack or that they are being singled out. When in fact it is company wide, throwing up the whole "why are you telling me for, i've never been on facebook"
Interesting to hear others experiences of staff reactions. It feels almost like it did when we installed trackers in all the company cars, people go into maximum defence mode and instantly get all funny about it. No matter how open and honest you are about the advantages and reasoning to the business, they still feel as if it is a personal attack or that they are being singled out. When in fact it is company wide, throwing up the whole "why are you telling me for, i've never been on facebook"
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