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Setting the Boundaries: Developing
Social Media Policies for Your Organization

                                 March 15, 2012
A special thanks to our Collaborators!
United Way of Winnipeg
Volunteer Manitoba
What is CanadaHelps?
    A public charitable foundation that provides accessible and affordable online technology
    to both donors and charities.


For Charities
    A cost-effective means of raising funds online.


For Donors
    A one-stop-shop for giving.


                          CanadaHelps is a charity helping charities.
                              CanadaHelps is giving made simple.



                MyCharityConnects is a initiative of CanadaHelps.
Who Are You?
What are we
so afraid of?
“Engaging in social media
 requires a shift in the way
 companies view themselves and
 their relationships with
 [stakeholders].”
• Social Fish & Croydon Consulting Social Media, Risk and Policies
  for Associations
Everyone has a megaphone
http://youtu.be/lQJYmIZiqho (Volkswagen)
http://youtu.be/JjnNoLduipU (McDonald’s)
http://youtu.be/a5CDujLXwFA (Komen)
http://youtu.be/jKNlgk3DV9s (Kony)
GETTING STARTED
Don’t
start with
a desire
to
CONTROL
Start with a
                                                        desire to use
•                                                       the tools
    Your starting point should be to maximize the potential of social media for your
    organization.
                                                        effectively
Do you need a social media policy?




Zappos: Be real and use your best
judgment.
Benefits of a social media policy
•   Setting expectations
•   Educating staff and volunteers
•   Protecting your brand
•   Avoiding legal liability
•   Clarifying the reasons you use social media
Before you begin:
Review existing policies
Before you begin:
Develop your social media plan
Before you begin:
Clarify roles & responsibilities
Before you
begin:
Identify the
risks for your
organization
What are the biggest
risks for your
organization?
WHAT A SOCIAL MEDIA
   POLICY IS NOT
A social media policy is not a guarantee
against mistakes
A static
document
that never
gets
reviewed
A staff management tool
WHAT A GOOD SOCIAL
  MEDIA POLICY IS
An opportunity to educate and create
dialogue with staff.
A balance between RULES and
GUIDELINES for success.
A chance to
review your
social media
strategy.
YOUR POLICY
Elements of a Successful Social Media Policy
• Clarity
  – Avoid legalese
  – Use bullet points
• Light, Casual Tone
  – Avoid punitive language
  – Focus on the DOs, not the DON’Ts
• Practical
  – Keep it short and easy to implement
  – Should be intuitive to follow (i.e. people shouldn’t have to find
    the policy before posting, or they won’t use it)
Anatomy of a Social Media Policy
1. What the policy covers
2. How your organization uses
   social media
3. Link social media to your
   values and culture
4. Elements of the policy
5. Consequences & discipline
6. Who to contact with
   questions and concerns
Preamble

• Explain:
  – Who the policy applies to
  – What types of sites and/or social media tools are
    covered
  – When and how updates will be communicated
These are the official guidelines for social
media use on behalf of Social Fish. If you’re
a Social Fish employee, intern or contractor
creating or contributing to any kind of social
media… these guidelines are for you.
- Social Fish social media guidelines
How your
organization
uses social
media
•   Marketing and publicity
•   Fundraising, donor engagement
    and retention
•   Connecting with others around
    your cause
•   Building relationship and online
    community
•   Collaboration and collective action
•   Sharing expertise on our issues
•   Movement building and social
    change
As a company, we encourage communication
among our employees, customers, partners and
others – and [social media tools] can be great ways
to stimulate conversation and discussion.
- Oracle Social Media Participation Policy
Link social media to
your values and culture
The vision of the Coca-Cola Company to achieve
sustainable growth online and offline is guided by
certain shared values that we live by as an
organization and as individuals:
        Leadership, Collaboration, Integrity,
        Accountability, Passion, Diversity, Quality
- The Coca-Cola Company Online Social Media Principles
• Alternately, develop a set of social media
  “guiding principles”
 If you participate in social media, please follow
 these guiding principles:
 - Stick to your area of expertise
 - Post meaningful, respectful comments
 - Always pause before posting
 - Respect proprietary information and content
 - When disagreeing with others’ opinions, keep it
 appropriate and polite
 - Know and follow the Intel Code of Conduct and the Intel
 Privacy Policy
 - Intel Social Media Guidelines
THE HEART
OF YOUR
POLICY
RESPONSIBILITY
• Indicate that people
  are responsible for
  what they post
You are responsible for your actions. Anything you
post that can potentially tarnish the company’s
image will ultimately be your responsibility. We do
encourage you to participate in the online social
media space, but urge you to do so properly,
exercising sound judgment and common sense.
- Coca-Cola’s Online Social Media Principles
The “Anonymous”
    Supporter
TRANSPARENCY
• Be clear about
  who you really
  are
Don’t be a mole. Never pretend to be someone else
and post about DePaul. Tracking tools enable
supposedly anonymous posts to be tracked back to
their authors. There have been several high-profile
and embarrassing cases of company executives
anonymously posting about their own
organizations.
- DePaul University Social Media Guidelines
• Let your
  unique
  personality
  shine through




       PERSONALITY
Identification on Social Media Tools

• How should your employees, volunteers, consultants
  identify themselves on social media tools?


       • CanadaHelps
       • Kirstin Beardsley – with a
         mention about where I work
       • Kirstin@CanadaHelps
Transparency of Origin.
Dell requires that employees and other company
representatives disclose their employment with Dell
(e.g. Richard@Dell) in all communications with
customers, the media or other Dell stakeholders
when speaking on behalf of Dell.
- Dell’s Online Policies
QUESTIONS TO CONSIDER:
• How do we show personality?
• How should employees represent
  their affiliation with our
  organization?
The Not-So-Savvy
    Marketer
COPYRIGHT
• Your policy should
  direct people to
  respect copyrights,
  trademarks and
  other proprietary
  marks
Respect copyrights. You must recognize and respect
others’ intellectual property rights, including
copyrights. While certain limited use of third-party
materials (ex. quotes that you will comment on)
may not always require approval from the copyright
owner, it is still advisable to get the owner’s
permission whenever you use third-party material.
Never use more than a short excerpt from someone
else’s work, and make sure to credit and, if possible,
link to the original source.
- Oracle Social Media Participation Policy
It’s a conversation
  • Coach social
    media users
    to listen as
    much or
    more than
    they
    promote
Us          You




     Them
QUESTIONS TO CONSIDER:
• Who needs to understand
  copyrights?
• How do we balance promotion
  and conversation?
The Eager Newbie
PROPRIETARY INFORMATION
• Your policy should explicitly state that no private,
  confidential or proprietary information can be shared
PERSONAL INFORMATION
• Include a reference to your privacy policy and a
  reminder that it applies to social media
Protection of Confidential and Proprietary
Information. Dell employees and other company
representatives must maintain the confidentiality of
information considered Dell company confidential,
including company data, customer data, partner
and/or supplier data, personal employee data, and
any information not generally available to the
public.
- Dell’s Online Policies
Don’t Tell Secrets. It’s perfectly acceptable to talk
about your work and have a dialogue with the
community, but it’s not okay to publish confidential
information. Confidential information includes
things such as unpublished details about software,
details of current projects, future product ship
dates, financial information, research and trade
secrets.
- Sample Nonprofit social media policy @
www.nonprofitmarketingguide.com
QUESTIONS TO CONSIDER:
• What confidential and proprietary
  information do we need to make
  sure people aren’t posting?
• How do we handle privacy online?
The Passionate
  Defender
RESPECT
• Clearly state expectations around respect:
  – Don’t get into fights
  – Disagree in a calm, logical manner
  – Correct factual errors in a polite way
  – Don’t respond to angry, disrespectful people
  – Don’t escalate a disagreement
Examples



  Avoid personal attacks, online fights, and hostile
  personalities.
  Build a reputation of trust among your
  peers, clients, media and the public.
  - Edelman Online Behavior Policies and Procedures
EXERCISE GOOD JUDGEMENT
• Accuracy of information
• Don’t offer advice
• Think about connections
Be Respectful.
Anything you post in your role as a Vanderbilt
employee reflects on the institution. Be
professional and respectful at all times on social
media sites. Do not engage in arguments or
extensive debates with naysayers on your site.
- Vanderbilt University Social Media Handbook
QUESTIONS TO CONSIDER:
• Which people at your organization
  need to hear about your policy?
The Social
 Media
 Addict
PRODUCTIVITY
• Include a
  statement about
  the need to ensure
  that all of your
  employee’s work is
  getting done
Don’t forget your day job. You should make sure
that your online activities do not interfere with your
job and commitments to customers.
- IBM Social Computing Guidelines
Adding value
• Write about what
  you know
• Don’t spam
• Post when you
  have something
  meaningful to
  share
MEASURE RESULTS


Track the
effectiveness of
your social
media presence
The Activist
PERSONAL USE
  OF SOCIAL
   MEDIA
• Remind employees
  that their personal
  posts could impact
  your organization’s
  reputation
A common practice among individuals who write
about the industry in which they work is to include
a disclaimer on their site, usually on their “About
Me” page… We suggest you include a sentence
similar to: “The views expressed on this [blog, Web
site] are mine alone and do not necessarily reflect
the views of DePaul University.
- DePaul University Personal Site Guidelines
HANDLING MISTAKES



Create specific guidelines about how you want people to
handle their mistakes:
• Respond quickly, apologize, be real
CRISIS COMMUNICATIONS
TERMS OF USE
• Create a separate
  policy or Terms of
  Use document for
  social media sites
  that you run and/or
  moderate
• Terms of Use:
  – Statement of purpose for the community
  – Community rules around respect
  – Moderation and deletion of comments
  – Privacy statement
  – How you will use the posts (i.e. marketing
    material, fundraising etc…)
  – Prohibited posts
•What stands out for you?
•What are the most
 important sections for your
 organization’s policy?
TIPS & REMINDERS
Involve social media users




• Invite the people in your organization who use social
  media to comment on and contribute to your policy
Teach the policy

 • Don’t expect the
   document alone to
   work
Leave room for personality




• Social networks are about personal connections –
  don’t undermine that
Don’t reinvent the wheel
• Review other policies and borrow liberally
• Good policies to look at: IBM, Oracle, Dell, Intel and
  Coca-Cola
Review the Policy Regularly
                              • Things change
                                quickly online!
Let Go!
• You can’t always be
  in control
www.mycharityconnects.org
free online resources
 Information about technology
  and social media
 Webinars
 Past webinar slides
 Learning opportunities
 Events across the country
MyCharityConnects Conference 2012
         JUNE 12 – 13 | Allstream Centre, Toronto




               Collaborate to build a stronger sector.
                Innovate to solve complex problems.
         Celebrate our work and the difference we’re making.


• Join non-profits from across Canada and social
  media experts for the premier social media and
  online fundraising learning opportunity of the year.
• Registration NOW OPEN
    www.mycharityconnects.org/conference
Upcoming Webinars

       www.mycharityconnects.org/webinars

 • March 15 - Charity Fraud Awareness - How to
   Communicate More Effectively With Your
   Donors
 • Wednesday, March 21 - Orientation for
   Charities Newly Registered with CanadaHelps
 • Thursday, March 22 - Orientation pour ton
   organisme inscrit sur CanaDon
 • Wednesday, March 28 - Being Social Inside and
   Out: Fostering a Culture of Sharing and
   Collaboration
for more great resources…
Keep in touch!

                     info@canadahelps.org


                  www.twitter.com/canadahelps


            www.slideshare.net/MyCharityConnects


                 www.facebook.com/canadahelps


                 www.youtube.com/canadahelps
Questions


     THANK YOU!
 owen@canadahelps.org
    @CanadaHelps
www.mycharityconnects.org
A special thanks to our Collaborators!
United Way of Winnipeg
Volunteer Manitoba

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Setting the Boundaries: Developing a Social Media Policy for Your Organization

  • 1. Setting the Boundaries: Developing Social Media Policies for Your Organization March 15, 2012
  • 2. A special thanks to our Collaborators! United Way of Winnipeg Volunteer Manitoba
  • 3. What is CanadaHelps? A public charitable foundation that provides accessible and affordable online technology to both donors and charities. For Charities A cost-effective means of raising funds online. For Donors A one-stop-shop for giving. CanadaHelps is a charity helping charities. CanadaHelps is giving made simple. MyCharityConnects is a initiative of CanadaHelps.
  • 5. What are we so afraid of?
  • 6. “Engaging in social media requires a shift in the way companies view themselves and their relationships with [stakeholders].” • Social Fish & Croydon Consulting Social Media, Risk and Policies for Associations
  • 7.
  • 8.
  • 9.
  • 10. Everyone has a megaphone
  • 17. Start with a desire to use • the tools Your starting point should be to maximize the potential of social media for your organization. effectively
  • 18. Do you need a social media policy? Zappos: Be real and use your best judgment.
  • 19. Benefits of a social media policy • Setting expectations • Educating staff and volunteers • Protecting your brand • Avoiding legal liability • Clarifying the reasons you use social media
  • 20. Before you begin: Review existing policies
  • 21. Before you begin: Develop your social media plan
  • 22. Before you begin: Clarify roles & responsibilities
  • 23. Before you begin: Identify the risks for your organization
  • 24. What are the biggest risks for your organization?
  • 25. WHAT A SOCIAL MEDIA POLICY IS NOT
  • 26. A social media policy is not a guarantee against mistakes
  • 29. WHAT A GOOD SOCIAL MEDIA POLICY IS
  • 30. An opportunity to educate and create dialogue with staff.
  • 31. A balance between RULES and GUIDELINES for success.
  • 32. A chance to review your social media strategy.
  • 34. Elements of a Successful Social Media Policy • Clarity – Avoid legalese – Use bullet points • Light, Casual Tone – Avoid punitive language – Focus on the DOs, not the DON’Ts • Practical – Keep it short and easy to implement – Should be intuitive to follow (i.e. people shouldn’t have to find the policy before posting, or they won’t use it)
  • 35. Anatomy of a Social Media Policy 1. What the policy covers 2. How your organization uses social media 3. Link social media to your values and culture 4. Elements of the policy 5. Consequences & discipline 6. Who to contact with questions and concerns
  • 36. Preamble • Explain: – Who the policy applies to – What types of sites and/or social media tools are covered – When and how updates will be communicated
  • 37. These are the official guidelines for social media use on behalf of Social Fish. If you’re a Social Fish employee, intern or contractor creating or contributing to any kind of social media… these guidelines are for you. - Social Fish social media guidelines
  • 38. How your organization uses social media • Marketing and publicity • Fundraising, donor engagement and retention • Connecting with others around your cause • Building relationship and online community • Collaboration and collective action • Sharing expertise on our issues • Movement building and social change
  • 39. As a company, we encourage communication among our employees, customers, partners and others – and [social media tools] can be great ways to stimulate conversation and discussion. - Oracle Social Media Participation Policy
  • 40. Link social media to your values and culture
  • 41. The vision of the Coca-Cola Company to achieve sustainable growth online and offline is guided by certain shared values that we live by as an organization and as individuals: Leadership, Collaboration, Integrity, Accountability, Passion, Diversity, Quality - The Coca-Cola Company Online Social Media Principles
  • 42. • Alternately, develop a set of social media “guiding principles” If you participate in social media, please follow these guiding principles: - Stick to your area of expertise - Post meaningful, respectful comments - Always pause before posting - Respect proprietary information and content - When disagreeing with others’ opinions, keep it appropriate and polite - Know and follow the Intel Code of Conduct and the Intel Privacy Policy - Intel Social Media Guidelines
  • 44. RESPONSIBILITY • Indicate that people are responsible for what they post
  • 45. You are responsible for your actions. Anything you post that can potentially tarnish the company’s image will ultimately be your responsibility. We do encourage you to participate in the online social media space, but urge you to do so properly, exercising sound judgment and common sense. - Coca-Cola’s Online Social Media Principles
  • 46. The “Anonymous” Supporter
  • 47. TRANSPARENCY • Be clear about who you really are
  • 48. Don’t be a mole. Never pretend to be someone else and post about DePaul. Tracking tools enable supposedly anonymous posts to be tracked back to their authors. There have been several high-profile and embarrassing cases of company executives anonymously posting about their own organizations. - DePaul University Social Media Guidelines
  • 49. • Let your unique personality shine through PERSONALITY
  • 50. Identification on Social Media Tools • How should your employees, volunteers, consultants identify themselves on social media tools? • CanadaHelps • Kirstin Beardsley – with a mention about where I work • Kirstin@CanadaHelps
  • 51. Transparency of Origin. Dell requires that employees and other company representatives disclose their employment with Dell (e.g. Richard@Dell) in all communications with customers, the media or other Dell stakeholders when speaking on behalf of Dell. - Dell’s Online Policies
  • 52. QUESTIONS TO CONSIDER: • How do we show personality? • How should employees represent their affiliation with our organization?
  • 53. The Not-So-Savvy Marketer
  • 54. COPYRIGHT • Your policy should direct people to respect copyrights, trademarks and other proprietary marks
  • 55. Respect copyrights. You must recognize and respect others’ intellectual property rights, including copyrights. While certain limited use of third-party materials (ex. quotes that you will comment on) may not always require approval from the copyright owner, it is still advisable to get the owner’s permission whenever you use third-party material. Never use more than a short excerpt from someone else’s work, and make sure to credit and, if possible, link to the original source. - Oracle Social Media Participation Policy
  • 56. It’s a conversation • Coach social media users to listen as much or more than they promote
  • 57. Us You Them
  • 58. QUESTIONS TO CONSIDER: • Who needs to understand copyrights? • How do we balance promotion and conversation?
  • 60. PROPRIETARY INFORMATION • Your policy should explicitly state that no private, confidential or proprietary information can be shared
  • 61. PERSONAL INFORMATION • Include a reference to your privacy policy and a reminder that it applies to social media
  • 62. Protection of Confidential and Proprietary Information. Dell employees and other company representatives must maintain the confidentiality of information considered Dell company confidential, including company data, customer data, partner and/or supplier data, personal employee data, and any information not generally available to the public. - Dell’s Online Policies
  • 63. Don’t Tell Secrets. It’s perfectly acceptable to talk about your work and have a dialogue with the community, but it’s not okay to publish confidential information. Confidential information includes things such as unpublished details about software, details of current projects, future product ship dates, financial information, research and trade secrets. - Sample Nonprofit social media policy @ www.nonprofitmarketingguide.com
  • 64. QUESTIONS TO CONSIDER: • What confidential and proprietary information do we need to make sure people aren’t posting? • How do we handle privacy online?
  • 65. The Passionate Defender
  • 66. RESPECT • Clearly state expectations around respect: – Don’t get into fights – Disagree in a calm, logical manner – Correct factual errors in a polite way – Don’t respond to angry, disrespectful people – Don’t escalate a disagreement
  • 67. Examples Avoid personal attacks, online fights, and hostile personalities. Build a reputation of trust among your peers, clients, media and the public. - Edelman Online Behavior Policies and Procedures
  • 68. EXERCISE GOOD JUDGEMENT • Accuracy of information • Don’t offer advice • Think about connections
  • 69. Be Respectful. Anything you post in your role as a Vanderbilt employee reflects on the institution. Be professional and respectful at all times on social media sites. Do not engage in arguments or extensive debates with naysayers on your site. - Vanderbilt University Social Media Handbook
  • 70. QUESTIONS TO CONSIDER: • Which people at your organization need to hear about your policy?
  • 72. PRODUCTIVITY • Include a statement about the need to ensure that all of your employee’s work is getting done
  • 73. Don’t forget your day job. You should make sure that your online activities do not interfere with your job and commitments to customers. - IBM Social Computing Guidelines
  • 74. Adding value • Write about what you know • Don’t spam • Post when you have something meaningful to share
  • 75. MEASURE RESULTS Track the effectiveness of your social media presence
  • 77. PERSONAL USE OF SOCIAL MEDIA • Remind employees that their personal posts could impact your organization’s reputation
  • 78. A common practice among individuals who write about the industry in which they work is to include a disclaimer on their site, usually on their “About Me” page… We suggest you include a sentence similar to: “The views expressed on this [blog, Web site] are mine alone and do not necessarily reflect the views of DePaul University. - DePaul University Personal Site Guidelines
  • 79. HANDLING MISTAKES Create specific guidelines about how you want people to handle their mistakes: • Respond quickly, apologize, be real
  • 80.
  • 82.
  • 83.
  • 84. TERMS OF USE • Create a separate policy or Terms of Use document for social media sites that you run and/or moderate
  • 85. • Terms of Use: – Statement of purpose for the community – Community rules around respect – Moderation and deletion of comments – Privacy statement – How you will use the posts (i.e. marketing material, fundraising etc…) – Prohibited posts
  • 86. •What stands out for you? •What are the most important sections for your organization’s policy?
  • 88. Involve social media users • Invite the people in your organization who use social media to comment on and contribute to your policy
  • 89. Teach the policy • Don’t expect the document alone to work
  • 90. Leave room for personality • Social networks are about personal connections – don’t undermine that
  • 91. Don’t reinvent the wheel • Review other policies and borrow liberally • Good policies to look at: IBM, Oracle, Dell, Intel and Coca-Cola
  • 92. Review the Policy Regularly • Things change quickly online!
  • 93. Let Go! • You can’t always be in control
  • 94. www.mycharityconnects.org free online resources  Information about technology and social media  Webinars  Past webinar slides  Learning opportunities  Events across the country
  • 95. MyCharityConnects Conference 2012 JUNE 12 – 13 | Allstream Centre, Toronto Collaborate to build a stronger sector. Innovate to solve complex problems. Celebrate our work and the difference we’re making. • Join non-profits from across Canada and social media experts for the premier social media and online fundraising learning opportunity of the year. • Registration NOW OPEN www.mycharityconnects.org/conference
  • 96. Upcoming Webinars www.mycharityconnects.org/webinars • March 15 - Charity Fraud Awareness - How to Communicate More Effectively With Your Donors • Wednesday, March 21 - Orientation for Charities Newly Registered with CanadaHelps • Thursday, March 22 - Orientation pour ton organisme inscrit sur CanaDon • Wednesday, March 28 - Being Social Inside and Out: Fostering a Culture of Sharing and Collaboration
  • 97. for more great resources…
  • 98. Keep in touch! info@canadahelps.org www.twitter.com/canadahelps www.slideshare.net/MyCharityConnects www.facebook.com/canadahelps www.youtube.com/canadahelps
  • 99. Questions THANK YOU! owen@canadahelps.org @CanadaHelps www.mycharityconnects.org
  • 100. A special thanks to our Collaborators! United Way of Winnipeg Volunteer Manitoba

Editor's Notes

  1. Made session possibleHelped bring the MyCharityConnects program to WinnipegThank United Way of Winnipeg for generously offering space and hosting the workshop
  2. - Good variety of organizations now
  3. CanadaHelps hears over again about needing policiesEven before people have any social media tools in place, we hear again and again that they’re NERVOUS and CONCERNED bout what social media will do for their organizationThey want a set of policies and rules in place before they even know what the tools DO.
  4. Social media changes the way organizations work – Legal concernsThere is something fundamentally different about using social media – it creates a shift
  5. doesn’t help that stories like this make the headlinesTell the story of Dominoes pizza employees: employees doing disgusting things with Dominoes food before serving to customers obviously hurt Dominoes reputationNow that’s scary – it makes sense we want to have a bit of control, put some rules in placeNot that we’re expecting your employees to behave in this way
  6. Everyone with an internet connection can be perceived as an official spokesperson for your organization, or they can speak loudly about their experience with youWith social media everyone has access to the tools and they can say anything they want to say about your organizationLoss of control over your brand/reputation – I know that people will tell you that you’ve already lost control... That’s true. People already have axs to the toolsLegitimate reasons for us to be NERVOUS about social media
  7. Younger people know more about it than older peopleWe’re making it up as we go… aren’t sure of the value  it’s all happening so quickly: QUESTION – HOW MANY PEOPLE HAD A FACEBOOK PRESENCE FOR THEIR CHARITY 4 YEARS AGO? NOW? WE’RE MAKING IT UP AS WE GO?Concerns:Legal risks Loss of controlStaff wasting timeNegative commentsThat’s what we’re going to talk about today: how to put some boundaries around our organization’s use of social media so that we can effectively and efficiently use the tools that are available to us. HOWEVER, we’re also going to talk about understanding that the policy doesn’t protect you against these kinds of situations and doesn’t make you necessarily a better success w/ social media
  8. Things that you want to think about and put in place before you draft your policyIf you already have a policy, that’s fine… I would encourage you to review it in light of the thoughts I’ll present here.
  9. While you might be nervous about social media and the risks you’re undertaking- When drafting a social media policy, don’t start with a desire to suppress communicationsStarting pointdon’t make it about control social media is about open and personal communication and starting your policy with a desire to control will limit your success with the tools, and won’t excite people about following the guidelines you put in placeCreate such narrow confines for people to use the tools that they probably won’t be able to use them effectively
  10. -you want your organization to make the most of social mediaSo this should be your starting point – you want to maximize your organizations potential with social media- your policy will be better if you approach it from this angle, you’ll get more buy in from your employees and volunteers, and you won’t be squashing the potential that social media can offer to your work. build from a position of trust in your employees and volunteers
  11. I should point out that there is a debate about the need for a full set of guidelines for social mediaVery few organizations have a COMMUNICATIONS POLICY GENERALLY (ASK IF THEY DO)Eg. Zappos, hire good people and then trust themIf you’re starting out with your use of social media, you might want to wait a bit before developing a comprehensive set of guidelines for your organization… you don’t know yet what the value will be, what your social media voice will beDO review your existing policies and make sure you add social media to those (esp. in terms of liability) Presumably however, you’re here because social media and online communications is a growing part of the work that you do and should be looking into setting up a policy for your organization
  12. 1st: among staff, Board and volunteers about how you expect them to behave onlineWhat content you expect them to post, how you expect them to identify themselvesThis overall is probably the biggest, long term benefit to developing a set of social media policies for your organization
  13. Review existing policies to include social mediaEx. Employee code of conduct, communications policy, online privacy and security, photo posting policyIf you have a comprehensive set of policies in place, be sure to update them to include social media
  14. Develop a strategy for your social media useConsider in advance why you’re using social mediaYour policy will be better and more effective if you have a clear sense of how your organization wants to use the tools
  15. Clarify roles and responsibilitiesWho is responsible for leading communications on which media? Who are your official spokespeople? Volunteers, board, staff, consultants/contractors etc… consider everyone coveredDiscussion point: who executes social media for your organization
  16. Your organization is responsible for the content that you postLegal liabilities associated with inappropriate postsYour organization’s brand reputationAssemble a list of the biggest perceived risks of using social media for your organization Is it that you think controversial posts could be associated with your brand, or that internal information could be shared? Exercise with different departments to understand your perceived risks in terms of using social media and make sure that those are addressed when you draft your policy.
  17. What about the risk of not doing social media well, or stifling the conversation?Don’t just look at the risks that social media proposes, look at the risks that not joining the game will create.
  18. A guarantee against mistakesIt’s also not a guarantee that your social media experience will be a success – it doesn’t mean that suddenly you’ll become a big star
  19. - Static documentYour policy should be a living, breathing document Things change so quickly online, that what you draft today could make little sense for your organization in even 6 monthsYou started with just a FB page, but you could have a broader social media strategy v. soon.
  20. Staff management documentA policy doesn’t replace hiring good people and trusting them to do their job. Putting a policy in place won’t make that one staff person stop using Facebook all day to update their status, it won’t stop your intern from tweeting negative comments about your organizaitonYou need to be realistic about the limitations of a policy
  21. An opportunity to educate and create dialogue with staffI think this is core to the value of a policy for your organization – the main benefit as I see it is that you will have a framework for teaching your organization about the different ways you want to use the tools
  22. A balance between RULES and best practice GUIDELINESYou want the document to be a comprehensive tool to help ppl understand how to use social media effectively for your organization. Because of that, you want balance btwn guidelines Focus on:GUIDELINES that help you be more effective at using social mediaRULES and REGULATIONS to set parameters around use
  23. - A chance to review your social media strategyThinking through the different aspects of your policy will force you to think about how your organization wants to, should be and is using different social media tools
  24. ClarityNo heavy-handed language, like you would have in a governance policyThis is a tool that everyone who engages in social media with your org will use, so you need for it to be UNDERSTANDABLE and accessibleLight, Casual toneThis really links back to my point about not wanting to controlYou won’t get more buy in if you have punitive and formal language, in fact you’ll likely have the opposite effect.You’ll get a sense through the examples that I’ll share, of the tone that is often used in social media guidelines.Dos/Don’ts – you don’t want ppl to be discouraged before they even start out trying to use social mediaPractical- The big companies like Dell, Intel, IBM – their policies are only one to three pages.
  25. Tip:- don’t restrict your policy to a certain set of social media tools
  26. Social Fish e-book listed on resources is an excellent guideRemember that you should clearly indicate who is being covered by your policy
  27. Example of do we communicate with our clients via social media, or should I take the client who’s contacted me via Twitter and move that conversation offline to the right person internally to respond to their questions. Clearly outline the reasons that your organization engages in social media toolsHelps employees decide what information to post and which tools to useProviding your employees with clear guidance on the ways your organization uses
  28. - Customer service tool
  29. Give people a framework to guide their use of social media toolsFrame social media use in terms of your organization’s existing cultureit’s all around setting expectations with your employees. They need to understand how these tools, tools that they might be used to in their personal live, intersect with the organization that they work for.If you have an existing set of values that guide the work of your organization, include those in your social media policy to remind ppl that these apply not only in offline communication, but in online communication as well.Coca-Cola goes on to state that their principles detail how these values translate into social media use.
  30. Cocal cola goes on t o state that their principles detail how these values translate into social media use
  31. don’t just take what I discuss and put it into your policy.Make sure that it makes sense for your organizationThe language you use should match the culture your work inThroughout this section, I’m going to be telling stories about things that could go wrong to help frame the discussion…OwenThese sections are the “meat” of your policyEach section provides you with some areas to considerAdapt to the specific needs and culture of your organization
  32. The first section of your policy should deal with responsibilityMake this the first section of your social media policy – it lays the foundation for every section to come There’s something about social media where people don’t feel like they need to hold responsibility for their own actions, or they forget sometimes that they work for a professional organization You want to remind people that they are responsible for what they postDon’t go heavy-handed with this, don’t belabour this point, but do include something about responsibility
  33. Board memberPosted on a blog about your organization – blog = issue related to your organizationHow great it is, how she’s making a gift and everyone should, there’s some pick-up in terms of post and building towards a campaignCommunity members discover that she’s on the Board… Loss of goodwill for your organization, any honest external support looks like it was planted by your organization.
  34. Might sound far-fetched, but there have been several examples of people (executives, academics) pretending to be member of the public, posting about competition or praising their own organizationsEmbarrassing and costly from a brand reputation perspectiveSocial media communities are about personal connection and trustIt’s not acceptable to pretend to be someone other than who you truly are onlineEvery communication can be traced back to the original sourceInclude a statement in your policy that representatives should make it clear that they work or volunteer with your organizationThis section is found in almost all social media policies
  35. It’s also important to remember that you m
  36. You’re asking people to clearly represent themselves on social media tools, so it’s a good idea to tell them how you want them to do thatThink through what is the best way for your staff and employees to engage online. Ask everyone how they choose to present their personality
  37. Summarize – the first thing you want to consider is RESPONSIBILITY, the 2nd is TRANSPARENCY. You want to make sure that your representatives very clearly indicate their relationship with your organization online or you could be facing some serious and embarrassing ramifications for your brand.
  38. McDonald’s “I’m Loving It” sloganVideo campaign on FB pageCommercials, imitating McD commercials, but with your organizationGreat… until McD calls and advises that they’ve broken copyright laws
  39. it’s not far-fetched, I’ve noticed more than one nonprofit doing this, borrowing an idea from another site orit’s so easy to share ideas and information through social media – that’s one of it’s great strengths, but you can’t ignore copyright laws. People in your organization who’ve never had to think about copyright or proprietary information for, now have to keep it top of mindIt’s very easy to copy information on the Internet and social media sitesProper attribution and linking back to sources is essentialCheck copyrights before postingObviously one of the big risks for your organization, you don’t want to be sued, you don’t want to invest in a campaign only to have it brought down because of copyright violations
  40. So excited about her first job out of university and the work that she gets to do at your organizationTells about a major gift in the works, Facebook Mr. Smithnames the donor… so excited. Only his granddaughter is her friend on Facebook.Not just about
  41. it’s not just major gifts, Client information, strategic goals and plans, unpublished reports, donor trends, costs and expenses Chief of police in the U.S. gave away details of a case on FBObviously, it’s a very good idea to make sure you communicate to the whole staff/volunteers what is confidential information.It’s easy to share more than you should on social media sitesNothing shared on a social media website is privateDirect people to check with management if they’re unsure
  42. I’ve seen many charities lately thanking donors and volunteers on Twitter and FacebookCringe a little… give them the benefit of the doubt that they asked, but I think there is likely a huge difference btwn a donor being ok to have their name published in your annual report and you thanking them (and potentially linking to their profile) online.When in doubt, check.- you probably want to update your privacy policy to include how to handle social mediaCheck before including names or contact details on social media sitesUpdate privacy releases to include social media sites
  43. - what’s great about this example is that it clearly outlines what kinds of information is to be kept confidential. Leave the guesswork out of what shouldn’t be shared by being as explicit as possible.
  44. Reporter blogAdmin feesSome incorrect, misrepresented informationGets super angry, insults the reporter “idiot” “loser” you don’t know anythingHe says that your organization spent ~0$ on administration last year and has the lowest admin costs of any local charity
  45. 1st – nothing is anonymousWriting things you would never say to a person directly is easy on social media sitesPoint to other policies that need to be followed, including codes of conduct, anti- harassment and discrimination policiesIndicate a point-person for dealing with negative posts & conflict
  46. if you’d be embarrassed to say it to your mother…You want to ensure that your social networking sites are trusted and respected by those who visit themInclude a statement about using good judgment when postingPeople should remember to: Ensure the accuracy of the information that is posted Double-check statistics and factsThink about “friends” and “followers” Friends, followers: Canadian Cancer Society + tobacco companyDon’t offer adviceIf you’re unsure, don’t post
  47. So excited to work for an organization where social media use is accepted and encouraged, that she can’t figure out the boundaries or time management around social media and her other work. She also is so fixated on posting, that many of the posts she puts up aren’t that great. She also is spending a lot of posts updating frivolous things like what music she’s listening to or what she’s having for dinner. While you encourage adding some personality to your social media sites, and we all should, you don’t want your organization’s brand to be associated with her personal business
  48. While social media posting is fun, it’s likely not all that your employees have to do in a day this really shouldn’t be the focus of your policy. This is for good management and setting clear employment expectations
  49. Include guidelines around value, such as:Write about what you knowDon’t spamPost when you have something meaningful to contributeInclude a statement around not offering advice
  50. FollowersConversationsConversions (volunteers, donations, support)
  51. Someone who has their own personal blogShe posts about her views about a variety of controversial issuesWhile you respect her views and support her use of social media, you’re concerned that some of them could reflect on the views of your organizationShe posts a particularly inflammatory post about the current situation is Gaza which has members of the community questioning your stance on this issue.
  52. Some employees will reflect on your organization even when they are not posting on your official social media sitesIndicate how open you are to employees discussing your organization on personal sitesDraft & distribute a disclaimerLimit and/or restrict the use of your logo on personal social media sitesIt could read as an endorsement
  53. Mistakes will happenApologizing to the social media networkNotifying their supervisorFixing mistakes quickly
  54. When you run a social media site, you want to make sure that it’s used for the purpose you intended and that it becomes an enjoyable, safe place for people to visit.
  55. Prohibited posts:Photos/videosAdviceDefamatory commentsSelf-promotionSpam
  56. won’t feel imposed, they’ll feel a part of the processStory of MikeThey are the experts on how social media communities work – use their expertiseThis will create buy-in from the beginning
  57. Questions, feedback and input will keep the policy fresh and responsiveHold regular training sessions, especially with new staff
  58. Let people be themselvesDon’t create so many rules that people’s personalities can’t shine through
  59. There are literally 5 original policies (IBM, Oracle, Dell, Intel and Coca-Cola) that all other companies have appeared to work fromFollow their lead: beg borrow and steal from the bestOn your handout, there’s a link to a list of corporate policies.Check out what other companies and nonprofits include in their social media policies and adapt them to the needs of your organizationMany policies are public & posted online
  60. Make sure that your policy responds both to the changing social media landscape and your own organization’s changing use of social media
  61. Third annual conferenceJoin non-profits from across Canada and social media experts for the premier social media and online fundraising learning opportunity of the year.After 3 sold-out years, MyCharityConnects is back and better than ever for 2012. Join us for thought-provoking keynotes, practical how-to workshops and plenty of chances to learn from other non-profits about what works online… and what doesn’t.
  62. Made session possibleHelped bring the MyCharityConnects program to WinnipegThank United Way of Winnipeg for generously offering space and hosting the workshop