Nonprofits Live: Online Privacy

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Wednesday, August 15 - In this first part of a series exploring the vast and timely topic, guests Alex Ross and Jacob Chang focus on social media policies in the workplace. They shared all the tips and resources you need to craft a suitable policy and educate your staff about their rights. The WOMMA Guide to Disclosure in Social Media Marketing is a great resource to check out. Please visit, to download your own Social Media Marketing Disclosure Guide.

Transcript of Nonprofits Live: Online Privacy

  • 1.Nonprofits Live: Online Privacy Featuring Jacob Chang and Alexandra Ross

2. Using ReadyTalk Chat & raise hand All lines are muted If you lose your internetconnection, reconnectusing the link emailedto you. If you lose your phoneconnection, re-dialthe phone numberand re-join. ReadyTalk support:800-843-9166 Your audio will play through your computers speakers. 3. You are being recorded This presentation recording will be available onthe TechSoup website along with past You will receive a link to thispresentation, material and links. Twitter hashtag: #techsoup #nplive 4. Who is TechSoup? TechSoup is a 501(c)(3) nonprofit organization. As of June 2010, TechSoup served more than127,000 organizations, distributed more than 6.3million technology donations, and enabled nonprofitrecipients to save more than $1.8 billion in ITexpenses in 33 countries around the world. 5. PresentersMichael DeLongJacob Chang Alexandra Ross TechSoupTechSoup Paragon LegalFacilitator PresenterPresenter Assisting with chat: Ale Bezdikian 6. Social Media BestPracticesImage Area 7. comScore 2011 SurveyTop 10 Need-to-Knows about Social Networking and Where Its Headed 8. Tips for Personal Use of Social Media Read the Privacy Policy before you join sites or download apps Review Privacy Settings Facebook (set to friends, limit sharing of info re apps, block ads) Twitter can set to private instead of public tweets Review Permission Screens for Facebook apps (optional vs.required) Use common sense (posts live forever) Employment context what to do if potential employer asks for your Facebook password now illegal in some states (Illinois and Maryland, pending in California) 9. Social Media Policy HR policy governing use of Social Media by employees Online database of social media policies Tie into other company policies regarding email, use ofinternet, confidentiality etc. Topics to cover - policy applies to multi-media, social networking websites, blogsand wikis for both professional and personal use - whether or not use at work / on company equipment is permitted -postings should not disclose any information that is confidential orproprietary - if an employee comments on any aspect of the companys business 10. Social Media Policy -the disclaimer should be something like "the views expressed aremine alone and do not necessarily reflect the views of (your companiesname) -employees should neither claim nor imply that they are speaking onthe companys behalf -internet postings should not include company logos or trademarksunless permission is asked for and granted -internet postings must respectcopyright, trademark, defamation, fair use, financial disclosure, and otherapplicable laws -no posts containing PII - information that allows a page visitor todetermine a posters identity or third partys identity and that includes off-site contact information (e.g. name plus email, phone number, physicaladdress or other contact information; SS #, drivers license number, creditcard number) -PR issues reminder that employees should not speak to the mediaon companys behalf 11. Social Media PolicyNational Labor Relations Board (NLRB) issues can be tricky how to craft workplace social media policies that are consistent withthe terms of the National Labor Relations Act (NLRA). Section 7 of the NLRA provides employees with the right to engage inconcerted activities for the purpose of collective bargaining orother mutual aid or protection. Social Media policies that discourage the exercise of these rights mayrun afoul of the NLRA. NLRB questions use of common social media policy provisions Precise wording of the policy is critical to whether it is consideredoverbroad by the NLRB Social media policies that distinguish between the prohibited behaviorand concerted activities excluded by the policy, and that provideexamples of each, would be more likely to withstand NLRBscrutiny Legal review recommended 12. Special Rules for certain Social Media All content posted must comply with all company policies as notedabove, in addition to the Terms of Use and Privacy Policy of eachSocial Media site. Twitter-Account Name. If tweeting on behalf of the company, nameshould reflect that (e.g. @AvonAmy). Post list on company website ofemployees tweeting on behalf of the company.-Company Assets. It should be clear that the twitter account is acompany asset. If the associate tweeting on behalf of the companyshould leave, they will need to leave their account behind as well.-Email Address. Company twitter accounts should be used with acompany email address ( Business email addresses shouldnot be used for personal social media accounts.-may wish to require employees to verify their Twitteraccounts 13. Special Rules for certain Social Media Facebook-Before allowing employee use of Facebook for business, implementprocess to coordinate with Social Media team-Official company site vs. personal pages of employees (personalprofiles or groups should not be used for commercial purposes) Pinterest-Since images on Pinterest arent usually created by the pinner, thereare copyright considerations. Pinterest does not ask users to considerpermissions before each "pin," aiming to make the user experience seamless.-employees that pin content should confirm they own all rights tothe images and that repinning would be an accepted use 14. Special Rules for certain Social Media YouTube -copyright concerns re posting or using thirdparty video content without permission.] - for consistency and authenticationencourage use of the "network" template whereemployee channels can link to official corporatechannels 15. Social Media to promote your business 16. Social Media Review- Framework andApproachSample components of social media activity and key business objectives as it relates to strategy, operations, reporting, compliance and information technology maturity.Planning &Metrics &InformationStrategyComplianceOperationsReporting Technology The Social MediaEnsure integrityStrategy is alignedProcesses andRelevant metrics, and The organizationsassociated financial/ actions related to and security of with the overallprocedures havecorporate corporate goals andbeen implemented operational reports social media comply have beenwith all applicableinformation objectives and has ato ensure the systems in order tosupporting successful execution established to ensurefederal and local successfulregulatory issues; as maintain a positivegovernanceof the social mediabrand through thestructure and planplanimplementation andwell as internal use of social mediapolicies use of social media of execution 17. Social Media 5Maturity Model4Transformational The organization Functionalhas moved into a 3 collaborative network that SM is applied for aExperimental creates new value specific purpose through the use of SM is executed SM. 2 Departments set up where activities can SM application be a value-addindependentdevelopmentAd Hoc initiativesinitiatives, work in Crowdsourcing is Key depts, aresilosleveraged1 Developing needs active on a SM SM is fully Individual platformfor SM strategy andintegrated into the Pre-Social employees/teams Formal SM policypolicy strategy anduse social media on Defined procedures No structure for processes, enablingtheir ownfor moderatinganswering andthe organization to Have not yet tried No social mediaconversationsresponding take the lead in to do anything instrategy or policy Clear and Have not put in theexploiting the Social Web. Team ismeaningfulinvestment to really opportunities Dont have a pagecommunicating on conversations withstart meaningful Social media on Facebook or any social platform butcustomersconversations with influencers are other Social customers can not SM is utilized fortheir customers. leveraged to network. interact withvalue add activities Team isimprove reach and No current plan or companysuch as publiccommunicating on engagement strategy to engage Customers can notrelations orsocial platform but with social media in interact with each customer servicenot fully engaged the near futureotherand research .with customers Collaboration among departments Tactical Strategic 18. Social Media PlanningGoals identify the goals that are unique to the applications and the departmentor market Channels identify the channels that will be used Engagement include specifics on the level of engagement. For example, willsocial media be used to listen, share information, comment on other content, orcreate original content such as blog post or podcast. Staffing and Funding define resource requirements in order to support thesocial media plan Metrics identify the relevant metrics that support the goals Social Media Policies define the rules of engagement for social media use Training curriculum for associates 19. Social Media Monitoring Determine the best opportunities to impact business objectives such as identifyingareas of risk or unique issues (e.g customer service, PR) Identify what you need to know to make an impact on the business objectives. (e.g.ifthe objective is to build a pipeline of professional level associates, determine whoare the current thought leaders are in the industry, who is engaged in theconversation and how their thoughts are relevant to the type of people you areseeking) Identify who will be in the conversation Determine where the most meaningful conversations are most likely to occur Understand who in the organization is in the best position to gain actionable insights from the listening activities Determine which tools will be best able to help you listen and collect the rightinformation. 20. Social Media Monitoring and Control ToolsInternal teams or social media managers that are trained to review and pullcontent based on certain guidelines and escalation paths. In somecases, legal, HR, PR may need to review and approve