WEEK #5 SMET- SOCIAL MEDIA POLICY

(1) Policy Statement

  • The expectations of individuals employed by Exhale Day Spa with relation to the social media policy:
    • All employees of Exhale Day Spa are expected to abide by the terms and conditions contained within this policy as it applies to Social Media (any online forum that publishes and/or discusses) and its use in the workplace and elsewhere.

(2) Objectives

This Social Media Policy will establish:

  • Social media guidelines for employees.
  • Prepare employees to be able to use social media tools on behalf of the company.
  • Protect employees and the company.

(3) Guidelines – “Social Media Commandments”

  • Only authorized employees are permitted to represent Exhale Day Spa through Social Media.

If you are authorized to comment as an Exhale Day Spa representative:

  • Be clear that your views are your own.
  • Disclose you are an employee of Exhale Day Spa and use only your own identity.
  • Comment only on your area of expertise and authority otherwise contact an appropriate colleague or the owner of the Spa.
  • Be professional
    • Be aware that Social Media tools used for the Spa may lead to your personal pages and they too should reflect well on the business.
    • Remember that posts are public for the entire world to see.
    • Use common sense and mind your manners.
    • Be aware that what you say is permanent.
    • If there is an issue(s) or there may be issues arising then bring it to the attention of your employer immediately.
    • Treat online comments the same way you would as if that person were a customer in the Spa or as if it were a meeting or public discussion.
    • Do not use jargon or ambiguous language.
    • Personal use should not be excessive and not interfere with your work.
    • Remember to be polite and treat others the way that you wish to be treated.
  • Ensure that all content published is accurate and not misleading and complies with all relevant policies.
  • Ensure you are not the first to make an announcement (unless specifically given permission to do so).
  • Ensure comments are respectful of the community in which you are interacting online.

If you are authorized to comment as an Exhale Day Spa representative, you must not:

  • Post or respond to material that is offensive, obscene, defamatory, threatening, harassing, bullying, discriminatory, hateful, racist, and sexist, infringes copyright, or is otherwise unlawful.
  • Use or disclose any confidential or secure information.
  • Make any comment or post any material that might otherwise cause damage to the Spa’s reputation or bring it into question.

(4) Disclosure

  • The company’s position on disclosure of identity and affiliation when commenting on or about the company online for employees that are using social media on behalf of the company.
    • View (2) Guidelines.
    • Respect copyright and policy.
    • Always be your true self: do not disguise your identity.
    • Being yourself and representing your company proudly builds trust and allows you to network.
    • If you notice inappropriate content online relating to Exhale Day Spa, or content that may otherwise have been published in breach of this policy, you should report the circumstances to the owner of Exhale Day Spa.
    • Remember that whatever any employee discloses remains online indefinitely.

(5) Respectfulness

  • Employees are expected to treat their peers and coworkers with respect both at work and online.
  • Respectful interaction with colleagues, clients, share holders, and all other people online is expected.
  • Be respectful of people sharing their opinions.
  • Be open to inquiry and reply respectfully and professionally.
  • Be fair and objective.
  • Harassment Policy (see (8)Penalties)

(6) Privacy

  • Exhale Day Spa will respect the employees’ rights to privacy.
  • The company can use social media to:
    • Monitor for harassment or defamation by searching ‘Exhale Day Spa’ or the name of an employee (with their permission) to see what is being said about your company and staff on other forums some of which may be misrepresenting your Spa.
    • Monitoring harassment online is difficult and is hard to stop.
    • Establish truthfulness by honoring the privacy rights of employees by seeking their permission before writing about or displaying company endeavors that might be considered to be a breach of their privacy and confidentiality.
  • The Spa can’t use social media to:
    • Check employment credentials. Contact references do not use social media because many names can be common. There also may be bias, positive or negative that will affect the hiring process.
    • Search for information on a potential employee’s age, sex, race, sexual orientation, marriage status, etc. for the purpose of discrimination.

(7) Confidentiality

The employee will respect the company’s confidential material:

  • Business, marketing plans:
    • Will not be shared without the consent and approval of the owner.
    • With owners approval may be used:
      • To confer with other businesses (that are known to you and the Spa) on plans and marketing ideas.
      • Only to be shared when necessary and secure.
      • Financial details:
        • Will not be shared without the consent and approval of the owner.
          • Only to be shared when necessary and secure.
          • Client information:
            • Will not be shared without the consent and approval of the client and owner.
            • Do not discuss material that a customer has privately told you.
            • Do not implicate a client in any way unless they are involved in the discussion with you and have consented you to do so.
            •  Business Transactions and Partnerships:
              • Information of any kind financial or otherwise will not be shared without consent of all parties involved in the transaction or partnership.

NOTE: You may not share information that is confidential about Exhale Day Spa. This includes sales, finances, number of products sold, number of employees, company strategy, and any other information that has not been publicly released by the Spa’s owner.

(8) Penalties

  • Should an employee act against the policy:
    • If an employee harasses colleagues, clients, shareholders, and/or any other person. The person(s) who has caused harm is expected to tell the truth and own up to what they have done (in the event of failure to take responsibility we will move straight to corrective measures to be determined by the owner of Exhale Day Spa depending on the severity of the offence.)
    • If an employee gives incorrect information they must correct their mistake quickly and on all forms of communication to ensure that no one is misled. They must also inform the owner of the mistake that was made.

(9) References

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