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Social media policy for Prevent

Prevent Box 20133, 104 60 Stockholm phone +46 8 402 02 00 fax +46 8 402 02 50 e-mail info@prevent.se web www.prevent.se

IntroductionThis document describes the current guidelines for employees at Prevent working with and active in social media. The policy is directed towards employees who wish to blog, twitter, produce and publish online videos or who in other ways are present in and active on various social networks and social media services. All employees who use social media (whether as a part of their jobs or privately) should read this document. It covers the general issues which apply to Prevent’s presence in social media.

This policy is based on the framework for communication which Prevent has in place. This policy document is complemented by two related documents, a social media strategy and a document that describes the most common social media services.

Starting pointPrevent is in favor of staff participation in social media. Consider, however, that as an employee, you represent Prevent even when you write something on the web as a private person. You bear the responsibility for the picture of yourself you communicate by your presence in social media. See to it that it is in accordance with your professional role. Some guiding words when you think about your participation in social media are common sense, transparency, respect and relevance.

Social media are forms of digital communication which people use to share experiences, opinions and content. Prevent uses social media as a channel for conducting dialogues and conversation and a tool that makes the knowledge and skills we want to share visible in more arenas. Social media include, for example, social networks on the net like Facebook and LinkedIn, blogs, microblogs and article comment forums. For Prevent, social media are basically about finding new distribution channels for our work environment knowledge and skills. Until now, our communication strategy has been built around our website and our print media such as books, brochures, advertisements and newsletters. Now there is a whole spectrum of new communication tools to add to our palette.

Social media will also make Prevent’s brand stronger. Our staff’s presence in social media helps strengthen the picture of us others have as a knowledge based organization, an employer and a brand.

Social media policy for Prevent employeesWhen communicating in the social media it is important to keep the following key terms in mind: transparency, common sense, relevance and respect.

TransparencyIf you write about or discuss a subject that touches on your work and Prevent, be open about who you are and what you do professionally. When appropriate, use your work e-mail address. This will give those who participate in the dialogue or read the blog or discussion a better basis for evaluating the information you provide.Where content is concerned: provide information that is verifiable, true and usable. (Read more about this below.)

Prevent Box 20133, 104 60 Stockholm phone +46 8 402 02 00 fax +46 8 402 02 50 e-mail info@prevent.se web www.prevent.se

Common senseAs an employee, if you speak about something connected to your work at Prevent, the Prevent brand or our services, talk about what you actually know and give advice about where to find more information. Use Prevent’s collected body of information and knowledge as your starting point.

Don’t speak about work related matters which have not yet been made public. Never comment on matters which might result in court cases. Never take a position in conflicts. Do not spread rumors or take part in meaningless disputes.

Always cite sources and when uncertain, double check with a colleague.

RelevanceWrite and comment in cases where your material is relevant. Relevant facts, good advice and, in general, well-informed contributions that help people to understand and get more value from our knowledge and services are always welcome. These kinds of contributions give Prevent a better image.

Dare to be an expert. Write about what you know and are an “expert” in, if possible with a personal tone of voice and Prevent’s point of view on the subject you are commenting on. Help your readers and discussion partners to broaden their perspective on the issue in question.

Be helpful and advise readers on where to find facts and information on subjects you are less certain about.

RespectRespect means that you can be committed to your point of view in discussions but keep clear the distinctions between content and people. You don’t have to convince everyone all the time. Do your best to remain level-headed, involved and knowledgeable.

Show respect for your co-workers integrity as well. Don’t use their expertise (for example by referring to them) without informing them.

Consider that even if only a few individuals participate actively in a discussion, many more read content in open forums (for example blog entries, microblogs and comments).

The respect you earn is also the respect that the Prevent brand gets from participants and readers. Avoid sweeping generalizations or disparaging comments about others.

We provide supportWe are here to give advice and support about every service you become interested in using in your work. In this document we give some advice for making it easier for you to use three of the most common social media services at work: Facebook, Twitter and LinkedIn. There is an appendix which covers the main social media groups in greater depth.

AdviceSocial media can function for staff members as a work tool, a source for knowledge and information, and a way of staying in touch with friends and professional contacts. As a staff member it is important to remember the following when using social media:

Prevent Box 20133, 104 60 Stockholm phone +46 8 402 02 00 fax +46 8 402 02 50 e-mail info@prevent.se web www.prevent.se

Assume that everything you write and do is public.

Anything you write to your friends can be spread further, even if your profile on, for example, Facebook is “closed” or if you take part in “secret groups”.

Think twice before you upload photographs. If you don’t want everyone to be able to see a picture – don’t upload it. Facebook and you share the rights to the photographs you upload.

Be aware that others can upload photos of you. If you find an inappropriate photograph, ask the person who uploaded the photo to remove it. It is also possible to “delete” yourself from Facebook.

Feel free to join and become involved in interest groups and networks; however, keep the principals of this policy in mind. Don’t do anything that could reflect badly on you in your role as a staff member at Prevent.

We approve of staff members commenting wherever our knowledge is relevant. Relevant facts, new research, new courses, good advice and in general well informed contributions which help the public to understand work environment issues are important. Share your knowledge in your own personal voice. Feel free to use social media to give the public a broader perspective on work environment issues.

Whatever applies IRL (In Real Life) applies to the net.

The border between private and working life is being partially erased by social media. A more personal tone of voice can be beneficial here and help create a presence in the social media that builds Prevent’s brand. Use our basic values as an organization as your touchstone.

If you have a private blog that touches on work environment related questions, stress itsprivate nature by writing, for example: “All the opinions expressed in this blog are my own and are not necessarily shared by my employer.”

It’s a matter of carrying on a conversation, daring to be personal without being private. Avoid formal language and invite a dialogue by using open questions and links to the opinions of others in blogs, etc.

By sharing knowledge, advice and tricks of the trade as well as analyses, we create value for readers. This makes them more likely to return to us as a source.

All communication is a part of our marketing. You bear the responsibility for what you write and you represent Prevent. A big responsibility but also a golden opportunity to reach out to old and new target groups. It is also an effective channel for telling about all the good things we do at Prevent and all the knowledge and skills we have.

Did you make a mistake? Be transparent. Anyone can make a mistake. Admit your mistakes and explain why you made them where possible. If you have made a factual error in a blog post, correct it; however, be open about any corrections you have made, so the error in your post is not experienced as something we are trying to sweep under the rug.