The People Bulletin

The Ministry of Justice has confirmed that it has sacked four officials and issued final warnings to three for misbehaving on social networking sites such as Facebook and Twitter. A further 40 staff have been reprimanded for internet and email offences. At the same time, Scotland Yard has launched disciplinary proceedings against 28 police officers for breaching the rules on social networking sites.

The information came from a Freedom of Information request by technology consultants LEWIS Communications over misuse of social networking in the past 18 months. The Metropolitan Police has confirmed that access to social networking sites for personal reasons is not permitted during working hours to any member of police staff although a number have access for professional reasons, having obtained the required senior management permission. It also confirms vetting enquiries ‘may look at any source of information that will assist in determining whether the vetting applicant is suitable for the vetted post applied for.’

The MPS Information Code of Conduct sets out the policy on the use of MPS information and information communication and technology systems and is rigorously enforced.

Keith Crosley, director at email security specialist Proofprint make the point that these law enforcement agencies are hardly alone in having deal with such abuses. ‘People post a wealth of information about themselves and their employers on Facebook,’ he observes. The MPS highlights employee safety in its code: ‘It is suggested that staff do not disclose their position as an MPS employee or officer…..one should avoid disclosing personal details which may be used for identity details. Do ensure that the privacy settings available on social networking sites are used.’

Facebook’s 350m users have to manually alter the status of all content uploaded on the site to prevent them being automatically made public – a move that has caused an outcry among civil liberties campaigners.

Matt Rhodes, of society media agency FreshNetworks makes the point that allowing employees to use social media is opening up a new communication channel. ‘It is like the conversation with a friend in a cafe, just taken to new levels, reaching more people and being significantly more shareable. This should be a risk for all firms. We don’t need reminding of the examples where employees have posted a video that has embarrassed their employer, or a Facebook status that has lost them their job. Firms need a policy on social media and part of this policy should be guidelines for their staff.’

Rhodes goes on to refer to a statement made by ESPN, a US sports cable TV network, observing that the biggest threat to organisations from social media networks is failure to have a policy on their use. He highlights the core elements of the ESPN one as sensible and relevant to most employers and makes some helpful comments.

• Don’t run your own websites or blogs that talk about sports content. This is not to be unexpected for a business that produces sports content. They should, however, make sure they are harnessing any enthusiastic employees and giving them a platform to write their own thoughts in a place that benefits ESPN too, such as an ESPN blog.
• You are representatives of ESPN even out of working hours. This is a sensible policy that most firms have already had – to remind people that even when they are not at work people will see them as representing the firm and so they shouldn’t do anything to discredit it.
• Show respect for your colleagues and for fans. In this case the fans are the customers and it is sensible to remind people not to embarrass or otherwise harm either them or fellow colleagues.
• Content posted by employees needs to conform to ESPN editorial guidelines. It is difficult if employees talk about things in one way at work and another out of work but both are visible and shareable on the web.
• Do not discuss internal policies, processes, decisions or debates. What goes on in the office, stays in the office and some things probably shouldn’t be shared.

Warren Wayne, employment law partner with law firm Bird & Bird LLP adds: ‘With the modern Blackberry culture, it can be difficult for employees to make a firm distinction between their own time and their work time and this often also leads to a blurring of the lines around how they use their personal PC's and work PC's. Work time is increasingly being defined by the context in which staff are dealing with tasks or information, rather than the working day simply being defined by the clock. The safest thing for employees is for them never to assume that their online activity is completely separate from their work identity. But employers also need to help staff understand the boundaries by having policies and by being clear about the standards they expect.’

A useful background to social media and its function as a communications tool is available from the Chartered Institute of Public Relations and can be viewed here.