Social Media Policy Template

Why your company needs a social media policy

Social media is a powerful tool for building brand awareness and connecting with customers. But without clear guidelines in place, it can pose serious risks to your business. This is why it’s essential to have a company social media policy template. 

A well-crafted social media policy template helps protect your business and gives employees clear direction on what is, and isn’t acceptable usage. 

Don’t have time to start from scratch? Don’t worry, our social media policy template is free to download. 

What’s included in the template?

• Acceptable vs unacceptable use
• Brand representation guidelines
• Legal disclaimers and data protection
• Disciplinary action procedures
• Social media use during work hours

What is a social media policy template for employees?

A social media policy template for employees is a set of guidelines and rules that outlines how employees should behave on social media platforms when representing their employer, or discussing matters related to their workplace.

It provides guidance on what is acceptable and unacceptable behaviour on social media channels, and ensures that employees are aware of the potential risks associated with their online activity. It is also used to safeguard the brand’s reputation, security, privacy and legal interests.

What is the purpose of a company social media policy?

Employees often use both their personal social accounts and corporate social accounts for various reasons. Having a social media company policy provides a framework for responsible social media use that aligns with the organisation’s values and objectives. It also serves various purposes, such as:

1. Protecting the company’s reputation

Employees represent the company on various social media platforms. Their posts, comments or actions can potentially harm the company’s reputation and brand image.

A social media policy provides guidance on what is defined as appropriate content and behaviour. It helps prevent employees from posting confidential, sensitive or damaging content.

2. Maintaining compliance

Having a crystal clear social media policy can help ensure that employees comply with laws, regulations and industry standards related to social media use, such as data protection and privacy laws.

This helps to prevent any legal issues such as privacy violations, defamation, or infringement of intellectual property rights.

3. Clarifying expectations

A social media policy sets expectations for employee behaviour on social media platforms. It can establish clear definitions of what is considered acceptable or unacceptable content and what can or can not be shared. A clear policy provides transparency and ensures employees take accountability over anything they post on their personal or corporate social media profiles.

4. Encouraging responsible social media use

It’s crucial to educate employees on the importance of responsible social media use and the potential consequences of inappropriate behaviour, such as disciplinary action or legal liability.

This can be done through your social media policy and prevents any sensitive information or important documents from being leaked unknowingly.

5. Supporting employee advocacy

Besides educating and establishing guidelines, having a social media policy in place can help encourage employees to promote the company’s products, services, or culture on social media channels in a way that shows the organisation’s goals and values. Social media plays a big role in providing job seekers with the opportunity to gain direct insight into your company culture. It’s incredibly important in helping you build your employer brand.

What should you include in a company social media policy?

A workplace social media policy template typically includes some or all of the following elements:

1. Purpose and scope

The purpose and scope should be clearly outlined, as well as the social media channels it applies to, such as Facebook,X, LinkedIn, Instagram, TikTok and others.

2. Responsibilities

The roles and responsibilities of employees, managers. and the organisation itself should be clearly outlined in the policy. It should be clear who is managing the social media accounts and who is responsible for ensuring compliance.

3. Code of conduct

The policy should guide the acceptable use of social media platforms and what is considered inappropriate behaviour, such as sharing confidential information or making rude and derogatory comments about colleagues or customers.

4. Personal use

Clarify whether employees are allowed to use social media during work hours, what kind of personal content they can share online and what topics or content are strictly forbidden from being posted in the policy.

5. Brand voice and tone

Having a strong brand tone is essential for brand recognition, so it’s important that you ensure any employees posting on behalf of your business are aware of the tone they should be writing in. 

This should include: 

• Language guidelines: e.g., formal vs. conversational tone, use of emojis, appropriate humour.
• Consistency of brand voice: Examples of on-brand and off-brand posts to guide employees.
• Guidelines on addressing customer queries or complaints in a way that reflects your brand’s values.

6. Content do’s and don’ts

Having clarity on what is appropriate to post about and what isn’t will help your team avoid any faux paus. In your social media policy template, make sure to include guidelines around what can be shared, including: 

• Product updates, company milestones, and thought leadership content.
• Use of images, videos, hashtags and linking best practices.
• What to avoid, including sharing political opinions, engaging in heated debates, or posting about sensitive or controversial topics that could harm the brand’s reputation.

7. Confidentiality and privacy

Reinforce the importance of protecting company and customer information, including:

• Which internal information and projects must remain confidential.
• Avoiding sharing screenshots of internal tools, Slack messages or customer data.
• Ensuring employees understand privacy laws and company confidentiality expectations.

8. Personal vs. professional use

Consider giving clarity around if your employees are welcome to reference your business on their personal accounts and if so, how you want them to approach this. These guidelines should include: 

• Whether and how they may list the company in their bios.
• Guidelines on engaging with the company’s posts, commenting on industry discussions, or sharing company content.
• Best practices for maintaining boundaries between personal opinions and professional representation.
• Best practices on clearly stating if an opinion is theirs, or that of the business.

9. Security and safety

You may wish to highlight security measures employees should follow, including:

• How to spot and report phishing attempts, suspicious messages, or impersonation of company accounts.
• Guidance on using two-factor authentication on all accounts.
• Clear rules against sharing passwords or posting links to internal systems publicly.

10. Monitoring and enforcement

It may be appropriate to explain how the organisation will monitor employees’ social media activity and what consequences employees may face for violating the policy. This way, they gain full clarity and understanding of what is expected of them and the resulting consequences should they fail to adhere to it. Once you’ve finalised your social media policy, it’s important to ensure that your employees read and acknowledge it, especially those in your social media team (if you have one).

You should also remember that the social media landscape changes often. Privacy rules and regulations are constantly updated and new ones are always introduced. Trends also come and go very quickly, ensuring that you’ve put in place a regular cadence of updating your social media policy accordingly.

Who should use this template?

This free social media policy template is designed for business owners, leaders and HR professionals who want to set clear boundaries for their employees around social media usage. 

Whether you’re managing a growing startup or running an established business, this easy-to-use template gives you the structure you need to create a clear and comprehensive company social media policy.

Manage social media policies with Employment Hero

Having policies in place to protect your business and give your employees clarity on expectations is essential, but we get that this is a huge administrative burden. This is where Employment Hero’s social media policy template comes in handy. 

Want to create a social media policy for your business? Download the template.

But Employment Hero can do more than just help you out with templates. Our Employment Operating System takes the traditional isolated aspects of employment and integrates them into a seamless, human and AI-powered solution that empowers employers, employees and job seekers alike. 

Get access to policies, receive HR compliance advice from our HR Advisory team, find and hire top talent with SmartMatch, seamlessly onboard new hires, automate complex payroll, drive employee engagement and more!

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