CPHR BC & Yukon created these social media guidelines to promote a ‘one-voice’ strategy and to protect the privacy and resources of the association. The association recognizes the importance of participating in social media and is committed to ensuring participation in a way that promotes CPHR BC & YK’s vision, empowers employees and provides value to our membership.
Engage in Social Media – Practice makes perfect. The best way to know what you are talking about is to engage in social media. Start your own Facebook page, Twitter account or blog. This is the best way to learn and understand the culture, tone, best practices and protocol of social media.
Be Transparent – Social media communities are about personal connection and trust. It is important to be authentic. It’s also important to be open about relationships, partnerships and affiliations. Disclose relationships and links when related to content.
Talk to People – Participate in the community, be external and add value. Social media is not all about promoting your own content. It’s about engaging in conversation, re-tweeting others and sharing links. Lots of other people have interesting things to say. Share their message and they may return the favour.
Respond – Social media operates in real-time. The need to respond quickly is imperative. If you don’t respond when someone asks you a direct question or makes a point in reference to you, it’s like ignoring someone who is standing right beside you. Negative communications should be handled within a two-hour timeline. All other communication should be responded to within one business day. Ensure you are available to refresh content, respond to questions, and update information regularly.
Be Yourself – People relate to other people. Be human, show emotion, and share an opinion. Be the best version of yourself.
Content – Good content is a key component of CPHR BC & YK’s social media strategy. In order to keep our audience’s attention, we’ve got to offer them valuable information. This means substantial content that makes their lives easier and gives more meaning to the audience. How does this hep you? By providing the content they’re looking for, they associate the CPHR BC & Yukon brand with being knowledgeable, helpful and welcoming, making it much easier for them to think of us at decision time.
Use Common Sense – Use good judgment and common sense. You are responsible for your actions online. If you have any hesitation before posting something online, take a minute and read it again, or better yet, get a second opinion.
Respect Work Commitments – Please remember that blogging and other social networking activities are personal and should be done on your own time, unless you have specifically been assigned to perform an online activity related to your CPHR BC & Yukon responsibilities as an employee or volunteer.
Professional vs. Personal – It can be difficult to keep distinct lines between your personal and professional life in the online world. Even when you are talking as an individual, people may perceive you are speaking on behalf of CPHR BC & YK. Be upfront about working for CPHR BC & YK, however, if you are not an official spokesperson consider adding a disclaimer: ‘The opinions expressed are my own and do not necessarily reflect those of CPHR BC & YK.’ The association supports freedom of speech for all its employees, but you must be aware that members, colleagues and supervisors are also online and information intended for personal networks can be passed on. When online for personal use be sure to use personal handles and email addresses. CPHR BC & Yukon branding or logos are not for personal use.
The marketing and communications (Marcom) team is responsible for all social media on behalf of CPHR BC & YK. This responsibility includes identifying employee areas of expertise, responding to negative comments and handling mistakes.
Areas of Expertise
All enquiries will filter through the Marcom team and be responded to with input from designated experts within the organization.
Mistakes sometimes happen. If they do, contact the Marcom team. The goal with mistakes is to respond quickly and apologize if necessary. It is good practice to admit when you got something wrong.
If you come across a negative comment involving CPHR BC & YK, please bring it to the attention of the Marcom team. They will work with the appropriate parties in the organization to respond. The goal with negative comments is to respond quickly, thoughtfully, and to take the conversation out of the public domain by following up directly by phone or email.
As with the internet in general, when using social media tools, CPHR BC & Yukon employees need to be aware that there are potential security issues. Keep these tips in mind while online:
- Be careful with personal information
- Beware of ‘phishing’ emails. Don’t click links or attachments unless you trust the source. For example, be wary of emails that say there is a problem with your account and ask you to click on a link and input your username and password.
- Disable dangerous privileges: If a site allows others to embed code on your page or account, criminals can use them to install malicious software on your computer.
- Heed security warnings and pop-ups: There is a reason your security software provides warnings. Never allow or say ‘yes’ to actions unless you know they are safe.