Advice on the development of a organisation policy with regard to employees’ use of Web 2.0 tools and spaces for work and personal use while using the organisations' computers/network and time.

        1. The use of Web 2.0 tools and spaces is encouraged at work for organization-related functions: connecting with patrons and staff, enhancing participation and collaboration, offering better education/training programs and services as well as promoting goodwill of the organisation. The organisation’s policies on communications and the use of information technology also apply to the use of Web 2.0 tools and space. (Fleet, 2009; Princeton University, 2011) Training on technical management issues in the socially networked environment and guidelines on the use of common social media tools should be provided to employees when necessary. (Society for New Communications Research, n.d.)

2. Organisational accounts on the social media platforms must be created by an authorized representative of the department/unit, who is also responsible for operating and monitoring the account on an ongoing basis. Information about the account and the contact information for the designated staff should be submitted to the administrators of the  Communications Department and the Computer & Information Technology department. (Princeton University, 2011, pp.2-3) Employees should create separate accounts for professional and private use.

3. The Web 2.0 service organiser must consider accessibility issues in the use of that technology, and offer alternative programs for those who are unable to use Web 2.0 technology. (Arendt, 2009)

4. Service organizers should consider the data protection aspects of their Web 2.0 activities, whether it involves the transfer of personal data. Attention should also be drawn to the risk of releasing  confidential information or proprietary information about the organisation and its students, employees or alumni. Employees who share confidential information without appropriate authorization are subject to disciplinary action or termination. (Arendt, 2009)

5. On writing/commenting/contents

.  When employees post or comment on organization social sites, they are representing the organization and have to be responsible for what they write. Names and job titles are to be included as appropriate. (Lauby, 2009)

.  Expression of personal views should be clearly stated, as distinct from the company’s perspective. (Society for New Communications Research, n.d.)

.  Information provided should be checked for accuracy. Mistakes should be acknowledged and errors fixed in a timely and open manner.  (Society for New Communications Research, n.d.)

.  Rights and permissions must be obtained before using copyrighted or proprietary materials and proper attribution should be given. (Fleet, 2009)

.  Our institution is a non-profit organization. Hence, our Web 2.0 services should be free from commercial advertising and political propaganda.

.  Staff have to strike a balance between time spent on social media and other work. (Lauby, 2009)

References

Arendt, A.M. (2009). Social Media Tools and the Policies Associated with Them.  Best Practices in Policy Management Conference, Utah Valley University, November, 2009. http://works.bepress.com/anne_arendt/7

Chartered Institute of Public Relations, Europe. (2013, December). CIPR Social Media Best Practice Guide. Retrieved from http://www.cipr.co.uk/content/social-media-guidance

Fleet, D.  (2009, October 18). Social Media Policies E-book [slides]. Retrieved from  http://www.slideshare.net/davefleet/social-media-policies-ebook

Lauby, S. (2009, February 6) 10 Must-Haves for Your Social Media Policy [blog]. http://mashable.com/2009/06/02/social-media-policy-musts/

Princeton University · Office of Communications (2011). Princeton University Social Media Policies. Retrieved from https://www.princeton.edu/communications/services/social-media/061611_Princeton_Social_Media_Policies.pdf

Society for New Communications Research. (n.d.). Best practices for developing a social media policy. Retrieved from http://socialmedia.biz/social-media-policies/best-practices-for-developing-a-social-media-policy/