How to manage problems with social media in the workplace

Social media is everywhere—blurring the lines between our personal and professional lives. While social media can benefit your business by building brand awareness and engaging customers, it also comes with risks. Productivity, company reputation, and data security can all take a hit if social media usage goes unchecked.  

So, having a clear plan for managing social media in the workplace is essential. But, what’s the solution? A solid social media policy that protects both you and your employees.  

Let’s walk through why it’s crucial, what you need to include, and how to ensure you’re following UK employment laws. 

Why you need a social media policy 

Think of your social media policy as a roadmap for your employees. It doesn’t just set rules—it provides clarity for employees about what’s expected and how to use social platforms responsibly. 

It’s your safety net when things go awry and ensures that everyone is on the same page. 

Here’s why it’s essential: 

• Prevents confusion: Employees know what they can and can’t do online during work hours. 

• Protects your business: Safeguards your reputation, confidential data, and compliance with legal standards. 

• Fosters trust: Creates a positive environment where employees feel informed, not policed. 

What to include in your social media policy 

Your social media policy should cover the most common issues that arise, from productivity concerns to legal risks.  

Here’s what you need to include: 

Personal use of social media at work 

• Set clear boundaries: Define when, where, and how employees can use social media during the workday. Is it only allowed on breaks or is quick browsing okay? 

• Company devices: Make it clear whether employees can use work devices for personal social media. 

Privacy and Confidentiality 

• Protect sensitive information: Employees need to understand that sharing any business or client-related information online is a big no-no. 

• GDPR compliance: Ensure your staff knows that breaching data protection laws (even accidentally) could lead to serious consequences. 

Representing the company 

• Set the tone: Employees, especially in public-facing roles, should be mindful of how their posts reflect on the company. 

• Consequences for misconduct: Be upfront about the potential fallout if an employee’s post damages the company’s reputation. 

Cyberbullying, harassment, and discrimination 

• Zero tolerance: Online harassment or discrimination will not be tolerated, just as it wouldn’t be in the office. 

• Link to policies: Reference your wider anti-harassment and equal opportunities policies (If you have one). Employees need to know that their online behaviour is subject to the same scrutiny as their offline conduct. 

Intellectual property and proprietary information 

• Protect your assets: Employees should be made aware that sharing proprietary content or violating intellectual property rights on social media is prohibited. 

• No secrets online: Encourage staff to avoid discussing business strategies, designs, or any confidential material publicly. 

Personal vs. professional views 

• Separate personal from business: Make sure employees understand the importance of making it clear when they’re speaking personally and not on behalf of the company. 

• Potential impact: Even personal opinions can affect the company’s image, so employees should remain mindful. 

Legal considerations regarding social media for UK employers 

When it comes to social media, employment law is very much in play.  

Employment law and dismissals 

UK case law has shown that employee misconduct on social media can lead to lawful dismissals—provided there’s a clear, fair policy in place.  

For example, the case of Weeks v Everything Everywhere Ltd, where the claimant was dismissed for making threats to a co-worker on Facebook and describing his place of work as “Dante’s Inferno”. Ultimately, the claimant was found to have been fairly dismissed because the respondent had a social media policy in place and the claimant’s actions had breached the policy.  

This only emphasises the fact that having a well-documented social media policy will help you manage these situations fairly. 

Discrimination and harassment 

Under the Equality Act 2010, employers have a duty to prevent discrimination, including online. This means you need to make it clear that discriminatory comments or behaviour on social media will not be tolerated, even if posted outside working hours.  

And yes, you can be held responsible for the online behaviour of your staff if it contributes to a hostile working environment. 

GDPR and data protection 

Social media usage often crosses into the realm of data protection. Employees might unknowingly share client information that could lead to a breach of GDPR regulations.  

Your policy should include specific guidelines about safeguarding personal data on social platforms, and it’s your responsibility to educate staff on how to remain GDPR-compliant. 

Employment law, particularly around social media, is constantly evolving. To make sure your policy stays current and compliant, it’s a good idea to consult with employment law experts. 

Enforcing your social media policy 

Writing a policy is one thing—making sure it’s followed is another. Here’s how you can ensure it’s properly enforced: 

• Training and workshops: Offer regular sessions to educate employees about the do’s and don’ts of social media use at work. This could be done through online training or in person workshops.  

• Encourage open discussions: Foster an environment where employees feel comfortable talking about their social media usage and any grey areas they encounter. 

• Transparency in monitoring: If you monitor employees’ online activities, be upfront about it. Let them know what’s being tracked and why. 

Get help managing social media in the workplace from BrightHR 

Managing social media in the workplace requires a careful balance of trust, communication, and clarity. By implementing a clear, fair social media policy, you’re not just protecting your business—you’re also empowering your employees to use social platforms responsibly. 

To make things easy for you BrightHR has an online HR document library that comes complete with a customisable social media policy. We also give you round the clock access to employment law experts to ensure compliance with employment law. 

If you’re interested in seeing for yourself how BrightHR can help you and your business, book a free demo today!  

And remember, in the age of social media, proactive management is key to maintaining both productivity and protection in the workplace.