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LunaTBWA's social media policy_pdf

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The Agency supports employees expressing their views on blogs and their use of other social media. Personal websites, blogs and social media sites are an important part of our culture and the Agency understands that its employees will use these media for their personal gain and respects the use of such online activity as a medium of self-expression.

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LunaTBWA's social media policy_pdf

  1. 1.    LunaTBWA’s Social Media Policy & GuidelinesTerminology used in this document:For the purposes of this Social media policy & guidelines (the “Guidelines”), social media means anyfacility for online publication and commentary, including without limitation blogs, wikis, socialnetworking sites such as Facebook, LinkedIn, Twitter, Flickr, YouTube and Google+.This policy governs the publication of and commentary on social media by employees of Luna TBWAd.o.o. and its related companies ("LunaTBWA" or “the Agency”), who maintain a personal blogs, poston external or internal Agency blogs, and for employees who interact with others using social mediasites and applications.This policy is in addition to and complements any existing or future policies regarding the use oftechnology, computers, e-mail and the internet (handbooks, the agency’s IT Policy ...).Intro:The Agency supports employees expressing their views on blogs and their use of other social media.Personal websites, blogs and social media sites are an important part of our culture and the Agencyunderstands that its employees will use these media for their personal gain and respects the use of suchonline activity as a medium of self-expression.LunaTBWA employees are free to publish or comment via social media in accordance with thispolicy. LunaTBWA employees are subject to this policy to the extent they identify themselves as aLunaTBWA employee (other than as an incidental mention of place of employment in a personalblog/posts on topics unrelated to LunaTBWA). Publication and commentary on social media carriessimilar obligations to any other kind of publication or commentary.The Agency’s general philosophy when it comes to blogging and social media is to “Be Smart.” TheAgency asks the same of you. Please be smart in your online activities. Each time you publishsomething online, remember that what you publish is a reflection on you and the Agency and will existforever in a manner that can be circulated around the world and back. So, think carefully before youpost.Setting up Social MediaAssistance in setting up social media accounts and their settings can be obtained from LunaTBWAsDigital Communications Consultant.Your profile on social media sites must be consistent with your profile on the LunaTBWA website orother LunaTBWA publications. Profile information may be obtained from the Digital CommunicationsConsultant. 1   
  2. 2.    General ConsiderationsBe HonestDo not blog/post anonymously, using pseudonyms or false screen names. We believe in transparencyand honesty. Use your real name, be clear who you are, and identify that you work for LunaTBWA.Nothing gains you notice in social media more than honesty - or dishonesty.Do not say anything that is dishonest, untrue, or misleading. If you have a vested interest in somethingyou are discussing, point it out. But also be smart about protecting yourself and your privacy. Whatyou publish will be around for a long time, so consider the content carefully and also be cautious aboutdisclosing personal details.Personal Views & ResponsibilityThe public in general, and LunaTBWAs employees and customers, reflect a diverse set of customs,values and points of view. Dont say anything contradictory or in conflict with the LunaTBWA website.Dont be afraid to be yourself, but do so respectfully. This includes not only the obvious (no ethnic slurs,offensive comments, defamatory comments, personal insults, obscenity, etc.) but also properconsideration of privacy and of topics that may be considered objectionable or inflammatory - such aspolitics and religion.Use your best judgment and be sure to make it clear that the views and opinions expressed are yoursalone and do not represent the official views of LunaTBWA and that they do not necessarily reflect theAgency’s views.You will be held personally responsible for any commentary deemed to be defamatory or libellous, orfor posting content that violates a person’s intellectual and other property rights.Controversial Issues & Fact-Checking/TransparencyIf you see misrepresentations made about LunaTBWA in the media, you may point that out. Alwaysdo so with respect and with the facts. If you speak about others, make sure what you say is factual andthat it does not disparage that party. Avoid arguments. Brawls may earn traffic, but nobody wins in theend. Dont try to settle scores or goad competitors or others into inflammatory debates. Make sure whatyou are saying is factually correct.Commentary should be fact-checked, criticism backed up with evidence. Check your spelling andgrammar. Make sure you have permission to post any copyrighted items (e.g. images) and be carefulabout posting or linking to items that may contain viruses. Don’t alter previous posts without indicatingthat you have done so. 2   
  3. 3.    Be the first to respond to your own mistakesIf you make an error, be up front about your mistake and correct it quickly. If you choose to modify anearlier post, make it clear that you have done so. If someone accuses you of posting somethingimproper (such as their copyrighted material or a defamatory comment about them), deal with it quickly- better to remove it immediately to lessen the possibility of a legal action.Think About ConsequencesConsider what might happen if a LunaTBWA employee is in a meeting with a customer/client orprospect, and someone on the customers side pulls out a print-out of your blog/post.Its all about judgment: using your blog to trash or embarrass LunaTBWA, our customers, or your co-workers, is dangerous and ill-advised.Confidential Information:Its perfectly acceptable to talk about your work and have a dialog with the community, but its not okayto publish confidential information.As an employee or contractor, you are under an obligation not to reveal any Agency or clientconfidential information. Therefore, you should ensure that you do not disclose anything confidentialonline, as such disclosure would violate your confidentiality agreement with the Agency and yourobligations to Agency clients.Confidential information includes things such as unpublished details about software, details of currentprojects (pitches...) and other creative work (former, current and planned in the future), future productship dates, financial information, research, and trade secrets.We must respect the wishes of our corporate customers/clients regarding the confidentiality of currentprojects. We must also be mindful of the competitiveness of our industry (use of professional manner isat place).Protect your own privacyPrivacy settings on social media platforms should be set to allow anyone to see profile informationsimilar to what would be on the LunaTBWA website.Other privacy settings that might allow others to post information or see information that is personalshould be set to limit access.Be mindful of posting information that you would not want the public to see. 3   
  4. 4.    Respect copyright lawsIt is critical that you show proper respect for the laws governing copyright and fair use or fair dealingof copyrighted material owned by others, including LunaTBWA own copyrights and brands.You should never quote more than short excerpts of someone elses work, and always attribute suchwork to the original author/source. It is good general practice to link to others work rather thanreproduce it.Protect LunaTBWA customers, business partners and suppliersCustomers/clients, partners or suppliers should not be cited or obviously referenced without theirapproval. Never identify a customer, partner or supplier by name without permission and never discussconfidential details of a customer engagement.It is acceptable to discuss general details about kinds of projects and to use non-identifying pseudonymsfor a customer (e.g., Customer 123) so long as the information provided does not violate any non-disclosure agreements that may be in place with the customer or make it easy for someone to identifythe customer. Your blog/post is not the place to "conduct business" with a customer/client.Work-Related Activity:Whether you are blogging or using other social media tools for a client as part of your work, orblogging or using other social media tools on behalf of the Agency for our own public relationspurposes, your postings will be treated the same way as any other communication created for theAgency or a client.Therefore, all work-related postings should go through the normal review and approval process priorto being posted online. Any posting of Agency related newsletters, blogs, websites must be approvedin advance by LunaTBWAs Digital Communications Consultant.Internal Agency Social media channelsOur social media sites (such as a Facebook fan page, a Twitter profile page, YouTube channel, Flickraccount ....) to promote LunaTBWA (the “LunaTBWA Social Media”) in order to foster openexchange and communication between our employees, as well as to learn about new ideas from eachother.The Agency encourages and advocates each employee to be involved in the TBWA Social Media. 4   
  5. 5.    Participating within the Agency landscape:Blogging/posting activity should not interfere with your job or commitments to customers/clients.No postings should be critical of or damaging to the Agency or its clients, including, without limitation,by posting or linking to harassing, pornographic or indecent content. Though we may not activelyscreen the content of materials prior to their being posted on the blog, and may not actively monitor thecontent of such blogs on an ongoing basis, we may prohibit, discontinue or block access at any timeand without notice.Information that is confidential to the Agency or a client should not be shared on the TBWA SocialMedia.We are a global organization and our employees reflect a diverse set of customs, values and points ofview. Be yourself, but be sure that you remain respectful of others, even when you disagree with theiropinions. Be cognizant of objectionable or inflammatory topics – such as politics and religion. Focuson topics that are business-related.The best way to contribute content that others will find interesting is to write about what you know.Posts that help you, your co-workers and/or our clients to do their jobs and solve problems; posts thathelp to improve knowledge or skills; posts that contribute directly or indirectly to the improvement of theAgency’s products and services; or posts that help to promote Agency values, are all valuable,constructive additions to the conversation.Personal information, creative ideas and content, which you voluntarily include and post to the TBWASocial Media, will be viewed and possibly used by others at the Agency.We will own all original content, ideas, artwork and plans submitted by you to the blog, and may usethe same for any purpose whatsoever.You expressly release the Agency from any claim based upon your choice to participate on the TBWASocial Media or in any other Agency blog community.Personal Employee Social Media InteractionIf you chose to have your own blog or engage in personal social media activity, you should do sooutside of employment hours. Keep in mind that your blog and social media activity are public andthat inappropriate conduct may negatively affect the Agency, its affiliates, its clients, and youremployment.Be mindful of when it is appropriate to identify yourself as an Agency employee and post your Agencycontact information.Ask your direct supervisor if you have any questions about what is appropriate to include in your blog.Be respectful to the company, fellow team members, clients and competitors. 5   
  6. 6.    Personal account names must not to be associated with the Agency, its employees or its clients. Inother words, you are not permitted to use any of the Agency brands or the names of any personemployed at the Agency in creating your personal account without, in the case of a LunaTBWAbrand, specific permission from the LunaTBWAs Digital Communications Consultant or Agency’smanagement.Be aware of your professional association with the Agency in social networks. If you identify yourselfas an employee of the Agency, ensure your content is consistent with how you would representyourself in the workplace.Understand and comply when the Agency requests that a topics should not be discussed forconfidentiality or legal reasons.Personal blogs and postings should not discuss the Agency, its clients or their competitors.DisclaimersIf you maintain your own blog or other publicly available site, we recommend that you include thefollowing disclaimer: “The opinions expressed on this site are my own and do not necessarily representthose of my employer”.The Digital Communications Consultant can provide you with applicable disclaimer language andassist with determining where and how to use that.EnforcementPolicy violations will be subject to disciplinary action, up to and including termination for cause.If you have any questions regarding this policy and its application to any specific situation, pleasecontact the Agency’s Worldwide the LunaTBWAs Digital Communications Consultant.Prepared by:LunaTBWAs Digital Communications Consultant, Ljubljana, 9. 12. 2011Content used for preparation of the above:policytool.net Social Media Guidelines and TBWA Blog and Social Media Policy & Guidelines 6   

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