Social Media (such as websites for social networking and microblogging) offers promising opportunity to engage with customers, suppliers, investors, and other stakeholders in sharing views, obtaining feedbacks, engaging in conversations/discussions. It also serves as a low-cost platform for issuing advertisements relating to the Company and its products to reach a broader audience. Social Media is a tool of engagement and a detailed policy regarding the participation and usage would help employees utilize social media as a platform/tool to reach out and share work related details or to provide relevant and timely information to the public in a socially/legally acceptable manner.
Further, social media depends on mobile and web-based technologies to create highly interactive platforms through which individuals and communities share, co-create, discuss, and modify user- generated content.
The purpose of this policy (hereinafter referred to as MUFIN (Social Media Policy) is to outline the requirements expected of the staff (including permanent/contractual employees, consultants, and/or vendors) when using social media as a representative/employee of MUFIN (authorised or otherwise; whether operating from workplace or otherwise). In the official capacity, the social media tools may be used for purposes like reaching out to a wider audience, engagement with customers, getting feedback from them, summarising the opinions and views of public/customers and reporting the same for information, analysis and decision-making purpose to seniors, committees, management, board, etc. as and when required.
Social media is the term commonly given to internet-based channels and tools that allow users to interact with each other to share opinion and content. As the name implies, social media involves building communities and networks that encourage participation and engagement. Social Media comprises relatively inexpensive and accessible web-based tools that enable anyone to publish or access information. In contrast, conventional (or mainstream) Media generally requires significant resources to publish information.
There can be overlap among the various services. For instance, Facebook has micro-blogging features with their “status update”. Also, Flickr and YouTube have comment systems like that of blogs.
MUFIN adheres strongly to its core values in the online Social Media community and the Company expects the same commitment from all the staff. Any staff who fails to comply with this policy may be subject to disciplinary review/other appropriate action, and in serious cases, termination of employment. The Policy is applicable to all staff and management of MUFIN.
The MUFIN Social Media Policy is to be read in context with other related MUFIN Policies such as POSH policy, Fair Practice Code etc.
MUFIN is guided by certain shared values that we all live by as an organization and as individuals including integrity, teamwork, harmonious conduct and taking pride in fulfilling ourpromises.
To be consistent with Company’s values, all staff must act in a manner which will maintain public confidence and trust in the company. This requires all staff to act with due consideration for the following:
The five core values of Social Media Policy are:
Be aware of any information that the Company collects, including how the same is collected, stored, used, or shared, all of which should be done pursuant to applicable privacy policies, laws, and IT policies.
iv). There may be instances where the sharing of articles, websites, or online information produced by outside sources is appropriate. This information will be directly related to the work of the Company. This could include newspaper articles, different websites, other regulatory and/or planning agencies or other informative relevant content.
Company may share these items as “information only” without appearing to endorse, support or having responsibility for the accuracy of these items.
Employees must adhere to the “Staff Code of Conduct” and must not deviate on any of its provisions. Some of the circumstances are mentioned below:
If any information, article, images, videos or any other material is deemed questionable, then Company has the right to use its discretion remove the same from its social media sites which violates this policy. Company may also use the ‘Blocking’ feature for repeat offenders of the content guidelines and may also take appropriate disciplinary actions.
The company and its officers shall adhere to the best practices in usage of social media platforms. Some of the best practices are given below.
Legal issues for adherence/ guidance
While engaging with social medial the management and staff shall ensure that the following legal considerations are respected:
MUFIN & Social Media – Personal Use
As a rule, staff shall not comment on Company’s policies and work-related matters. Staff shall not engage in online discussions on matters internal to MUFIN. Matters posted online and in social media are to be responded to by authorized spokesperson or officials of the company designated for this purpose.
The following set of principles/guidelines shall be considered while officially providing information, views, advertising orcarrying out any otheronline activities on Company’s behalf:
All staff are subject to Company’s Code of Conduct in every public meeting. In addition, this policy is also applicable to your personal online activities.
As a MUFIN representative, it is important that your posts convey the same brand ethics that the Company instils in its communications. Be respectful of all individuals, races, religions and cultures; how you conduct yourself in the online Social Media space not only reflects on you, it is also a direct reflection on the Company.
Anything you post that can potentially and negatively affect Company’s image will ultimately be your responsibility. We acknowledge your right to participate in the online Social Media space, however you should do so in proper and professional manner, exercising sound judgment and common sense and complying with the Company’s Social Media Policy.
If you come across compliments and constructive criticism about our Company or its products, you should forward them immediatelyto the concerned person.
You may come across negative posts about the Company or its products, or if anyone trying to spark negative conversations. We need not react. Instead, pass on the links/posts to the concerned authority
MUFIN has a zero tolerance in any form of harassment or any other unacceptable behaviour. It is not acceptable for employees to harass or discriminate against their colleagues or members of the public on the grounds of race, caste, creeds, sex, marital status, age, origin, physical or intellectual impairment or any other preference including political or religious beliefs.
MUFIN recognizes Social Media as a communications tool to promote the company but Social Media should not become a distraction from or interfere with your normal work duties. Excessive or inappropriate use of Social Media may result in disciplinary action being taken including the removal of access to Social Media.
Remember that online Company’s statements can be held to the same legal standards as traditional media communications, therefore it is essential that records are not deleted from the Social Media monitoring tools that Company is using.
As online spokespeople, you must ensure that your posts are completely accurate and do not mislead, and that they do not reveal non- public information about the Company. Exercise
sound judgment and common sense, and if there is any doubt, DO NOT POST IT. In any circumstance in which you are uncertain about how to respond to a post, seek guidance from the concerned authority.
Acknowledge the mistake immediately, apologize and be genuine and then alert the concerned authorities.
If you use a Company’s online accounts in respect to social media, it is expected that you will duly hand over the account on your transfer or should you decide to leave the organization. The same applies for groups on LinkedIn, Facebook, Google + or other social platforms.
Guidelines for posting on Company’s social media pages
The social networking website includes the following features for members of the company: forums, blogs, comments, profiles, videos, photos, and private message.
Reporting Negative activities:
Any attempts at hacking, disrupting or destroying the forum, or circumventing a suspension or expulsion may result in the immediate termination of that member’s right to participate in MUFIN sites.