Social Media in the Workplace:Best Practices for Managing Social Media g g

Use at Work

Tanya MentonABC IABC, Inc.

Rob EdmundPetSmart IncPetSmart, Inc.

FOUR MAJOR TOPICS

The impact of social networking sites on employee recruitment;employee recruitment;

The use of social networks by employees in the workplace and outside the workplace;the workplace and outside the workplace;

Social media policies;

Using social media to support your in‐house practice

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Proliferation of Web 2.0 Technologies

Social Networking Sites (Facebook, MySpace)

Business Networking Sites (LinkedIn, Plaxo)

l d ( b )Online media (YouTube)

Blogs (PerezHilton, Gizmodo)

Social News Sites (Digg, Mixx)

Twitter

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H R ’ U f S i l M diHuman Resources’ Use of Social Media

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How Might an Employer Use Social Media when Hiring?

45% of companies said their organization used social networking sites to look up candidates before inviting them for an interview (down from 80% in 2011) 

Over 75% of those employers said they would be less likely to hire a candidate if the candidate’s social networking profile or tweets showed evidence of unprofessional behavior.

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Social media can be a highly efficient cost effective 

The Impact of Social Media Sites on Recruitingg y

recruiting tool 

“Millennials” are heavy users of social media 

Social media tools have pitfalls

Misidentification of candidate

Incomplete informationIncomplete information

Categories of information that should not affect hiring decisions 

Photographs are problematic

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SOCIAL MEDIA & RECRUITMENT

Using social media to research and reject candidates

Provocative or inappropriate photographs of (or information about) candidates

Alcohol or drug use

Disparaging current/former employees

Disclosure of confidential/proprietary information

Poor communication skills

Di i iDiscriminatory comments

Misrepresentations about background or qualifications

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U i i l di i ki hi i d i i

SOCIAL MEDIA & RECRUITMENT

Using social media in making hiring decisions

Misuse or overuse by active recruiters / screeners

Develop policies/best practicesDevelop policies/best practices 

FCRA – 3rd party/vendors

Liability for not doing social media searches

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Recruiters should rely on objective criteria contained in a 

Develop Policies for Use of Social Media in Recruitment

y jwritten job description 

Screen based on qualifications

Document reasons for applicant’s rejection

Uniform retention policies (OFCCP requirements)

Clear policies regarding purpose of using social media inClear policies regarding purpose of using social media in recruiting and list of appropriate, credible sites

Verify information relates to applicant and not y ppsomeone else

Handbooks and applications should reference possible f i l di i iti

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use of social media in recruiting 

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Al b i t t Ch k did t ’ fil

Tips When Using Social Media as a Hiring Tool

Always be consistent.  Check one candidate’s profile ‐‐ check all.

M k h i l i i j b l dMake sure there is a legitimate job‐related reason for viewing a candidate’s online profile.  Mere curiosity may kill the catcuriosity may kill the cat.

Online information may not necessarily be accurate Be sure to cross reference with theaccurate. Be sure to cross reference with the candidate’s submitted application materials.

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Risk: Anti-Discrimination Law Violations

Blogs and social networking sites provide information that the employer would never request during an interview includingduring an interview including:

race; religion; sex; age; national origin; sexual orientation; recreational activities; political leaningsrecreational activities; political leanings

Use of such information could violate a range of antidiscrimination statutes.antidiscrimination statutes.

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Choosing Someone to View the Profile

If conducting the search yourself, always try and get the candidate’s written consent first.

Consider using a third party to view candidate’s pages ‐‐ this way, the hiring party will not be 

d i f i hexposed to extraneous information that may later give rise to discrimination claims.

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E l U f S i l M diEmployee Use of Social Media

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How often do employees really visit social networking sites?

Did you know?How often do employees really visit social networking sites?

2/3 of the World’s Internet population visit social networking sites

2010 – Americans spent 25% of their online time on social networking sites

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How often do employees visit social networking

Did you know?How often do employees visit social networking sites each week?

In 2009 ‐‐ 22% of employees visit social p ynetworking sites 5 or more times per week and 23% visit social networking sites 1‐4 times per week.

In 2010 – 77% of employees visit Facebook during h kd ( f h h b kthe workday (68% of which visit Facebook more than 2 hours per day*)

*Wasting Time at Work Salary com ‐March 14 2012

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Wasting Time at Work, Salary.com ‐March 14, 2012

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Did you know?

How do most employees feel about their employers’ concerns over their socialemployers  concerns over their social networking activity?

53% of employees said their social53% of employees said their social networking pages are none of their employers’ businessemployers  business.

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54% of U.S. companies ban workers from using

Did you know?54% of U.S. companies ban workers from using social media during the workday

19% only allow social media for business related ypurposes

16% allow limited personal use of social media p

10% allow full access – those employers report a 5% decline in productivity

(S. Gaudin, Computerworld U.S. October 7, 2009)

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The NLRB on Protected and Concerted Activity

Under the recent settlement agreement in In Re American Medical Response, the employer must revise its "overly‐broad" rules so as to ensure that employees are 

Compare to May 2010 NLRB Advice Memorandum:

In a dispute involving a medical transport company, the Board found 

not improperly restricted in discussions regarding wages, hours, and other terms and conditions of employment.”

See In re American Medical Response of Connecticut Inc Case No 34‐CA‐

p p y,legal an employer's decision to discipline employees for Facebookposts suggesting they might withhold care from patients who personally offended themof Connecticut, Inc., Case No. 34‐CA‐

12576 (October 27, 2010).

Protected activity may include comments disparaging, criticizing, or critiquing an 

offended them.

Activity may be concerted if:The employee notified other employees about the blogp g g, g, q g

employer if:there is a nexus between the remarks made and employee interests or working conditions, and 

employees about the blogDiscussed the work environment/terms of employmentAllowed other employees to post responses and comments

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are not egregious in naturep

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Risk: Off-Duty Conduct Statutes

E.g., California (Cal. Lab Code § § 96(k), 98.6): protects employees who engage in lawful conduct during non‐working hours, away from employer’s premises, from adverse employment.

E.g., N.Y. Lab. Law § 201(d): employer may discharge an employee whose conduct creates a material conflict of interest related to trade secrets, proprietary information, or business interests.

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POST - NLRB Advice Memoranda

Is there concerted activity or is it just one employee’s individual gripes? 

Are the posts about working conditions?

If the posts include profanity can you separateIf the posts include profanity, can you separate profanity from work‐related content?

Is confidential/proprietary information disclosed?Is confidential/proprietary information disclosed?

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PROHIBITIONS

Disclosure of confidential or proprietary informationinformation 

Disclosure of information on clients

Disclosure of business plans, projects, client engagements

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Requires balancing the Company’s legitimate business

SOCIAL MEDIA POLICIESRequires balancing the Company s legitimate business needs against employee’s Section 7 rights

Policy cannot have a “chilling effect” on Section 7 rightsPolicy cannot have a  chilling effect  on Section 7 rights

Policy cannot be overbroad – avoid use of “inappropriate” or “disrespectful” 

Will a “savings clause” help you?  Not in the NLRB’s view…

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Using images without consent may present

SOCIAL MEDIA POLICIES

Using images without consent may present problems with: 

F l dFalse endorsements

Intellectual property rights to trademarks and op ri htscopyrights

Social advertisements

P i iPrivacy issues

False light

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Exploitation

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Using images without consent may present

SOCIAL MEDIA POLICIES

Using images without consent may present problems with: 

F l dFalse endorsements

Intellectual property rights to trademarks and op ri htscopyrights

Social advertisements

P i iPrivacy issues

False light

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Exploitation

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Using Social Media to Support Your In-House PracticeHouse Practice

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Apps and Ideas

FlipboardFlipboard

LinkedIn

Cor.kz

Start o r o n blog?

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Start your own blog?

Questions?

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