Today, corporations are faced with an onslaught of new communication technologies, making it even harder to adjust. Their biggest fear: proprietary information getting unwittingly leaked by an employee on their blog or through Twitter.

My article in today’s Media Bullseye discusses what companies like Sun Microsystems and Dell are doing to ensure employees know how best to utilize these new technologies. Also, I ask experts for best practices when developing a social media policy for your company.

In the piece, Joel Postman (check out Joel on 3Q’s in 3 Min), Principle at Socialized, gives 3 tips for developing an effective internal social media policy. You’ll have to go to the article to see those, but since we are all about transparency here at socialTNT, I wanted our readers to get the inside scoop. Below, I’ve posted some excerpts of my email exchange with Joel that weren’t included in the article.

What steps has your company taken to develop its social media policies? Share your tips in the comments. Oh, and check out this great article from 1998 in the New York Times on the evolution of Email Etiquette.

Excerpts From Email Exchange with Joel Postman on June 26th, 2008:

• Were you at Sun when they developed their social media/blogger policy? I was not. I did write the social media policy for Eastwick Communications. This document served as the basis for several client social media policies.
• How would you best describe Eastwick’s social media policy for employees? Eastwick’s social media policy applies to all employees, whether they blog or not, and covers all use of social media and social networks at work and away from the office. It is an extension of the agency’s standards of business conduct and reminds people that they represent the agency in everything they do, and should always act in good faith on behalf of the agency and its clients. Employees are entitled to have a private life, and private use of social media, but when they are talking about anything that might relate to the agency’s business, or when it is clear they are affiliated with the agency, this should be considered when blogging, posting comments, using social networks, etc.
• If so, who wrote it? Did employees give input into the process? Several employees as well as senior executive management gave input, as did the agency’s lawyers.
• Before posting your own post or responding to another post, was there an approval an approval process? None of the social media policies or agreements I have developed included a mandatory approval process for blog posts or comments. The very first draft of Eastwick’s social media agreement came back from the lawyers with a clause requiring executive approval of all blog posts, and the executive team immediately agreed to delete this clause. I advise clients against any formal review or approval process. The keys to ensuring appropriate blog posts and compliance with company rules and legal requirements are training, a clear blogging strategy, and a solid social media agreement that informs people of their responsibilities.
• Did Sun do any “best practices” type training? When I was at HP, we had blogger training for executives. I did not manage this, the web team did. I am currently working on executive blogger training for a publicly held company. The focus of this training will be social media etiquette, legal compliance, and the company’s blogging strategy.

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[The above photo, "Getting Dublin Moving" by The Labour Party used under Creative Commons]

Every Thursday, socialTNT channels the spirit of citizen journalism by putting bloggers, reporters, PR pro’s or anyone with something to say about social media in front of the camera for a short, three minute interview. The videos are meant to encourage dialog between PR/communications practitioners, journalists and marketers on the future of media.

On a particularly sunny afternoon last week, we met with Joel Postman, Principle at Socialized. In today’s “3Q’s in 3Min,” Joel talks about obstacles publicly traded companies meet when trying to launch a social media campaign and how to defeat them.

When I first met Joel at a Social Media Club event last fall, we discussed the valuable possibilities social media presents for internal communications within large companies. As Director of Executive and Internal Communications at Hewlett Packard, Joel was exposed to the special problems large corporations encounter trying to maintain relations between employees and management.

This week Joel and I chatted about external communications. Being a publicly traded company, you are beholden to your share holders. You’re also closely monitored by the SEC. That means all outward-facing information has to be passed to legal teams for approval.

Such stringent controls might hinder or deter corporations looking to launch a social media campaign. It shouldn’t. It might be a delicate balance to strike, but corporations don’t have to compromise conservatism to engage with their customers, let go of their brand and institute social media campaigns. Key element: educating your employees about what they can and can’t speak about.

Fun Facts about Joel

• Launched Socialized in January 2008
• Spent four years as Senior Speechwriter for Sun’s Chairman, Scott McNeally
• Working on a book to be published in November, SocialCorp, to help corporations walk the delicate line
• We’re both fans of legendary SF house music DJ and producer, Mark Farina

Watch as Joel offers his top tips to corporate spokespeople trying to get involved in social media and helps corporations figure out what they can’t talk about!

How does social media strategy differ for a publicly traded company? Do you work with or in a corporation? What are some of the challenges you or you’re clients have experienced? How did you overcome them? Let us know in the comments!

No time to watch the video at work? Get “3Q’s in 3Min” free from iTunes and watch it on the go!

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