Developing an Effective Social Media Policy for Sunshine 100

Memo
To: The CEO, Sunshine 100
From: Jane Wilson, Director of Social Media, Sunshine 100
Date: 13 January 2019
Subject: Regarding the social media policy of Sunshine 100’s
The inclusion of the internet and information technology in the various business functions
have revolutionized the business operations to a great extent. One of the chief process of
business operations of an entity is the communication, which forms an essential part of
almost every other business operations and thus is significant part of working every
department. The social media integration with the communications of the entity have had a
deep impact on the working (Holland, Cooper & Hecker, 2016). The following memo is
intended to shed light on what can be an effective social media policy for the entity Sunshine
100.
Advantages and Disadvantages
Some of the varied range of advantages that can be yielded with the aid of the social media
inclusion at the workplace are described below. One of the chief advantages is that these are
cheaper than the traditional advertising means. Therefore, an entity can reach a larger number
of customers and potential employers with the aid of the social media communication. In
addition, the social media aids in unleashing the creativity and the potential of the employees
by enabling the innovation and collaboration across the teams based around the globe
(Robertson & Kee, 2017). Thus, the ability communicate in real time can aid the entity in
educating the employees, quashing the misinformation, getting real time feedbacks and
distributing the required information. In addition to the above, the next advantage is that it is
beneficial in terms of cost reduction and allows the flow of communication in an entity more
efficiently. This is possible by the elimination of the regional and cultural communication
barriers. Lastly, the use of the social media at workplace aids in the recruitment and retention
of the employees (Walden, 2016). This is very efficient in terms of introduction of changes
such as launching new products, re strategize the business mission and values.
However in spite of a number of advantages, there exists a few disadvantages as well for the
use of the social media within an entity, which are enumerated as follows. One of the major
disadvantages of the social media communication is that as it involves the components of
internet and information technology, there is always a risk of privacy intrusions and data

breaches (Carlson et.al, 2016). Thus, there is a possibility of attack by the hackers, viruses,
spammers and detractors in this means of communications. The second major disadvantage is
that it needs one time huge investment of resources such as cost of training the staff, building
up the necessary expertise and other data analytics software and hardware. Lastly, the major
disadvantage can arise in form of the fact that if the negative feedback from the customers or
other stakeholders is not responded to in effective manner on the social media, the same can
undermine the image of the entity as well (Van Zoonen, Verhoeven & Vliegenthart, 2017).
Employee Behavior, Social Media and Organization
It is essential to note that the use of the social media by the employees can have long lasting
impact on the reputation of the employees (Breunig, 2016). The employees can engage in
sharing of information gained during the course of their employment, at the social media with
or without permissions. The said sharing of information can reach the unintended audiences
such as the competitors, and can prove to be harmful for the entity (Charoensukmongkol,
2016).
Social Media Policy Contents
Thus, considering the advantages, disadvantages and the potential of the impact of the
employee’s comments and behavior on social media, in relation to the organizational image;
it is necessary for the organization to develop an effective social media policy. The same
must include the applicability, rules and regulations, the authorized persons to make the
social media communications, and the responsibilities with regards to the description of
allowed and disallowed contents, to be posted on the social media (Mainiero & Jones, 2013).
Communication Strategy
As per the above discussion, the communication strategy of the entity Sunshine 100 can be
stated to be as follows.
1. Timing- Office Hours
2. Audience- Members and Employees of the organization
3. Sender- Communication Manager
4. Key Message- Role, Impact and rules with regard to the social media communication
5. Desired Outcome- Employees and members must abide by the same.
6. Medium- Electronic, through mails as well as through meetings
7. Materials- Code of ethics of entity

8. Frequency- Every quarter
Conclusion
Thus, as per the discussions conducted in previous parts it can be stated that social media
communications play an empirical role in the organizations. As described above the same
comprise of a number of advantages and disadvantages, and hence devising a detailed and
comprehensive social media strategy is significant for the organizations.