Sunshine 100 Social Media Policy: Advantages & Disadvantages (MKTG302)

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To: Paul Morgan, CEO, Sunshine 100
From: Jane Wilson, Director of Social Media
Date: 16th January 2019
Subject: Sunshine 100’s social media policy
The effects of social media on the business organization (Background)
As the technology is advanced in recent times, the role of social media has increased
for the business organizations for improving the business. There are many roles that
can be played by social media in the business organization. The social media can be
used for building the reputation of the organization with effective social media
policies. The social media can help in providing marketing for the organization,
providing real-time updates for the organization and building a relationship with the
customers (Guo & Saxton 2018).
Purpose
The purpose of the social media policies is to make the employees aware about the
content that should be posted on the social media sites and the content that should not
be posted on social media sites to keep the data confidential. The usage of social
media by the employees can have a good and bad impact on the reputation of the
organization.
Thesis statement
The thesis of the social media policies of the Sunshine 100 will cover the impact of
the social media on the employees and the indirect effect of the social media on the
employer and organization.
Blueprint
The thesis will include the advantages and the disadvantages that are provided by the
social media to the Sunshine 100 organization and the importance of the social media
policies in the organization. It will also contain the communication plan and key
points of the social media policies.
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Q1. What are the potential advantages and disadvantages of an organization
when using social media?
There are several advantages as well as disadvantages of using social media in the
organization. Some of them are listed in the table below:
Advantages Disadvantages
The social media can help in recruiting
new candidates for the job through
advertisement.
There is a risk of hacking the social
media account to get the confidential data
of the organization
The effective marketing can be done by
the social media posts.
The negative comments and posts from
the employees may result in negative
exposure of the brand to the customer.
The internal policies of the company
news such as benefits, policies, social
events, and professional developments
can be shared through social media (Icha
& Agwu 2015)
There are several legal regulations that
employers can become susceptible to.
The social learning can be promoted
through social media and it can also help
on knowledge sharing between the
employees
The over-usage of the social media inside
the organization can have an impact on
the productivity of the employees
The customers can be engaged in the
brand
The social media might make the
employee do over-shifts due to the usage
of social media (Icha & Agwu 2015)
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Q2. What impact might an individual employee’s comments or behavior have on
an organization’s brand in the sense that it might be seen by broader and
unintended audiences?
The role of the social media is greater in building or breaking the business
organization such as Sunshine 100. The clear guidance can be given through the
media policies for the organization to the employees as any post from the employee
can make or break the reputation of the organization. The guide is provided to the
employees regarding the posts that can be posted and the content that is prohibited
from sharing on social media. The confidential information such as client name,
project name and the project specifications cannot be shared with the social media
account. The restriction is applied on the sharing of information so that the
competitors and the litigations cannot hack the account to extract the crucial data that
can break the reputation of the company (Van Osch & Steinfield 2017).
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Q3. What social media interaction should a company’s social media policy
cover?
Some of the social media policies that are incorporated at the Sunshine 100 are:
 Employees who are posting online about their personal life by associating them to
the company, they must brand their posting on social media as their own and have
no relation to the company.
 The content about the company that is posted online should not be shared outside
the online community of the brand. The sharing of information like the design
plans and legal operations is prohibited.
 Proper referencing to the content posted and proper copyright must be done to the
content while posting that on social sites.
 The unethical content such as racial, religious, sexual and other slurs are not
tolerated by the Sunshine 100 (Garcia-Morales, Martín-Rojas and Lardón-López
2018).
With the help of communication plan template, the communication strategy can be
made by the director of social media for communicating the policy and strategies to
the staff.
The communication plan for Sunshine 100 should be a very policy-driven approach to
providing correct and useful information to the stakeholders and the employees. The
plan of communication includes when the information should be transmitted, how it
should be transmitted, who should deliver it and what information should be
transmitted. The authority of communicating the sensitive information is also known
by this plan. The anticipation of what type of information should be communicated to
a specific group of people (Webster & Hume 2018).
Table 1: Communication plan of Sunshine 100
Timing The beginning of the new project and the
selection of new employees
Audience Manager, quality manager, marketing
manager, staff
Sender Administrator and security manager
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Key message The social media policies where the
allowable posting content and restricted
content is described
Desired outcome The online posting of the confidential
information about the company should be
reduced and the reputation should not be
broken.
Medium Social post, notice, notifications
Materials The reputation of the brand and the
confidentiality of the information
Frequency Monthly
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Conclusion
The report is prepared with the impact of the social media on the business
organization and its reputation. The advantages and disadvantages of social media are
described. The importance of social media policies is mentioned. The communication
plan of the Sunshine 100 with the key points of the social media policies is also
provided in the report. The communication plan
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Presentation slides
Slide 1
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Slide 2
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Slide 3
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