Build the company’s social media strategy

First, management needs to define its social media to help inform its policy. How active do you want to be on social media? How do you plan to respond to comments? How involved do you want employees to be on social media as it relates to the company, specifically when involving company-issued devices or during business hours?

Companies must consider a proactive role in social media because if the company is not telling its story, someone else will fill the void. Plus, it's a great way to engage with the community and give everyone a glimpse of the company's culture.

Also, define what "social media" is for your company. Companies will likely want to cast a wide net to encompass blogs, personal websites, message boards, Wikipedia, as well as Facebook, LinkedIn, Twitter, and YouTube.

Determine the company's response process as well. Management's gut reaction might be to censor the content or take down less-than-flattering comments about the company. Management needs to understand the purpose of social media, and instead have a well-thought-out social media response process in place to ensure timely responses to questions and comments, so issues don't linger or snowball.

Once management determines the company strategy, establish tools, i.e., social media monitoring to help achieve the objectives.

Establish social media policy and identify a social media manager

While every company's social media policy is unique, make clear to employees that the company's code of conduct must be followed online as it is followed offline. Employees must protect proprietary and intellectual property and never share any confidential or proprietary information via social media, even through private messaging.

State clearly in the policy that employees can never represent themselves as official spokespersons for the company unless given explicit permission by the company. Moreover, while there should be management support of employee comments or likes on content associated with the company, employees need to make it clear that the views they express on social media are theirs and do not represent the company.

A company should determine one person that is responsible for its public persona and social media efforts, including monitoring and posting regularly on all social media channels. The social media manager must also be the one to handle any negative comments about the company, as well as any media requests.

Conduct regular training for employees

Companies must consider training for employees. Host a brown bag luncheon with social media training to provide employees an opportunity to understand the company's social media policy better, as well as ask questions. Employees often make social media mistakes when they don't know better.

Social media has changed the role of company communications. Companies — both big and small — that build a strong social media strategy and policy see the value of delivering company messages to a broader community, monitoring for feedback, and listening to conversations about their brands.