Creating social media policy for a class – the scope

It is important when setting a social media policy is to clarify the scope of it. Which users the policy targeting and in what external or internal tools. Because legally if something wrong happened the scope can be a possible escape or an involver. People uses social media all the time and it’s part of their personality and¬†appearance, and what ever your organization it’s impossible to totally control them, here is a simple funny chart from social media today¬†that explain a little bit about how¬†complex¬†and vary the risks associated with the personal vs.¬†¬†official use of social media policy:

 

It is also clear in the recent patents war between Microsoft, Apple and Google. Microsoft executives¬†Frank X. Shaw¬†and¬†Brad Smith¬†was tweeting from their personal accounts to represent Microsoft’s point of view, and the media was taking this seriously.

By investigating some existing media policies from New South Wales Government, Queensland Government, IBM and Tesltra Extra and going through this guide,  and from my past experience of creating e-learning courses to ensure policy awareness in Saudi Telecom Company. The class social media policy has to have a clear scope, purpose and other elements that the class may not need (like background information and definitions), so here is the suggested scope and I will update the Wiki page to add it:

Scope

This social media policy applies to all INN346 and INN346 students of the second semester 2011 at QUT. And it includes their uses of social media tools that includes:

  • QUT’s internal websites that the students may participate in, either at classes or as part of QUT’s non-class activities
  • External social tools, like social networking websites (ex. Facebook, LinkedIn..etc.), blogs , micro blogging, Wikis or any tool that provide mass participation to the public.

“No Emails” is it loss of control or total control?

If you are a project manager, your email inbox will have:

  • All your team progress
  • All project documents (including all previous versions (including all team members editions of previous versions))
  • All your higher management comments
  • All your friends funny emails!
Whatever method that your email client tries to do to arrange it, it will still on that client, and each member of your team will have their own way of arranging them, and that was just an example. This is one of the main problems that gave the raise of Enterprise 2.0, here is a match between Enterprise 2.0 tools and functionalities:
Blogs:
Personal point of view expander, and an updates stream. So the project manager have a single point for announcements and their following comments and discussions, and team members (or employees generally) can put some ideas or whatever will benefit the others, and of course since it’s in their blog, and it’s publicly their idea, it will give them a credit.
Wikis:
As a collaboration data organizers and a semi-dashboard of the project or the department. Where every team member can see and change the latest data and documentation available, many collaborative processes take a lot of time and some of them sleep for a while in the inbox.
Internal Social networks:
Open and equal oppurtunity¬†discussion¬†platform. Employees will be able to share, chat exchange ideas in a neutral place, it’s much faster and more organised than email conversations. They are agile to do the same thing that the monster emails do.

Example

The previous uses of Enterprise 2.0 tools clarifies that it’s all about visibility, as¬†Austin Hardware¬†benefited this principle¬†to make¬†transparency that helped¬†requirements¬†from customer service to reach product development. Without Enterprise 2.0 technologies those data have to pass through a log chain of managers and many others in the middle to look at it and then to decide whether it’s interesting to be passed through or not, it’s a great example to know the power of information flow and¬†it’s not make since that managers and staff see everything through the email¬†microscope. There are other examples that solved some¬†difficulties¬†which will be discussed in the next section.

Shortcomings & Engagement

There are little and technically temporarily shortcomings with Enterprise 2.0 technologies compared to the email, which are files attachments and instant notifications. But some of  the main shortcomings, even if you set the policies and procedure, and assures every user of these technologies are aware of them are the implementation and engagement shortcomings, the change has to be gradually and here are two ways to do it:
Finally, if many employees can see the data, means many chances that this data can go to the wrong path, as will as many chances that it finds non-expected useful path. It’s important to know that there can’t be information exposure without risks.

“Openness” as a business backbone

Once upon a time, the only way to communicate with your co-workers was yelling!  and as technology evolves, it is clear that where communication is better, collaboration is better, so a bigger projects and work is done then the enterprise in a better comparative situation. Since late 90s traditional Enterprise Systems made it possible for an employee to check weather the company has  the financial ability, the storage space and all required approvals before doing a purchase order. Now companies want more, they want everybody to think in the same time Wikis and Blogs can be considered as a project management tools to replace the heavy use if emails. Also there are other tools that can encourage the innovation in the firm like what IBM did with its Innovation Jam to have its crowd sourcing in action. Such benefits encouraged the rise of companies that produce a Web 2.0 applications just for the enterprise sector, like Million Brains which is an internal product to encourage the innovation through collaborative intelligence within a firm and helping it to make it real, and Yammer which is an enterprise social network (something like Facebook). Also companies want the communication to be extended to their customers. British Telecom has applied the methods of Enterprise 2.0 which gave them a better internal communication where chats are open and the traditional boundaries are narrowed and the consumers are participating in the products definition. In addition, collaborating with the outside world can result in an unexpected results like when NASA shared with the public their Mars rover missions, then rover Spirit had stuck, and NASA created a dedicated blog for the public to follow what happens to her, they received  a suggestion from a 7 years old to use the front camera arm to to rescue the rover

Julian's suggestion

The downsides

There are¬†major¬†difficulties in applying Enterprise 2.0 in organizations, in terms of both pushing people to participate and pulling them from¬†being too wild. As¬†Julian Birkinshaw mentioned in The 5 Myths of Innovation, the second myth which is don’t expect people just to come in, and what happened in IBM’s Innovation Jam included a lot of marketing campaigns because it requires cultural change in the firm which is not easy, Also it’s a way to collect many existing data that can or cannot be beneficial especially if it’s from the public. On the other side, Enterprise 2.0 success has many risks which require a lot of changes in the policies and regulations regarding information security and¬†confidentiality, and this means a clear awareness to the staff.

The bottom line

Companies can’t ignore the idea of applying a new concept such as Enterprise 2.0 because otherwise their rivals may know how to benefit from it and be more¬†efficient¬†to keep them behind. So at some point they need to¬†investigate¬†how can they gain from it with the least pain.

The Blogging Venture

Why Blogging?

Before talking about Enterprise 2.0, it’s obvious to be a Web 2.0 personnel, because Enterprise 2.0 is a small version of Web 2.0 in an enterprise. Web 2.0 is the new ways of¬†communicating¬†through¬†the web and among them is blogging. It is one of the oldest characteristics of Web2.0 and it still strong and widely used, because it’s an¬†independent¬†agent about you, especially if you have your own server hosting, you rule it, customize it and nothing limits what you’re writing. In this post I’ll discuss some blogging motivations and how to set yourself a personal brand.

Motivations & Purpose

As a start consider blogging as talking to your self and being clear with it. By explaining what you will do or what problem do you have to others,¬†you first explain it to yourself, and this will help you a lot to perform better, and that’s an intelligence.¬†Many bloggers found some of their main motives after they started. ¬†The readers and their impressions and comments have a special¬†fancy. Also it’s an archive to your thoughts and ideas even for your self. Some people express their ideas as a reference and¬†before doing anything to implement them, also to hear about it from others to improve it. As a result it will be an ongoing resume that has you latest thoughts and projects. As much you give it as much it gives you.

Succeeding

Here are some hints that will help you to succeed on your blogging endeavour:

You enjoy it first: To reach the targeted audience means to¬†convince them to leave all the¬†interesting¬†things in the web (or life!) and read your blog, so you have to be interesting and the most important way to do it is to write about something you’re passionate about, and surely you’ll enjoy talking about it in the real life.

Defining your figure: Speculate your real personality to be able to build your brand or personality¬†on the web. Your tone, colors posts style..etc have to be somehow connected and¬†revealing a confident personality. This also involves removing who you don’t want to be, as this illustration shows:

Marketing your skills: If you want market some of your skills for potential customers or employers, put some of them for free! give some of your experience or work for the people to look at it, it’s ether they will be impressed and hire you or you will get a useful feedback.

Measuring your success: There are many ways to measure your success, watch the statistics, comments, trackbacks and whatever can help you keeping an eye on how people looking at you.

Finally

It is a way to express yourself  in a context you chose for an objective. I hope this you binifitted from this post, and if you have any comments, additions, suggestions to leave it in the comments area.

Useful references:

41 Blog Success Tips from 10 Years of Blogging You Can Learn Today

Personal Branding ‚Äď Using a Blog to Create/Communicate Brand YOU

How To Measure Success of a Blog (120 Days in Numbers)

Why Talking to Yourself Might be The Highest Form of Intelligence