Social Media Procedure

Effective Date: 22/01/24

1. Personal Social Media Guidelines

a. Understand the Policy: Familiarise yourself with the Umoya Social Media Policy to ensure compliance with relevant legislation and company guidelines.

b. Distinguish Personal and Professional: Clearly differentiate between personal and professional social media activities. When expressing personal opinions, make it clear that these views are your own and not representative of the company.

2. Content Approval Process

a. Submit for Approval: Before posting any company-related content, seek approval through the designated content approval process. Ensure alignment with the company's values and guidelines.

b. Roles and Responsibilities: Identify and contact the designated personnel responsible for content approval. Respect the roles and responsibilities outlined in the approval process.

3. Crisis Management Protocols

a. Immediate Reporting: Report any potential social media crises or negative incidents immediately. Do not engage in online discussions without guidance from the response team.

b. Follow Response Timelines: Adhere to the established timelines for responding to social media crises. Cooperate with the designated spokespersons to ensure a consistent and timely response.

4. Monitoring and Reporting Mechanisms

a. Regular Monitoring: Regularly monitor social media channels for company-related content. Report any inappropriate content or potential issues promptly through the established reporting mechanisms.

b. Reporting Procedures: Understand and use the reporting procedures for identifying cybersecurity threats, inappropriate content, or policy violations. Encourage colleagues to report concerns as well.

5. Training and Awareness

a. Attend Training Sessions: Participate in regular training sessions to stay informed about updates to the social media policy, relevant legislation, and best practices for responsible social media use.

b. Stay Informed: Keep yourself updated on changes in social media platforms, privacy laws, and industry trends that may impact the way we engage on social media.

6. Escalation Process for Violations

a. Internal Reporting: If you observe or become aware of any potential policy violations, use the internal reporting system to report your concerns. Respect the confidentiality of this process.

b. Cooperate with Investigations: If your report triggers an investigation, cooperate fully with the designated personnel to ensure a thorough and fair review of the alleged violation.

7. Continuous Improvement

a. Provide Feedback: Share your insights and feedback on the effectiveness of the social media procedure. Actively contribute to the continuous improvement of the process.

b. Adapt to Changes: Stay adaptable and be open to adjustments in the social media procedure. Embrace changes that enhance our social media practices and compliance with policies.

By following this social media procedure, you contribute to maintaining a positive online presence for Umoya while respecting privacy, complying with relevant legislation, and minimising risks associated with social media use.