Beware of the workplace group chat!
In the modern workplace, the integration of social media as a forum for staff communication and engagement is inevitable. While platforms such as group chats, x, Facebook and Slack can enhance communication and team bonding, they also present challenges that require well-defined and regularly updated social media policies. The recent case of Breanna Roche v The Trustee For The Dolphin Hotel Unit Trust [2024] FWC 606 (10 May 2024) underscores the critical need for robust social media policies in the workplace as well as clear education about workplace expectations and the consequences for inappropriate conduct.
The Case
A bar supervisor at the Dolphin Hotel was dismissed in part for criticizing company management in a WhatsApp group chat for staff. The Fair Work Commission found this conduct contributed to and created a negative environment among staff and was not appropriate for the workplace. Despite being warned by the employer, the bar supervisor continued sharing negative perspectives about the employer with her colleagues, providing a valid basis for her dismissal.
Learnings
Organisations can take a few simple steps to reduce the risk of employees making inappropriate or unprofessional commentary in the digital world.
The rapid evolution of chat aps, forums and social media platforms necessitates that workplace policies remain dynamic. What was acceptable a year ago might not be today due to changes in platform features, company culture, or legal precedent. By regularly reviewing and updating these policies, employers can ensure that all staff members are aware of current expectations and standards. This proactive approach can help prevent incidents that may result in poor workplace culture, reputational damage, incidents which lead to disciplinary actions or dismissals.
However, simply having a social media policy is insufficient; it must be effectively communicated to all employees. Socializing these policies involves more than just distributing a document. It requires engaging staff through meetings, workshops, and regular reminders. Ensuring that employees understand the rationale behind the rules can foster a cooperative environment where everyone feels responsible for upholding the company’s reputation both online and offline.
Providing regular training is also essential for ensuring that employees not only understand social media policies but also understand how to apply them. This includes providing clear examples of what constitutes appropriate and inappropriate behaviour on social media. Regular training sessions can also serve as a platform for employees to ask questions and express concerns, thus fostering a transparent and supportive workplace culture.
A key lesson from the Dolphin Hotel case is the importance of addressing social media misconduct proactively. When the bar supervisor first exhibited inappropriate behaviour on social media, a timely and clear intervention could have set boundaries and provided guidance. By addressing issues early and consistently, employers can prevent minor infractions from escalating into significant problems. This involves not only issuing warnings but also offering support to employees who may be struggling with personal issues affecting their professional conduct.
Social Media, Chat Aps & Forums
Different types of social media channels present unique challenges and opportunities for employers. Companies need to be mindful of the specific characteristics of each platform when crafting their social media policies. This includes:
- Public Platforms (Facebook, Twitter, Instagram, TikTok): These are highly visible and widely used. Employees should be aware of the broad audience and the potential impact of their posts on the company’s reputation. It might start off as private, but it only takes one screen shot to go viral to an unintended audience!
- Professional Networks (LinkedIn): These are often used for professional interactions, but it is not uncommon for employees to use LinkedIn to criticise the culture, conduct or practices of their employer. Policies should emphasise maintaining professionalism and avoiding any content that could damage the company’s or the individual’s professional image.
- Internal Communication Tools (Slack, Microsoft Teams): While primarily for internal use, these platforms can still become a venue for inappropriate comments or confidential information leaks. Clear guidelines are necessary to maintain a professional and respectful internal environment. It is also important to regularly remind staff that communication on company licenced products is recorded in data logs…
- Group Chats and Messaging Apps (WhatsApp, Messenger): These can blur the line between personal and professional communication. As seen in the Dolphin Hotel case, even seemingly private group chats can have significant workplace implications. Factors such as the name of the group name, points of discussion, and even the membership of the group can result in what is believed to be a private chat becoming industrially relevant. Policies should clarify the acceptable use of these platforms for work-related discussions, particularly where privacy and confidentiality matters are concerned.
The Dolphin Hotel case highlights the critical importance of having strong, current social media policies in the workplace. By keeping these policies up-to-date, effectively communicating them to staff, providing comprehensive training, and addressing issues proactively, employers can manage the challenges of social media while enhancing communication and team cohesion. Don’t forget, if things do go wrong, we’re here to help. If your organisation needs assistance in dealing with complaints about social media issues, investigating allegations, or assessing the health of your workplace culture, get WISE!