1 Reply Latest reply on Jan 14, 2011 2:05 PM by JJSchultz

    Use and Participation Protocol for an internal employee community


      I am currently working on a protocol that will guide employee use of our community, which will include some at-a-glance "rules". One thing I need to try to word concisely for new users is for them to think critically about the content they intend to post before they post it to our community - considering what group, who can see it, what they can do with it, and ultimately whether they should be posting it at all. I am interested in knowing if other community managers have expanded on this (number 8 in red) in their policies, and what wording you have used.


      1. Know and follow the Employee Code of Conduct and Respectful Workplace Standard. “Community Name” cannot be used for personal gain.
      2. Understand that comments/postings that are deemed inappropriate are not permitted; see Appendix B – Definitions, “Inappropriate Content”. These types of comments will be removed or edited and progressive disciplinary action may be taken.
      3. Report inappropriate content via the links provided within Community Name.
      4. Ensure that participation in Community Name" supports work-related duties. 
      5. Utilize blogs and discussions to facilitate and promote informal debate and discussion.  Writing in a casual, conversational manner is encouraged.  This tool is intended to promote innovation and creativity.
      6. Not change or delete another employee’s entry or comments.
      7. Respect the privacy of individuals by ensuring expressed permission is received prior to posting names, phone numbers, addresses, photos, or other personal information.
      8. Before creating groups and posting content, consider:
      • the nature of the content being shared - if you would not share the content through email, don’t post it in “Community Name”;
      • who is in a position to require knowledge of and access to the content at different points in time - protect sensitive and confidential information through the use of private groups and manage the membership of the group appropriately;
      • what other users should do with a document you are posting - utilize the Collaboration Options to control who can edit the document, to add approvers and to control commenting on the document.
      1. Be aware that violation of this protocol may result in disciplinary action.




        • Re: Use and Participation Protocol for an internal employee community

          Hi Asley - in addition to our Information Systems "Terms of Use Agreement" Document (which center more around security/confidentiality), we added the following guidelines which take on a softer tone while still providing approrpriate guidance.




          Keep it clean, keep it professional. Every post should make a positive contribution and should be suitable for all users. “community” content is open to all points of view on intended business-related topics; mature, polite debate is encouraged.  We will however remove any post or reply that includes derogatory, abusive, offensive, obscene, violent or inappropriate content of any kind. Always interact with other users respectfully, as you would in any professional setting.


          Be honest, be yourself. “community” is intended to be used for the helpful exchange of information between members. False, inaccurate, or otherwise misleading information is generally not helpful.  Please be sincere in your community or group participation by only contributing valid, useful content.


          Respect the privacy of others. It's up to you, and only you, to decide whether or not to share personal information about yourself or your business.  Please do not post or send a reply that includes another user's postal or email addresses, phone numbers, or other contact information.


          Help look after your community or group. Communities and groups are established for the benefit and enjoyment of members like you. If you notice content that does not align with the “community” guidelines or Terms of Use Agreement, please report it to our site moderators by selecting Report Abuse.