Why Your Business Needs a Phone & Social Media Policy Now
Employees talk about work around the water cooler, in the breakroom, and increasingly, through phones and social media.
The U.S. Securities and Exchange Commission (SEC) and other financial regulators are cracking down on businesses that fail to monitor “off-channel” communications.
If you are in a regulated industry, you could currently be unknowingly non-compliant with these SEC rules and subject to huge fines.
If your company isn’t directly affected by these rules, unchecked phone and social media use can still create security risks, compliance challenges, and workplace distractions.
Here’s Why it Matters for Your Business:
Data security risks
Messaging apps, like WhatsApp and Skype, can store sensitive information, including conversations, attachments, and client details, without proper security measures.
Compliance challenges
If your industry has regulations on recordkeeping or communication oversight, off-channel messaging could lead to costly non-compliance challenges
Transparency and accountability
Unmonitored “off-channel” messages make it harder to maintain an audit trail, which can complicate compliance checks or internal investigations.
Productivity concerns
Even if you are compliant, phones and social media can be massive workplace distractions, reducing productivity and engagement.
Reputation management
Blurred personal and professional communication lines increase the risk of inappropriate interactions that can lead to other issues and interactions that could harm your business.
Phone and Social Media Policy Checklist
Approved and Prohibited Tools
✅ Specify which communication platforms are allowed for business use (e.g., email, Teams, Slack).
✅ List prohibited apps (e.g., WhatsApp, Skype) to prevent compliance risks.
Productivity and Appropriate Use
✅ Set clear expectations for personal phone use during work hours.
✅ Define whether employees can check phones at their desks or only on breaks.
✅ Address special considerations for hybrid and remote workers.
Social Media Use
✅ Clarify if social media is allowed during work hours.
✅ Establish guidelines for employees managing company accounts.
✅ Ensure employees understand copyright, fair use, and confidentiality rules.
Risks and Safety
✅ Identify roles where phone use could pose safety hazards (e.g., drivers, machine operators).
✅ Conduct a risk assessment to determine necessary restrictions.
✅ Ensure compliance with regulations (e.g., CDL driver requirements).
Company-Issued Phones
✅ Define acceptable use for business-provided devices.
✅ Specify whether personal calls and app downloads are permitted.
✅ Outline security measures to protect company data.
Disciplinary Measures
✅ Clearly define what constitutes a policy violation.
✅ Specify consequences for non-compliance.
✅ Reference your Employee Discipline Policy for enforcement guidelines.
Ready to Strengthen Your Policy?
When was the last time you reviewed your policy?
If you’re unsure if your current phone and social media policy covers all the risks, we can help create clear guidelines to protect your business and boost security and productivity.
Contact us today for a free consultation!
