Written by Nicola Gater | 26th September 2025
Earlier this year, the BBC found itself in the headlines when Gary Lineker left his presenting duties after posting a controversial tweet. The debate that followed wasn’t just about football or politics, it was about freedom of opinion, brand reputation, and how lines had blurred between personal and professional use of social media.
And it’s not just famous people who get caught up in this. According to research by security firm CyberArk, almost half (49%) of UK employees knowingly post things on social media that could damage their employer’s reputation or finances.
Social media is everywhere – it’s how people connect, find work, share news, and promote ideas. For businesses, it’s a double-edged sword. Used well, it’s a brilliant tool for marketing, recruitment and employee engagement. But unmanaged, it can open the door to reputational damage, confidentiality breaches, harassment claims, or even cyber attacks.
That’s why every employer, no matter the size of the organisation, needs a clear, practical social media policy. Without one, you’re putting your business at risk.
Opportunities and risks of social media in the workplace
There’s no denying the opportunities social media offers to businesses. It’s a cost-effective way to market your brand, connect with customers, and tell your story. Recruitment is another big benefit – Glassdoor reports that 79% of candidates use social media in their job search, with Gen Z jobseekers most likely to discover opportunities this way.
Social media can also play a role in workplace culture and employee wellbeing when managed appropriately. Some employees may use brief social media breaks to decompress during their workday, similar to other short breaks like chatting with colleagues or stepping outside. When clear boundaries are in place, these moments can contribute to overall workplace satisfaction without disrupting productivity. However, the key is ensuring these breaks remain brief, appropriate, and don’t interfere with work responsibilities or create security vulnerabilities.
However, it’s clear social media does not come without risk. Oversharing online can lead to reputational damage, particularly if employees post negatively about their workplace or colleagues. Confidential information might be revealed by accident, or worse, on purpose. Posts intended to be read one way, can easily be misinterpreted, which can lead to conflict.
Another risk is the way workplace tensions can spill over into online. Harassment or bullying that begins in the office can easily continue in social media groups, private chats or public comments. When this happens, the impact isn’t limited to the individuals involved, it damages team morale, creates divisions within teams, and if left unchecked, can result in formal grievances or tribunal claims.
There’s also the reality that disgruntled employees (former or current) may use social media to vent frustrations or even deliberately harm their employer’s reputation. This could be through negative posts, sharing confidential information, or encouraging others to boycott your business. While most employees would never dream of doing this, it only takes one person to create a situation that attracts unwanted attention and damages trust with clients, customers, or future recruits.
Last but not least, cyber security is an often-forgotten risk of social media. One careless click on a malicious link shared through Facebook, WhatsApp or even LinkedIn could expose your business to a serious breach. Phishing attempts increasingly use social platforms because they appear more personal and less suspicious, which means employees need to be extra cautious about what they engage with online.
From this, it’s clear that social media is a powerful tool, but without guidelines it’s a liability.
Platform specific considerations
Each social platform has its own risks and you don’t need to write separate policies for every app, but you do need to understand how employees might use them and where boundaries should be drawn.
You might use this at work for team chats and quick updates, but the informality of messaging apps like WhatsApp can blur professional boundaries. Group chats can easily slip into inappropriate territory, and sharing client details this way can breach confidentiality.
TikTok
It’s common for businesses on TikTok to get involved with what’s trending, like the dances and voiceovers, which is fantastic for brand building, but you need to be careful that employees don’t share something controversial. Also, a clip filmed in the workplace could accidentally reveal confidential information or paint the wrong picture of your company culture.
Voice notes
These are becoming more popular, particularly among younger workers, but they raise questions about professionalism and privacy. What if a confidential voice note is forwarded on, or the tone comes across as dismissive?
Employees posting photos from inside the workplace might not think twice about what’s in the background, but screens, or documents could contain sensitive information. Personal-professional crossover is another issue, especially if employees follow clients and are followed back on their personal accounts.
Employees might also have access to the company Instagram account or a client’s Instagram account, where comments could be made on other posts, or inappropriate messages sent.
X (formerly Twitter)
People often post in the moment on X, as it’s a quick platform with a limited number of words/characters allowed per post. Much of the content has a political agenda too.
This can quickly cause problems if employees post controversial views, or something negative in the heat of the moment, that get linked back to your business.
Perhaps the most professional platform, but it still comes with its risks. Employees need to avoid sharing confidential or commercially sensitive information, they must comply with GDPR and engage respectfully in comments and discussions. You should encourage employees to share posts and their opinions that are related to their job but set boundaries to protect brand reputation.
Facebook is often seen as a customer service platform, as it’s a great way to get in direct contact with businesses. However, people do use it voice their concerns and might create or join public messaging groups to complain about a company. There’s a risk that employees share inappropriate or damaging information in these, and then they are out there for everyone to read.
In addition to the platforms above, there are other emerging ones like Threads, which is a combination of Instagram and X. It’s good to acknowledge that new social media apps launch regularly and your policy should be flexible enough to adapt.
What makes an effective social media policy
A strong social media policy sets out your expectations for employees clearly and fairly. It should cover:
- Clear dos and don’ts for each platform
Employees shouldn’t be left guessing about what’s acceptable online and a good policy will set out examples of the kind of posts that are encouraged, such as sharing company news on LinkedIn or supporting a marketing campaign on Instagram, as well as what’s not acceptable, like posting negative comments about colleagues or clients.
Giving clear, practical examples removes ambiguity and helps employees feel confident they’re staying on the right side of the rules.
- Personal vs professional accounts
It’s important to make a distinction between when an employee is speaking for themselves and when they could be seen as speaking on behalf of your organisation. For example, an employee’s personal Twitter account might still be linked back to your business if they list you as their employer. Your policy should explain how personal use can cross into professional territory, and what boundaries need to be respected to protect both parties.
- Confidentiality and data protection requirements
Confidentiality breaches don’t always happen deliberately, sometimes they’re the result of a photo with a client list in the background or a quick comment about a project that isn’t public yet.
Your policy should remind employees that data protection laws, like GDPR, apply to social media too. Making confidentiality expectations clear is one of the most effective ways to prevent accidental slip-ups.
- Consequences and disciplinary procedures
Employees should understand not just what’s expected of them, but also what will happen if the rules are broken. This means setting out a fair, consistent process that might start with an informal chat or warning about what they are posting or engaging with online but could escalate to formal disciplinary action depending on the severity of the issue. Being transparent avoids any claims of inconsistency or unfair treatment later.
- Regular review and update processes
Social media is constantly changing, with new platforms, trends and risks, which is why a social media policy should be reviewed regularly. Setting a review date, perhaps annually, involving both managers and employees in the process helps keep the policy relevant and practical.
- Training and guidance
To make a policy work, employees need to understand it, and your managers need to feel confident applying it. Training sessions, using real examples and scenarios employees are likely to encounter, can help with this.
It should be something that is delivered during induction for new starters and again in refresher sessions. Employees should be able to access to the policy at any time.
Implementation and enforcement
Implementing your policy starts with communicating it to your teams. Start by explaining why the policy exists, that it’s about protecting both the business and employees, not about spying on them or stopping them from being able to express their opinions. Train managers so they can answer questions and apply the rules consistently.
Encourage employees to ask questions if they’re unsure and make sure they know who to go to for guidance.
As an employer, you have the right to protect your business and check employees are being compliant with policies, but close surveillance on what they are doing online, in and outside of work, can damage trust. A balanced approach is best, focus on education and trust first, and only step in when there’s clear evidence of inappropriate use of social media that impacts the workplace.
Why social media policies are business critical
A good social media policy protects your brand, helps employees feel confident about what they can and can’t share, and reduces the risk of reputational, legal, or financial damage to your business.
As social media is always evolving, your approach to policing it needs to be flexible, responsive, and reviewed regularly.
We can review your current policies or create new, tailored social media guidelines that reflect your industry, your workforce, and the platforms that matter most to you.
Contact us today for a complimentary policy review and discover how we can help you take advantage of social media while keeping your organisation protected.
Get in touch with our team info@realityhr.co.uk or call 01256 328 428.
About the author: Nicola Gater, Head of Operations
Nicola has vast experience in a broad range of sectors and expertise in the employment implications of mergers and acquisitions, including the challenges of TUPE regulations. Nicola also works on diversity and inclusion projects, company culture exercises, rewards and performance management programmes, and day-to-day HR.