Four Calling Birds… and a Flock of Communication Policy Tips

“On the fourth day of HR’s favorite season, my lawyers said to me… four calling birds (and a guide to employee communications).”

The rise of social media and remote communication has put employee “calling” in the spotlight—whether it’s posting online, sending chat messages on workplace platforms, or other internal communications. While employees have the right to free speech outside work, employers often have legitimate concerns about productivity, confidentiality, and reputational risk.

Why Communication Policies Matter

Employees often underestimate how their online or internal communications reflect on the company. A single post or message can:

• Violate confidentiality agreements
• Create perceptions of harassment or discrimination
• Damage the organization’s reputation
• Lead to claims of defamation, copyright infringement, or social media misconduct

Clear policies protect both the organization and employees by setting expectations, defining boundaries, and encouraging responsible communication.

Key Elements of Effective Communication and Social Media Policies

1. Confidentiality and Trade Secrets
   Employees should understand what information is proprietary or confidential. Sharing business strategies, client information, or unpublished financial results can have serious legal consequences.
2. Professionalism and Respect
   Internal chat platforms are subject to the same harassment and discrimination expectations as in-person communication. Remind employees to maintain a professional and respectful tone.
3. Social Media Guidance
   Policies should clarify acceptable public posting and delineate personal from professional social media use. Encouraging employees to identify themselves appropriately and refrain from speaking on the company’s behalf without authorization helps minimize risks.
4. Reporting Mechanisms
   Employees need clear guidance on how to report inappropriate communications or concerns. A defined reporting process helps nip potential issues in the bud before they escalate.
5. Consistency and Enforcement
   Policies only work when applied fairly and consistently. Enforcement should be the same for all employees, regardless of rank, minimizing claims of favoritism or retaliation.

Tips for Implementation

• Keep It Readable: Use plain language and provide examples of acceptable and prohibited conduct.
• Train Managers: Supervisors should understand the policy, recognize violations, and model appropriate behavior.
• Update Regularly: Technology and social norms evolve quickly. Review policies annually to maintain relevance.

The Takeaway

Whether employees are posting online from home or messaging colleagues in Slack or Teams, clear communication policies maintain a safe, professional, and compliant workplace.

If you’re unsure whether your policies address emerging communication risks or need help drafting or reviewing your social media guidelines, legal counsel can provide invaluable assistance – contact Hannah or other members of Verrill’s Labor and Employment practice group. Proactive guidance now prevents much of the “calling bird” chaos later.

Continue reading our series with Day 5 here.