The Ways How Human Resource management Controls Social Networking - Literature review Example

Social Network Weave Uneasy Web for Workers Social Network Weave Uneasy Web for Workers Introduction: The use of social networking is spreading very rapidly at the present time. Websites such as Twitter, Facebook, MySpace, and LinkedIn are playing vital role in diffusion of social networking among people of all occupation and ages. Social networking at this era has become essential part of the professional and student’s lives. Through these social webs employees connect their networks which are professional in nature and share things regarding their job, employers and organization. Because of this trend employers are at the risk of losing the organizational secrets that are vital for the company’s success and for this reason the HRM feels that there should be ethics of using social networking websites. As well as employers think that use of social networking websites will turn their workers unproductive and less interested in the work. Moreover employers also have the fear of losing organization’s reputation when employees make unsuitable comments about their companies or employers. Despite of the valid reasons employers cannot stop the workers to quit using social networking websites during working hours; it’s a habit which is getting stronger day by day. Although, HRM can find out ways to make valuable use of social networking, which could be beneficial to their organizations rather than prohibiting the use of social webs (Holland 2011). This paper will suggest the ways how HRM can control the use of social networking websites of their workers, what policies should be created for use of such sites and how to make the beneficial use of social networking because on the other hand, it is an efficient source of spreading the business. Social networking is a useful tool, which can be used by companies as a way of communication between supervisors and subordinates. Moreover, social networking can form alliances and workers can help each other in their work by sharing information among them. Analysis of the problem: Good side and the Bad side: Due to traditional hierarchy, flow of information among different departments and level of managements were difficult and time consuming and resulted to be the cause of delayed work and decisions. Social networking websites proved to be proficient in this regard as it quickly delivers the message between managers and the employees and the managers can make decisions instantly, without wastage of time. According to Swartz, a corporate social network make the duration of time shorter because these social webs convey the message in minimum time possible. Social networking indirectly decreases the completion time of work because it decreases the time that traditional ways take to make contact between the managers and the employees (Baker et al. 2011). Along with the benefits of quick communication, social networking websites provide the opportunity to share the information needed between two employees, companies and subordinates. Organizations find new businesses, joint ventures, and alliances through social networks and it allow companies to look for attractive marketing strategies and techniques. Damein Cummings, who is the online and social media director of Dell, says that Dell in involving social networking in everything that its employees do because it the best way to contact with the employees and get their regular feedback regarding company’s policies and it is the source of getting innovative ideas, which can be implemented in future (Selvaretnam 2011). The things that make social networking beneficial also do the damage, so it is the matter of concern for the HRM and senior executives when the employees socialize during working hours. For many companies, the customer information is a trade secret and is legally protected. This trade secret can become a problem when an employee uses social networking at the workplace and sends an invitation to the customer. The trade secret loses its value and is no more a secret if the customer accepts the employee’s invitation because than the customer and his/her information is publicly shown. Moreover, the company’s competitor can track the customer information by simply looking at the employee’s profile (IceMiller LLP 2009). Another misuse of the social networking is the damage to the company’s reputation through the employee’s online post on those major websites (Buckley 2009). For example, when an employee is in bad mood because he had a bad day at the work his inappropriate online post regarding work to release his anger will harm the organization’s image, as well as it can also harass other subordinates. Employees believe that the use of social network websites make the employees dispassionate about their work because they are more likely to connect to social websites, whenever they can get time during working hours. This is thought to be the major reason for employees to be unproductive or less productive and misuse of the company’s assets which are provided to complete their jobs. Another drawback of the social networking is that it slowdowns the computer server because the use of websites along with the emails and instant messages slow down the servers. This means that the workers are sitting idle because the server is down and their work needs time to be processed (Potgeiter 2009). Hyman (2011), research report showed that 2010 was the year of social networking websites and it has significantly influenced each department of business sectors imposing various challenges for management system (Hyman 2011). It has become an additional duty of managers of the company to guide and train other workers appropriately about the use of social websites during office hours. Every company has its own rules and limitation to allow their employees using social networking sites, either for entertainment or for any business process (Hyman 2011). However, it has been observed that some companies have installed jammer software in their central computer; it does not allow any worker to use websites like Facebook, Twitter, Orkut, or YouTube. It is mainly because there is no such business that requires help and publicity through social networking (Hyman 2011). Undoubtedly, these websites help develop the business further, but according to organizations` ethics employees should not be allowed to interact with outsiders during their work. Survey report has demonstrated that around 22% employees use social websites after returning home from office, while more than 30% people admitted that they login social networks within during their work hours only for their personal reasons (Hyman 2011). However, some of them further explained that using social websites and talking to friends for few minutes in office does not influence their work quality, but they do it just to relax and divert their mind from work for a while (Hyman 2011). On other hand, during the survey it has also been observed that there are certain organization that have allowed access to social website for the sake of company`s work and these organizations have provided them correct guidance to utilize company`s assists in more appropriate manner than personal interest (Hyman 2011). Another interesting fact came forward during the survey was that despite being modernized and living in a well-developed era, some individuals still do not have internet access at their homes. Thus, they are highly motivated to login their accounts from office computers, or maybe they do not get enough time at home to check updates so they wait to go office and check their updates first before starting their office work (Hyman 2011). In short, there are various reasons quoted by employees who favour to allow access to social websites during working hours. Recommendations: As said above the use of social networking at the workplace can be prohibited but senior executives and HRM can take prudent steps to limit the use and minimize the risk associated with social networks. For that HRM needs to determine and set detailed policies for their use at the workplace. These social media policy should clearly explain the rules and procedure of using social websites. It should explain that what style and tone of communication on social websites should be used while staying on company policies. The organizations should arrange classes that teach them the etiquettes of using social media correctly and acceptably. It should tell the acceptable standards of using social media by employees during working hours and how inappropriate comments can threat the organization’s reputation and productivity (Selvaretnam 2011). Management can make use of the software recently released named as Social Sentry by Teneros, which an online communication service company. This software enables employers to keep an eye on the social activities of their employees and charge from $2 to $8 per employee and the charges varies depending on the size of the firm. This software is used to measure specifically that how much time an employee is spending on social network websites during working hours and what comments are they making regarding work and organization on these social websites. This software is an effective and quite helpful tool in restricting the unnecessary use of these websites (Brustien 2010). Moreover, as Hyman survey report described the use of jammers softwares in the organization is also a valuable, which allows companies to block connection to some specific website. It depends upon the size and type or organizations because there are some organizations that sometimes seek help from the updates through social networks for example, advertising agencies (Hyman 2011). At first place, educating and training employees regarding ethics of the organization is foremost. Secondly, they should be well aware about the merits and demerits of using social websites with workplace premises (Hyman 2011). The HRM should also make its employees aware of Electronic Communications Privacy Acts (ECPA) which consists of three exceptions that release liability from the employers if they catch worker using social media in an unsuitable way. These three exceptions are “Provider Exception”, “Ordinary course of Business”, and “Consent Exception” (Baker et al 2011). Implications: Mutiny: Complete ban on social media can lower the working morale of staff and can irritate the employees so they should be allowed to use social media websites for restricted time period at reasonable time and this should be clearly stated in company’s policy that social media must be used in a way that is adherent to organization’s rules (EIU 2009). No doubt strict ban on social websites can make the employees monotonous and frustrated, which could lead them towards decline. Because when employees are aware of the fact that they can use social websites only if the management allows, but still they are deprived of diverting and enjoying even for few minutes. Moreover, if employees understand that interacting with outsiders during their cannot harm company`s environment of current projects than it becomes quite difficult for them accept the boundaries and follow the rules of company. IT Issues: Such social networking websites contain viruses which could easily be transmitted to the user’s computer. This can result into potential IT problem and can corrupt the system which contains essential information and office data. Disciplinary Action: Companies should make clear to the employees that every worker is liable to obey the social media policies and failure in complying with the policies may lead to disciplinary actions against them (Proskaeur, LLC., 2011). Recruitment and Selection: The members of social networking websites can see one another profiles easily specially when they are the members of same network. This authority can be used by HR departments and employer in order to search out potential and capable candidates on the basis of their social habits. However, this action could lead to discrimination and may be regarded as breach of Data Protection Act 1998. Conclusion There are both positive and negative aspects of online social network. One cannot avoid making use of these social network websites as it holds numerous benefits. If an organization is highlighting only the pitfalls of social media and prohibiting its use, the company is harming itself. An organization has to keep pace with the advance technologies in order to remain competent in the market. The social media will ever continue to have its major effects on the organization and employees and its effects has to be understood and appreciated by the HR managers in order to benefit from these social networking websites rather than struggling from them at workplace. List of References Baker, D., Buoni, N., Fee, M. and Vitale, M. (2011). Social networking and its effect on companies and their employees, viewed on 31 December 2011, from Brustien, J. (2010), Keeping closer eye on employees’ social networking, Bits, viewed on 31 December, 2011 from Buckley, R., 2009. Social networking can cause problems in the workplace, but there are solutions. [Online] Available at: [Accessed 31 December 2011]. Holland, P. (2011), Social networks weave uneasy web for workers, Business Day, viewed on 31 December, from 2011 Hyman, J. 2011. Facebook, and Twitter, and LinkedIn! Oh my!The evolving influence of social media in the workplace. Kohrman Jackson and Krantz, 4-27. IceMiller LLP (2009). LinkedIn and Lost?, viewed on 31 December, 2011, from Potgeiter, A. (2009). The positive and negative effects of employees’ participation in online social networking. Academia, viewed on 31 December, 2011, from Proskaeur, LLC., 2011. Social Networks in the Workplace around the World. [Online] Available at: [Accessed 31 December 2011]. Selvaretnam, S. V. (2011), Social networking: the future of employee engagement, HRM Asia, viewed 31 December, 2011< http://www.hrmasia.com/resources/employee-engagement/social-networking-the-future-of-employee-engagement/118131/> The Economist Intelligence Unit Limited (EIU), 2009. The Economist Intelligence Unit Limited. The Economist, pp.1-26. Read More