Strategies for organizing a Corporate Social Media Program

Jeremiah Owyang writes a blog called Web Strategy, and offered in a recent post some excellent thoughts on integrating social media into an organization. I'm reprinting a large portion of the post verbatim, simply because the advice is so concise, so relevant and so right (thanks to Ian Ketcheson for the link.)

• Recognize the new influencers. Like Media, Press, and Analysts, consider Social Media yet an additional influencer group to reach.
• Prepare for all scenarios. Create an internal process or at least discuss how to deal with crises. (such as exploding products, embarrassing situations). Draw from classic PR strategies, but realize that acting quickly in a human way, and not hiding is key.
• Don’t shy away. Acknowledge deficiencies, no matter how shameful immediately. If you don’t have the answer, at least acknowledge you see the problem and will respond as soon as you have an answer. As a result you will become the first source of news, and will control any additional buzz. Stay relevant, address the issues.
• Human media is at your disposal. Consider using video to humanize communications, during a crisis this could be a big difference. Recently Jet Blue and KFC have done these during crises.
• Address the good as well as the bad. In addition to planning for fire drills, be sure to plan for positive unexpected events. If a customer raves about your produce on his blog, learn how to acknowledge and harness. There’s a variety of ways to use this.
• Track who’s who. Create an index of bloggers and influences in your industry, consider putting on an internal list, an internal feedreader or even on an industry wiki.
• Appoint and Empower. For especially large organizations figure out who’s on point to respond to bloggers and social media in different segments, product groups or verticals. Teach them, empower them and support them to act without unnecessary political review processes. Let them be human.
• Employees will blog, embrace. In addition to creating the corporate blog(s), be sure to recognize the natural employee bloggers that appear. You may find them in the product groups, support, and marketing departments. Have a discussion on how to include them in your strategy, even if it means to let them continue on their own. When it comes to trust, prospects and customers may trust employee bloggers that don’t have the corporate logo on their blog.
• The Blogging/Ethics Policy. This depends on the corporate situation, for some companies, this is a requirement, and for other companies, this is already covered in the employee ethics policy. Figure out what’s right for your culture. Ultimately, you should trust your employees, if not, why did you hire them?
• Consider creating the “Air Traffic Control Tower”. Just like at an airport, having an internal direction to let know corporate and employee bloggers know what’s happening is helpful. This internal blog could help let bloggers know what’s appropriate to say, what’s not, and indicate what’s happening out on the blogosphere. Use to keep track of advocates and detractors, and use tags as appropriate to create a running history.
• Use Social Media as Sales Tools. I’ve found that corporate blogs can be used for sales and marketing three ways: 1) A “living” white paper by your companies thought leaders, 2) A rapid response tool. Think about how long a press release takes to craft. 3) A Conversation Starter: encourage your sales teams to send along interesting or controversial blog topics to prospects and customers to elicit a dialogue –even if they don’t agree. Consider creating sales FAQs and upload to intranet, these are tools that can be used.

More thoughts on social media news releases

Props to the folks over at the Prime Minister’s office, who have gone beyond simply posting video clips on the PM’s official Web site and have now created a YouTube account and started uploading clips of the PM’s speeches. (via CTV journalist and blogger David Akin.)

Ironic that this 'news' broke just as a colleague started looking into doing just this sort of thing. She’s wondering about making video and audio clips available on our own external Web site. Why not? Why not make downloadable clips of designated spokespeople talking, instead of just printed citations? Instead of just getting pick-up in the print media, we can start pushing content out to the broadcast media - not just the big outlets, but think of all those community stations and the local radio shows. And we could do it in multiple languages, not just English and French but Mandarin and Punjabi and other large ethnic concentrations. And since we've already got the clips, why not upload them to YouTube?

And while all that was percolating in my brain, this morning I read this great post by Brendan Hodgson at Hill & Knowlton on the social media newsroom. He calls the newsroom “the pulse of an organization's public-facing website,” a virtual ‘broadcast hub’ that, when done right, “serves as a convenient one-stop resource for journalists (who rely heavily on the internet - and corporate web sites - for timely, useful background information around a company, product or issue), [becoming] a potent vehicle for communicating to all interested audiences the vision and values of an organization.” He goes on to argue for a newsroom that is “a portal of sorts configured to channel content - be it video, audio, text, photos, blogs, podcasts etc. - in a way that creates a significantly richer experience, and which can meaningfully impact the myriad of variables that drive reputation - from the perspectives of accessibility, relevancy, transparency, and context.” (Sorry for the extensive quoting, but I really think Brendan got this bang-on, and I think we are seriously underutilizing the capabilities of our website newsroom.)

I poked around to see if any Canadian government organizations have been using video clips in their public news rooms, but I didn’t find much. Agriculture has some Tony Clement talking about Canada’s new food guide. Know of any others out there?

So, what do you think? Is it time for governments to start offering downloadable audio and video clips? Could a departmental podcast be far behind?

Blogging Policies - first thoughts

Even if we decide that it’s not in our best interest to actively foray into the world of social media with a blog, podcasts or what have you, I strongly suggest we work on a set of blogging and social media policies.

The NewPR Wiki, a group-edited set of links and resources on communications, PR and social media, has two great pages of information on this topic. One contains a list of links to corporate blogging policies, and the other is a collection of articles and blog posts on some legal troubles faced by blogging employees and employers, as well as tips for both groups.

We don’t need to have an external corporate blog to have a blogging policy, or to at least address social media in some of our existing Internet and technology policies. Even if we aren’t officially blogging, we ought to have a set of governing principles in place – this technology is not going to go away!

With an organization as large as ours, it's safe to assume a large number of our employees are blogging unofficially - I can think of half a dozen employees on this floor of this building alone who have personal blogs. Can or should we encourage people to feel free to identify themselves as members of this department when they blog? Or the other end of the spectrum - what about situations like the recent information leak of a prominent Canadian? We should have clear policies in place to deal with this kind of problem.

Blog policies don't have to be punative or restrictive. IBM's blogging policy contains a section on how to blog and suggests points like respect your audience, avoid inflamatory comments, find out who else is blogging and cite them, and be the first to admit and correct your own mistakes.

We can also use a blogging policy to clarify whether employees can blog on company time, whether employees should have a disclaimer if they blog as employees of the Agency, and clarify what topics might be off limits.

In the new year, I hope to do more research on whether other departments have blogging policies (I have heard that DND has one).

Why we need to adopt RSS

RSS (really simple syndication, among other definitions) is a tool that aggregates information from Web sites of your choosing and packages it for delivery to a specific subscriber. Rather than visiting Web sites looking for updates, an RSS reader bundles the information for you and delivers it to your desktop as new information becomes available. By visiting a single Web page, you can check your feeds as seldom or often as you wish, and you can see at a glance how much new information is available since the last time you checked.

RSS is particularly popular for monitoring news sites and blogs. Popular RSS feed aggregators include Bloglines, Feedburner, Google Reader and NewsGator, to name a few.

From the Web site SnapTech, seven good reasons why you should offer your content in feeds:
• RSS feeds syndicate your content and make it available to other news outlets, websites and blogs.
• By syndicating your content you can reach a much wider audience.
• Feeds are the perfect solution for time-sensitive information - like special travel packages, meeting notices or tech updates.
• RSS is a secure channel that can't be spammed.
• RSS feeds allow your subscribers to control the flow of information they receive. According to a recent study users trust marketers more when they can control the information they receive.
• RSS feeds are compiled according to the user's choices.
• RSS does not involve you in privacy issues- subscription is anonymous.

Wired magazine recently ran a feature about how the US Government is slowly adopting RSS technology on some of its Web sites. “RSS feeds are offered by agencies such as the U.S. State Department, NASA, the state of Delaware, the National Hurricane Center, a number of state legislatures, local governments and more. However, many foreign governments, including England, France and New Zealand, are way ahead of those in the United States when it comes to RSS.”

The article also observes, "In fact, a small but steadily growing stream of government agencies at the local, state and national levels are also implementing RSS as a natural way to disseminate information to their constituencies. And since almost all government information is useful to somebody, those responsible for informing the public see RSS as a perfect, and inexpensive, method for ensuring that people can get the knowledge they need without a lot of work."

An excellent site called RSS in Government provides a comprehensive list of government RSS feeds not only from the US but all over the world. You can tell at a glance that the Canadian government is painfully behind in adopting this technology.

It is my opinion that RSS is so easy to implement and so key to the new way that people are using the Internet to communicate that this should be one of the first areas that we delve into social media as an Agency. Currently, there are more than a hundred disappointed people subscribing to the empty RSS feed for our department, as offered on the official Government of Canada listing of departmental feeds. At the very least, we should be using RSS to push our newsroom products, but that's only the tip of the proverbial iceberg on the ways we can use RSS to get our information out to the public.

Can you think of any other ways we could or should be using RSS?