Do You Have a Communication Policy? Here’s Why You Need One
The way employees communicate has changed dramatically in recent years. Conversations that once happened in hallways or meetings now take place through Slack, Teams, text messages, and social platforms. And while employees are free to express themselves outside of work, employers still face very real risks related to productivity, confidentiality, and how the organization is represented online and in internal channels.
A strong communication policy helps everyone understand the guardrails.
Why Clear Communication Guidelines Matter
Many employees don’t realize how their digital behavior can ripple outward. A quick comment in a chat, a frustrated message, or a social media post written off-hours can easily create problems. Without boundaries, communication can unintentionally:
Reveal protected or proprietary information
Come across as discriminatory, inappropriate, or harassing
Harm the organization’s reputation with clients, partners, or future employees
Trigger avoidable legal issues, including claims tied to defamation or misuse of content
Setting expectations upfront helps prevent misunderstandings and keeps communication professional, respectful, and aligned with company values.
What an Effective Communication or Social Media Policy Should Cover
Protecting Sensitive Information
Employees need clarity about what is considered confidential, from client details to strategic plans. Digital channels make it easy to overshare, so clear rules help protect the organization’s interests.
Standards for Internal Conduct
Online communication is still workplace communication. Expectations around respect, professionalism, and inclusion apply just as strongly in digital spaces as they do in face-to-face interactions.
Social Media Clarity
Employees benefit from guidance on what’s appropriate to share publicly, when they should clarify that opinions are their own, and how to avoid unintentionally speaking on behalf of the company.
How to Raise Concerns
Policies should give employees a simple way to report questionable messages or conduct. Clear reporting options help resolve issues early and prevent escalation.
Fair and Consistent Enforcement
Policies only work when they’re applied uniformly. Everyone - from leadership to frontline staff - should be held to the same standards to reduce perceptions of favoritism or uneven treatment.
Making Your Policy Work in Practice
Use everyday language: Avoid legal jargon and offer practical, easy-to-understand examples.
Train your managers: Leaders set the tone and should know how to spot and address issues.
Review annually: As technology evolves, your policies should evolve with it.
Digital communication creates opportunities…and risks. Whether an employee is posting from home or messaging a colleague in a company chat, a well-crafted communication policy keeps your workplace professional, respectful, and legally protected.
If you’d like support creating or refreshing your communication policy, SevenStar HR can help.