Internal social media: risks and added value

Risks & added value of an internal digital social network

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Jacques FolonPartner Edge Consulting

www.aliaz.com/jacques-folon jacques.folon@edge-consulting.biz

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First part :Risks

1. Data privacy2. Data security3. Intellectual property4. What about an internal

community manager?

1.0 Data privacy

1.1.Data privacy basics• Basic principles: the Data

controller (i.e. the Belgian state i.e. the

Minister)– collect and process personal data

only when this is legally permitted – respect certain obligations

regarding the processing of personal data (details on next slide) ;

– respond to complaints regarding breaches of data protection rules;

– collaborate with national data protection supervisory authorities

Source: http://ec.europa.eu/justice/data-protection/index_en.htm

1.2. Data privacy rules for data controllers

• Personal Data must be– processed legally and fairly; – collected for explicit and legitimate

purposes and used accordingly; – adequate, relevant and not excessive in

relation to the purposes for which it is collected and/or further processed;

– accurate, and updated where necessary; – kept any longer than strictly necessary; – rectified, removed or blocked by the data

subject if incorrect; – Protected against accidental or unlawful

destruction, loss, alteration and disclosure, particularly when processing involves data transmission over networks.

Source: http://ec.europa.eu/justice/data-protection/index_en.htm

1.3. Data privacy & internal social media questions

• Which precise purpose ?• What kind of personal data will be stored?• Are data stored in Europe ?• Are they in the « Cloud »?• Data privacy commission advice needed?• What will be the security policy?• What about the content of ex-employees?• Is a code of conduct enough?

SO IT ’S AN IMPORTANT ISSUE !!!

2.0. Data security

SOURCE DE L’IMAGE: http://www.techzim.co.zw/2010/05/why-organisations-should-worry-about-security-2/

Source : https://www.britestream.com/difference.html.

How many information?

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Employees share (too) many information and also with third parties

Where do one steal data?

•Banks•Hospitals•Ministries•Police•Newspapers•Telecoms•...

Which devices are stolen?

•USB •Laptops•Hard disks•Papers•Binders•Cars

TELEWORKING

What are Control limitations? CC/COA 81 !

3.0. INTELLECTUAL PROPERTY

Source de l’image: http://www.maniacworld.com/copy-and-paste-babies.html

Copyright infringment

Source: http://en.wikipedia.org/wiki/File:Plagiarism_vs_Copyright_Infringement.png

Employer’s responsibility !• What about external protected works?• What about creation by employees?• What about import of protected works

by employees?• What about sub-contractors protected

works?• What about advertising campaign?• What about press clipping?• What about external trademarks• What about employee’s images?• …

• What do you think of a code of conduct?

http://amirrezashamloo.blogspot.be/2010/10/copyright-symbol-and-related-symbols.html

4.0. INTERNAL COMMUNITY MANAGER

PICTURE CREDIT: http://fromthiscorner.blogspot.be/2012/10/the-community-manager-role.html

Who’s in charge if …?

http://www.capreseaux.fr/community-management/

Second part: Added value

http://www.mckinsey.com/insights/mgi/research/technology_and_innovation/the_social_economy

Reading and answering e-mail. Approximately 28%, or about 11.2 hours, of the average interaction worker’s workweek is spent reading and answering e-mails. The study indicates that because of private social media’s ability to make searchable content out of all posted messages, the amount of time spent with e-mail can be reduced by as much as 35%, or about 4 hours.

Searching and gathering information. 19%, about 7.6 hours, of the average interaction worker’s work hours are spent searching for internal information only certain employees possess. Again, because of enterprise social media’s ability to store all messages as searchable content, this figure can be reduced by nearly 35% to about 4.9 hours per week, which amounts to a savings of 2.7 hours per week per interaction worker.

Communicating and collaborating internally. Using phones, e-mail, and in-person interaction to communicate consumes about 5.6 hours of the average interaction worker’s workweek. Because you can directly message anyone in the organization without cluttering up an e-mail inbox with a collaboration tool, your organization can realize up to a 35% time savings, or about 2.0 hours per interaction worker.

Role-specific tasks. Tasks specific to a particular job consume the most amount of time for any role, averaging out to about 15.6 hours per week. Internal social media increases the productivity of these tasks by about 15%, or approximately 2.3 hours per week. One way they enhance job-specific productivity lies in their ability to centralize all job functions at one hub, so your employees begin using all other applications there.

Other added value

• KM• Collective intelligence• Co-working• Network management

• BUT

• The vendors already told you, is ‘nt it?

Some test cases

http://www.journaldunet.com/solutions/reseau-social-d-entreprise/reseau-social-d-entreprise-et-cac40/

Conclusion

• Do not forget privacy issues• CC/CO 81 • Control or not control• IPR regulation s/b reminded• Internal code of conduct• BUT• There are some important added value

Internal code of conduct main rules

• Define the internal and external social media • Intellectual property rules• Data privacy explanations• Confidential information• Anonimity is forbidden• Penalties • And• Which communication for the code of conduct?• How to have it approved?

GOOD LUCK

Jacques FolonJacques.folon@ichec.be

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Any questions ?

Crédit image: http://jillsbooks.wordpress.com/2010/09/15/hellooooo-anybody-out-there/raise-your-hand-2/