1) PURPOSE AND RECITALS
FENZI SPA publishes institutional content on its website https://www.fenzigroup.com/, a virtual location where all the company's information of public interest is filed and where details on its business and information on the products it offers to customers and partners can be found.
In order to reach and involve an ever-greater number of people, FENZI SPA has decided to also use social media for its institutional communications activities: Facebook, LinkedIn, YouTube and Instagram for communications of general interest and product news, to listen to public opinions and to provide users real-time information on initiatives and services offered that can be found on the website in greater detail.
The purpose of this Instruction is to establish a policy for the management of company content disseminated on the web including social media.
2 ) RESPONSIBILITY
FENZI SPA: publishes institutional content on its website
Web Communications Office: registers and administers all the company's social profiles, enhances institutional profiles and coordinates and boosts profiles created for specific projects. The office manages credentials, especially concerning situations involving employees' personal accounts (e.g., Facebook, Linkedln) or those that require the activation of a specific Google account belonging to FENZI SPA in order to maintain the mapping of credentials assigned to employees as well as to know which sites/applications should be activated. The Web Communications Team monitors social media where FENZI SPA is mentioned and the reputation of the company and its representatives.
IT: guarantees the security of the company's electronic data and therefore ensures that the data network security systems are regularly updated and that all members of the company adhere to proper security procedures when accessing their accounts inside the company.
Employees: if staff wish to participate with their presence on FENZI SPA social media they will be required to follow the established rules of conduct.
3) RULES OF CONDUCT
Social Media Policy is the “Code of Conduct,” which has been formally adopted and which governs relations on the Internet, and especially on social media, between the company and its employees (Internal Social Media Policy) and between the company and its users (External Social Media Policy).
FENZI SPA’s Internal Social Media Policy provides the main rules of conduct that apply to all employees and any appointed external professionals. All personnel are required to comply with this policy when using social media, publishing content or making comments online. This shall apply whether their online activities are part of their work and take place through a company account, or when they are directly or indirectly discussing FENZI SPA's business or their own role within the company even when using a personal account.
WARNING Improper use of social channels may in fact:
Therefore, with the awareness that on the web there is no real separation between public and private, a clear and effective Social Media Policy is there to protect everyone.
Even if managed directly by people appointed by the company, all employees bear responsibility for FENZI SPA’s social media presence, since the company’s communications strategy should ensure:
Social media users should know that they can express their opinion; therefore, comments or criticism of the company and its initiatives are possible.
Therefore, not only do those who use the company accounts need to listen with an attentive attitude so they can provide prompt responses in compliance with the procedures set out in this policy, a spirit of timely and precise cooperation among the different offices should also be maintained when supplying the information requested.
This internal Social Media Policy document details how the use of social media is to be handled, whether corporate or private, especially for these areas:
The Communications Team registers and administers all the corporate social profiles, enhances institutional profiles and coordinates and boosts profiles created for specific projects. The Communications office manages credentials, especially concerning situations involving employees' personal accounts (e.g., Facebook, Linkedln) or those that require the activation of a specific Google account belonging to FENZI SPA in order to maintain the mapping of credentials assigned to employees as well as to know which sites/applications should be activated. The Web Communications Team monitors social media where FENZI SPA is mentioned and the reputation of the company and its representatives.
FENZI SPA promotes texts, photographs and videos on its social media channels through the production and publication of content, which must always meet the following criteria at the time of publication:
Legitimate content also includes information that enhances the company’s history and its heritage of technical and technological research or particularities related to FENZI SPA.
Internal groups, offices and services that would like coverage on the institutional social channels, to communicate their content, and the link to the corporate website page to which it refers, created under the supervision of General Management or their own manager, should contact the Communications Team as soon as possible.
The Communications Team will give the content a textual form in line with the target audience and in compliance with the standards set forth herein. Whoever produces the content shall guarantee that it contains no personal data, confidential corporate details or copyrighted information. When preparing content, it is essential to always bear in mind that you are speaking on behalf of FENZI SPA and who your main audience will be, i.e., agencies, professionals, or other businesses. Any message expressed will be measured against an official company position: for this reason, we are committed to always speaking the truth and transmitting positive values.
WARNING The Internet never forgets: any content can be “brought to light” and used against the author. So, always make sure that any content published is unassailable.
Management and the Communications Group, within the limits of their capabilities, will always avoid the dissemination of any untrue news about the organization, its activities, employees or the public.
For timely online publication, anyone who has been to a conference or other topical initiative, even abroad, should notify the Communications Team beforehand for appropriate planning. Send photos and testimonials of the event, with a draft of a short accompanying text, only to the email address firstname.lastname@example.org as soon as possible. Send in at least three photos. These should all share some basic technical features to make effective posts on social media. Specifically, they should have a horizontal/landscape orientation if possible. Good lighting and bright colors are preferred. Avoid backlighted scenes, dark rooms or moving subjects. Take pictures of people close together who are recognizable and posed if possible (not in large groups). Otherwise, stock photos will be used.
Wherever possible, the Communications Team will post live events in the forms considered most appropriate (Facebook, Instagram). Please, notify the Team about significant corporate events in a timely manner.
The proposal of themes, news and posts that will enrich the content of the company's social media platforms is always welcome and very useful. In this case as well, please send any suggestions for the Communications Team exclusively to the email address email@example.com
Institutional social media channels are managed by the Web Communications Team according to a weekly schedule, accompanied by a daily schedule when needed. If events are scheduled after working hours, the Communication Team's availability to participate will be verified accordingly from time to time.
Content about FENZI SPA ought to be handled according to the methods of the social media platform used (retweets, likes, etc.). Participation in the social conversation should be even-handed and well thought-out.
Any requests for information not pertinent to the message circulated, any reports or complaints, even if received via private messages conveyed through the messaging systems integrated into the various social networks, are to be promptly forwarded to the email address firstname.lastname@example.org so that they can be discussed immediately with the Communications Team coordinators.
Anyone who is in any way authorized to post on social media should always avoid quarrels and should never respond to provocations. It is the Communication Team’s duty to moderate inappropriate or defamatory content posted by private users on institutional channels.
Language should conform to the style of the social media used.
For example, remember that the language on LinkedIn is more elaborate and institutional, while on Facebook and Instagram the style is closer to the public, without losing any of the company’s authoritativeness.
The rules for web editing are the same as those for any other text: write in correct Italian and/or English and write only certain and verified facts. Do not disrespect any persons, companies (public or private), groups or categories of people or any institutions.
Finally, always follow the rules of good manners, especially “netiquette” (Internet etiquette) on the web.
FENZI SPA employees are required to comply with certain rules of conduct aimed at guaranteeing the protection of the company and the people who work for it when setting up, using and managing their private accounts on social media.
Employees who choose to post about their work activity are to specify in their personal biographical information that the opinions they express are personal and in no way engage the responsibility of the company.
Employees may freely share the content disseminated by the FENZI SPA social media channels, including information on services, initiatives, projects, videos, images and/or infographics, on their own private profiles. On the other hand, avoid posting FENZI SPA content or events not previously reported on official corporate social media channels or in any case not present on the FENZI SPA website or on any other institutional site on one's private profile.
At the same time, employees should always behave in a respectful manner toward the organization they work for when in public.
Specifically, FENZI SPA employees:
Violation of these rules of conduct shall be viewed as a source of disciplinary responsibility. This responsibility shall be ascertained by the outcome of a disciplinary procedure, in compliance with the principles of the proportionality of sanctions.
While using the instruments, employees, who are authorized to use company social media, who also have personal accounts, must be extremely careful and take all necessary precautions, including technical measures to avoid exchanging profiles when using their own social media.