What Employees Need To Know About

Social Media

Social media (sometimes referred to as social networking or Web 2.0 technologies) are online technologies used to broadcast messages and participate in online conversations.

Social Media?

What is

Why do people use it? Social media brings like minded people together for conversation and collaboration. It has become an extension of attending a barbecue and discussing life events with family and friends.

Since 2009 Toyota Australia has been growing its participation in social media to strengthen its brand and its connection with customers and stakeholders. Used responsibly, social media tools provide an effective way to keep abreast of new trends and topics, and to share information and perspectives. Toyota Australia, through approved spokespeople, participates in social media.

Accessing social media at work Access to social media tools (e.g. Facebook and Twitter) is provided by Toyota Australia in accordance with the company’s internet usage policies. In the same way as it applies to your use of the telephone, email and other Toyota Australia assets, personal use is only allowed if it is incidental to your work and all relevant policies, procedures and guidelines are followed.

Don’t forget your day jobRemember that personal social media use should not be excessive and interfere with your work.

What’s the difference between Facebook and Twitter?Here’s a brief rundown on some of the most common social media tools.

BlogAn abbreviation of weblog, blogs are personal websites that can be easily updated. Blogs usually look like online diaries, but can include pictures and videos.

Facebook : facebook.comThe world’s most popular online social media service with more than 750 million users. Facebook users can post their thoughts and information about their lives, including photos and video. They can play games, send messages, join groups and organise events. Users need to carefully choose their privacy settings to ensure their personal contact information isn’t widely available.

Flickr : flickr.comA photo and video hosting site that allows users to share content with friends and online groups. Users can upload images and videos to the site to share under a ‘creative commons’ licence – a more flexible alternative to full copyright.

LinkedIn : linkedin.comA social networking site that allows users to develop and maintain professional contacts. Through their networks, users can search for job opportunities, be referred or recommended for jobs, or fill vacancies.

News / RSSNews feeds are an easy way to keep up with websites without having to constantly visit them. When a website is updated, that site’s newsfeed can notify you and give you a link to the new content.

PodcastA pre-recorded radio-style segment or program that is made available on the internet. It can be downloaded as an audio file to your computer or portable media device. Some sites offer podcasts as a ‘feed’ – meaning you can subscribe and receive updates and new podcasts as they are created.

Twitter: twitter.comA social networking site that allows you to send out short messages, or ‘tweets’, that are up to 140 characters long. Users ‘follow’ other people they are interested in and can read their tweets in a feed.

wikisAn online group of documents/web pages that many different users can add to and edit freely online. The most famous wiki is Wikipedia.

Yammer: yammer.comA microblogging and social networking service used for communication and collaboration within an organisation. Staff can form groups as part of the organisation’s Yammer network.

YouTube: youtube.comA video-sharing website that allows users to upload, share, and view videos.

Whether you’re new to social media or a regular contributor, it’s worth taking some time to explore and observe the conversations already being created by different areas of Toyota Australia. The easiest way to understand how social media works is to take a look around a few sites. Watching and listening are perfectly acceptable behaviours when it comes to being part of an online community.

Who’s talkingLook

Toyota Australia’s online communities Toyota Australia facebook.com/toyota.aus

Toyota 4x4facebook.com/Toyota4x4

Toyota Community Spirit Gallery facebook.com/pages/Toyota-Community-Spirit-Gallery/213038055380381

Toyota Australia (@Toyota_Aus)twitter.com/toyota_aus

Toyota Community Spirit Gallery(@ToyotaGallery)twitter.com/#!/toyotagallery

Toyota Australia youtube.com/toyotaaust

FJ Cruiser youtube.com/fjcruiser

Toyota News Roomnews.toyota.com.au

Facebook

Twitter

YouTube

News/RSS

These social media guidelines were developed to help employees engage, communicate and interact using social media for official, professional and personal use.

Toyota Australia’s Social Media Policy at a glance• Follow policy. Know and follow relevant Toyota Australia policies.

• Be responsible. What you share, publish, post or disclose online is your responsibility. Remember that what you publish will be public for a long time. Represent Toyota Australia well.

• Identify yourself. Be transparent and identify yourself when discussing Toyota Australia related topics. If you’re not an approved spokesperson, make this clear with a statement such as “The opinions expressed are my own and are not those of Toyota Australia.” If you don’t make this clear, your comment could be attributed to Toyota Australia and the company could be liable for any loss or damage suffered as a result of your comment.

• Consider whether to contribute. Think twice before you post a comment. If you’re uncertain about something, don’t publish it. Don’t comment on product or customer complaint blogs.

• Be honest. Lies quickly catch up with you, especially on the internet because information can be verified immediately. Produce content about your area of expertise and disclose your sources.

• Maintain confidentiality. Disclose only publicly available information. You’re not allowed to share confidential information you learn as part of your job.

• Speak for yourself. Avoid identifying and discussing others including colleagues, customers, dealers and suppliers unless you have their permission. Comply with Toyota Australia’s Privacy Policy.

• Be polite. Express your opinions in a clear and logical way. Don’t pick fights and admit and correct your mistakes.

• Respect the law. Don’t publish slanderous, libellous, inappropriate, discriminatory, pornographic or illegal content. Comply with copyright and financial disclosure laws.

• Work matters. Personal social media use should not be excessive and interfere with your work.

• Photography, video and audio. Don’t publish photos, video footage or audio recordings taken within Toyota Australia sites online.

• Logo use. Don’t use or publish the Toyota or Lexus trademarks, including the bulls horn or Toyota or Lexus logos in your online communications.

Find the full Social Media Policy on Toyota Australia’s intranet and website.

Jill likes to read blogs and post the occasional comment on current issues. She might discuss Toyota Australia related issues once in a while. If Jill chooses to discuss Toyota Australia issues, she should make it clear that she works for the company and avoid making negative comments about Toyota. She should also make it clear that the opinions expressed are her own and are not those of Toyota Australia.

Shaun regularly creates videos and posts them on YouTube. He recently published footage of Toyota’s vehicle manufacturing process including vision of his colleagues on YouTube. Publishing photos, video footage or audio recordings taken within Toyota Australia sites online is a breach of the company’s Social Media and Photography Policies. Because Shaun didn’t have his colleagues’ consent to video them he may also be in breach of the Toyota Australia’s Privacy Policy and Workplace Relationships Policy. His actions could lead to disciplinary action against him including termination of employment.

Simon is not a company approved spokesperson but regularly uses Facebook and Twitter. He blogs about cars and often offers advice when he sees people asking Toyota car questions online. Simon should always think twice before posting comments which may imply he is authorised to speak on behalf of Toyota Australia. Simon should put a statement such as “The opinions expressed are my own and are not those of Toyota Australia” on his blog and social media profiles. He should avoid making unsubstantiated claims about features, performance or pricing of Toyota cars and avoid commenting on the performance or features of competitor cars. However, if he chooses to respond on something specific, he should verify the details through publicly available information such as toyota.com.au.

Social media scenarios

Carol posted a blog outside work hours on her personal computer criticising her manager and Toyota Australia. A colleague read the post and informed management. Carol’s comments insulted management and brought Toyota Australia into disrepute. She failed to comply with the company’s Social Media Policy, which could lead to disciplinary action against her including termination of employment.

Rosanne manages Toyota Australia’s social media activities. She regularly posts tweets from Toyota Australia’s Twitter account. One day she mistakenly posted a comment with inappropriate language on the company’s official Twitter account instead of her personal account. Rosanne’s obscene tweet was seen by thousands of followers and badly embarrassed the company. Rosanne should have been more careful separating her personal and professional social media activities. Everyone is entitled to their own opinions, but inappropriate remarks could damage your reputation, a colleague’s reputation or the company’s reputation. Actions like Rosanne’s could lead to her losing her job.

David had a disagreement with his colleague Phillip. He later posted an unpleasant comment on Facebook about Phillip. Toyota Australia employees are expected to treat their peers with respect both in the physical workplace and online. David could be in breach of the company’s Workplace Relationships Policy. When participating in social media refrain from publishing material that may defame another person, organisation, association or company’s reputation.

Fiona informed management she had tonsillitis and took sick leave for a week. During the week Fiona posted a comment on her Facebook account saying she was having a great holiday in Port Douglas. A colleague read the comment and informed management. Sick Leave is provided when an employee is not fit to work because of personal illness or personal injury. Human Resources could conduct an investigation into suspected policy breaches, which could result in the termination of Fiona’s employment or the termination of other relevant contractual arrangements.

Các hướng dẫn truyền thông xã hội được phát triển để giúp nhân viên tham gia, liên lạc và tương tác thông qua mạng truyền thông xã hội cho mục đích chính thức, chuyên môn và cá nhân

Sơ lược chính sách truyền thông xã hội của Toyota Australia

• Chính sách tuân thủ. Hiểu biết và tuân theo các chính sách của Toyota Australia

• Có trách nhiệm. Phải có trách nhiệm về những điều bạn chia sẻ, công bố, đăng tải hoặc tiết lộ trực tuyến. Xin nhớ rằng những điều bạn đăng tải sẽ được công khai trong một thời gian dài. Hãy trình bày Toyota một cách tốt đẹp

• Nhận diện bản thân. Hãy minh bạch và nhận diện bản thân khi thảo luận về các đề tài có liên quan đến Toyota. Nếu bạn không phải là phát ngôn viên chính thức của Toyota, hãy xác nhận điều này một cách rõ ràng bằng một một lời phát biểu, ví dụ “Đây là những ý kiến của cá nhân tôi chứ không phải của Toyota Australia”. Nếu không khẳng định điều này rõ ràng, ý kiến của bạn có thể được quy là của Toyota Australia và công ty có thể chịu trách nhiệm về bất kỳ mất mát hay thiệt hại nào vì phát biểu của bạn. • Xem xét có nên đóng góp không. Hãy suy nghĩ ký trước khi đăng tải bình luận của mình. Nếu không chắc chắc về chuyện gì,đừng đăng lên mạng. Đừng phê bình về sản phẩm hoặc các trang than phiền khách hàng

• Hãy thành thật. Các lời dối trá sẽ bị lộ ra một cách nhanh chóng nhất là trên mạng internet vì thông tin có thể được kiểm chứng tức thời. Cung cấp nội dung về lĩnh vực chuyên môn của bạn và tiết lộ các nguồn thông tin của mình

• Duy trì sự bảo mật. Chỉ tiết lộ những thông tin đã được công bố. Bạn không được phép chia sẻ các thông tin bảo mật mà bạn biết được qua công việc của mình.

• Phát biểu cho bản thân. Tránh nhận diện và thảo luận về những người khác, bao gồm đồng nghiệp, khách hàng, đại lý, nhà cung cấp trừ trường hợp bạn được họ cho phép. Tuân thủ Chính Sách Riêng Tư của Toyota Australia.

• Hãy lịch sự. Bày tỏ ý kiến của mình một cách rõ ràng và hợp lý. Đừng tranh cãi và hãy thú nhận và sửa đổi sai sót của mình.

• Tôn trọng luật pháp. Đừng đăng tải các nội dung có tính cách phỉ báng, bôi nhọ, không thích hợp, kỳ thị, tình dục hoặc phi pháp. Tuân thủ các luật lệ về bản quyền và các tiết lộ tài chính.

• Các vấn đề công việc. Việc sử dụng mạng truyền thông xã hội cho mục đích cá nhân không được quá đáng và can dự vào công việc của bạn.

• Hình ảnh, phim ảnh và âm thanh. Không đăng tải trên mạng các hình ảnh, các đoạn phim hoặc các đoạn băng ghi âm mà bạn ghi/thu lại tại các khu xưởng của Toyota.

• Sử dụng biểu tượng. Không sử dụng hoặc đăng tải trên mạng các nhãn hiệu thương mại của Toyota hoặc Lexus, bao gồm các biểu tượng của Toyota hoặc Lexus.

Tìm chi tiết đầy đủ Chính Sách Truyền Thông Xã Hội trên mạng nội bộ của Toyota Australia.

以下社会媒体准则旨在帮助雇员因公务、专业和个人需要利用社会媒

体进行参与、交流与互动活动。

澳大利亚丰田公司社会媒体政策一览表

• 遵循政策。了解并遵循澳大利亚丰田公司政策。

• 负责。您要对您在网上分享、发表、发布或公开的信息负责。请

记住，您发表的信息将会长期公开。请维持澳大利亚丰田公司的

良好形象。

• 表明身份。当讨论与澳大利亚丰田公司有关的话题时，请保持透

明度并表明您的身份。如果您不是被认可的代言人，请清楚

声明，例如“仅代表个人观点，与澳大利亚丰田公司无关。”如

果您没有清楚声明，您的意见可能会被认为是澳大利亚丰田公司

的观点，而公司将可能因为您的意见而蒙受损失或损害。

• 发表意见前请三思。发布评论前请三思。如果您对某事不确定，

请不要发表。请不要对产品或客户投诉进行评论。

• 诚实。谎言会很快被证实，尤其是在互联网上，因为信息可以立

刻能得到证实。请在您的专业范围内发表评论并公开来源。

• 保守秘密。仅公开可以公开获得的信息。不得分享在工作中获得

的保密信息。

• 代表自己。如未获得允许，请不要暴露他人身份或讨论他人，

包括您的同事、客户、经销商和供应商。请遵守澳大利亚丰田公

司的隐私政策。

• 礼貌。请清楚、有逻辑地表达您的意见。不要挑拨离间，要承认

错误并加以改正。

• 尊重法律。请勿发表诽谤、中伤、不恰当、歧视性、色情或非法

的内容。请遵守版权和财务公开法。

• 工作事项。请勿过度使用社会媒体以致干扰您的工作。

• 摄影、视屏和音频。请勿在网上发布在澳大利亚丰田公司场所拍

摄的图片、录像或录音。

• 标志使用。网上交流时请勿使用丰田或雷克萨斯（Lexus）

商标，包括牛角标志或丰田、雷克萨斯标志。

欲了解社会媒体政策的完整版，

请访问澳大利亚丰田公司内联网。

Follow these tips to protect yourself online when using social media:

• Protect accounts with strong passwords and change them regularly. Never auto save your password information.

• Think carefully before you click on links and attachments, particularly in emails and on social networking sites.

• Regularly adjust your privacy settings on social networking sites.

• Customise your security settings to ensure your profile is only accessible to those you trust. On Facebook, carefully check your privacy settings so that only the friends you approve can access your information, comments and photos. Don’t allow ‘friends of friends’.

• Never post personal financial information about yourself, your friends or family.

• Avoid posting personal information about yourself such as home address, phone number, relationships, sexual orientation and date of birth.

Social Media

Protecting yourself on

Where do I find the Social Media Policy? Toyota Australia’s Social Media Policy can be found on the intranet under Our Policies/Corporate Policies.

Or visit toyota.com.au/socialmediapolicy

Questions? If you have questions about Toyota Australia’s Social Media Policy or would like to learn more about how to use social media in accordance with the policy contact Toyota Australia’s Public Affairs team at publicaffairs@toyota.com.au. You may also ask your manager, HR representative or the Legal division.

Contact Division: Public Affairs (Corporate Affairs Strategy and Environment) Contact Position / Level: Media and Communications Manager / Level 4Email: publicaffairs@toyota.com.au

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