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Employee misconduct on social media: Free checklist

In today's digital age, social media plays a significant role in workplace dynamics. Employees often express their thoughts and experiences online, which can sometimes lead to misconduct. This checklist serves as a practical tool for employers to navigate the complexities of employee behavior on social media. It outlines essential considerations and best practices to help assess incidents of misconduct effectively, ensuring compliance with labor laws while maintaining a fair and respectful workplace.

By using this checklist, employers can address potential issues proactively, protect employee rights, and foster a positive organizational culture.

This employee misconduct on social media checklist serves as a practical tool for addressing and managing incidents related to employee behavior online. Here’s how to use it effectively:

Review each section: Start by carefully examining all the sections of the checklist to understand the key factors involved in assessing social media misconduct.
Follow the steps systematically: Work through each item in the checklist sequentially, ensuring that you address all relevant aspects before making any decisions or taking action.
Document your process: Keep records of your findings and the steps you took while using the checklist. This documentation will be valuable for reference and may be necessary for legal compliance.
Use it during investigations: Apply the checklist as a guide during any investigations into social media misconduct, helping you to stay organized and thorough in your approach.
Implement for policy development: Utilize the insights gained from the checklist to inform the development or revision of your social media policies, ensuring they align with best practices and legal standards.
Regularly revisit and update: Make it a habit to regularly review and update the checklist to reflect changes in laws, company policies, or social media trends, keeping your approach relevant and effective.

Checklist

Implement core policies and procedures

Develop clear policies for employee discipline applicable to all forms of misconduct, including social media violations. Ensure these policies are communicated effectively to all employees.

Recognize distinct harm and rights

Acknowledge the distinct harm caused by social media misconduct compared to traditional workplace misconduct. Understand that social media posts may involve off-duty behavior and implicate different employee rights.

Consideration before imposing

Review conventional considerations including the nature and severity of the violation, the employee’s prior disciplinary history, and potential workplace impact.

Additional considerations for social media

Assess the context of the social media post.

Was it made during work hours or off-duty? Does it involve private communications or third-party interactions?

Evaluate whether the post violates company policies or legal standards. Consider the employee’s intent and the potential public perception of their actions.

Documentation and fair process

Document all findings and considerations leading to disciplinary action. Ensure a fair, consistent, and transparent disciplinary process.

Identify why a social media post is objectionable

Assess whether the post is merely offensive or causes economic harm to the employer. Review whether comments violate company policies including social media and discrimination policies.

Survey any similar situations

Review past incidents of social media misconduct. Document how each situation was addressed by the employer.

Evaluate whether the National Labor Relations Act applies to the conduct

Understand protections under the NLRA that may apply to employee social media activity.

Social media postings may be protected concerted activity even if disloyal or profane. Disciplining such postings could risk an unfair labor practice (ULP) and violate Section 7 rights.

Begin evaluating the likelihood that NLRA protections apply.

Whether the employer is covered by the NLRA. Whether the employee is covered by the NLRA.

Is the employer covered by the NLRA

Assess whether the employer is exempt from NLRA coverage.

Review NLRA terms for coverage. Analyze US Supreme Court precedent on NLRA coverage. Check NLRB regulations regarding exemptions.

Consider NLRB jurisdiction

Identify whether the NLRB will exercise jurisdiction over the employer.

Declines jurisdiction: Assess whether the NLRB chooses not to assert jurisdiction. Exercising jurisdiction: Evaluate if NLRB jurisdiction applies under specific thresholds. Discretionary standards: Consider NLRB standards based on interstate commerce thresholds.

Is the individual an employee covered by the NLRA?

Determine if the employee is protected under the NLRA.

Confirm whether the individual is a protected employee. Identify if the individual is excluded (e.g., supervisor, manager, independent contractor).

Evaluate the nature of the post

Assess whether the post qualifies as protected concerted activity under the NLRA.

Does it concern employment terms and conditions? Does it seek to initiate or prepare for group action? Does it bring group employment complaints to management's attention? Does it enlist support from fellow employees? Does it stem from or logically grow out of prior concerted activity? Does it discuss self-organization or mutual concerns related to employment?

Distinguish personal complaints

Ensure the post is not merely a personal grievance, even if others may benefit or have an interest in the subject.

Did the employee forfeit NLRA protection through the posting

Review NLRB factors that determine forfeiture of protection.

Timing and location of the conduct. Audience of the conduct. Witnesses to the conduct. Degree of harm to the employer.

Determine applicable tests

Assess which NLRB test applies and whether the post would be deemed unprotected.

Undermining supervisor authority. Disparaging the employer’s products or services. Defaming the employer or its agents. Rendering the employee unfit for work.

Understand protection limits

Acknowledge the limits of NLRA protection. A concerted post is unlikely to be unprotected unless it involves unlawful acts or significant employer harm.

Does the employer have a written social media policy

Determine if a written social media policy exists and assess the following.

If the policy is well-known by employees. If the employee has acknowledged receipt of the policy. If the policy is consistently enforced.

Evaluate policy clarity

Analyze the policy for overbroad or vague terms.

Defamation. Disparagement. Disclosure of confidential information. Inappropriate discussions.

Assess misconduct and discipline.

Evaluate whether misconduct violates a valid social media policy and what discipline is permitted or required. Consider whether lawful grounds exist to discipline, even if the policy is arguably overbroad.

Review state-specific lawful off-duty conduct laws

Assess whether social media activity is protected by off-duty conduct laws. Ensure disciplinary actions do not violate these laws.

Consider how the employer accessed the social media post

Be aware of state restrictions on accessing employee social media. Evaluate whether access was lawful to avoid potential legal violations.

Consider anti-discrimination, harassment and retaliation laws

Consider options for disciplinary measures

Assess appropriate disciplinary action.

Extent of harm caused by the post. The employer’s responsibility to maintain a safe and respectful workplace. Existing social media and discipline policies. The employee’s posting rights. Risk of waiving rights by not disciplining. How the employer discovered the post.

Consider options for getting the employee to remove the social media post

Recognize NLRB protection risks when requesting post removal.

Attempting removal may be seen as interference or retaliation under NLRA.

Acknowledge risks under other legal protections (e.g., privacy, whistleblower laws). Recognize risks if access to post was improper. Weigh costs and benefits of post removal actions.

Requesting removal. Issuing a cease-and-desist letter. Pursuing injunctive or legal claims.

Consider litigation risks

Evaluate litigation risks of disciplinary action.

Terminating or disciplining an employee over a post. Not acting against discriminatory or harassing posts. Failing to act against trade secret disclosure.

An employee misconduct on social media checklist helps you navigate the complexities of online behavior while maintaining a fair workplace environment. Here’s how it helps:

Ensure consistent handling: By providing a structured framework for assessing misconduct, you create uniformity in how cases are addressed, reducing the risk of discrimination and bias in disciplinary actions.
Enhance legal compliance: The checklist guides you in adhering to labor laws, such as the NLRA, protecting both your organization and employees from potential legal issues related to retaliation or wrongful termination.
Offer clear guidelines: It outlines specific steps for evaluating social media posts, helping you make informed decisions about appropriate responses and disciplinary measures tailored to each situation.
Facilitate open communication: By clarifying employee rights and employer responsibilities, the checklist fosters a culture of transparency, encouraging employees to express concerns without fear of unjust repercussions.
Proactively manage risks: Using the checklist enables you to identify potential social media issues early, allowing you to take preventive measures that protect your company’s reputation and maintain a positive workplace atmosphere.

Frequently asked questions (FAQs)

Q: What is the purpose of the employee misconduct on social media checklist?

A: The checklist is designed to help employers assess and manage incidents of employee misconduct on social media while ensuring compliance with labor laws and protecting employee rights.

Q: Who should use this checklist?

A: This checklist is intended for HR professionals, managers, and team leaders who need to address social media misconduct within their organization.

Q: How can this checklist help prevent legal issues?

A: By following the checklist, employers can ensure they are adhering to relevant laws, such as the NLRA, which reduces the risk of legal claims related to retaliation or wrongful termination.

Q: Can this checklist be used for all types of social media misconduct?

A: Yes, the checklist provides a comprehensive framework that can be applied to various situations involving employee behavior on social media, including offensive posts, harassment, or disclosures of confidential information.

Q: How often should I review and update the checklist?

A: It’s recommended to review and update the checklist regularly—at least annually or whenever there are changes in laws, company policies, or social media trends—to ensure it remains effective and relevant.

Q: What should I do if I find a violation of the company's social media policy?

A: If a violation is identified, follow the checklist to assess the situation, document your findings, and determine appropriate disciplinary actions while ensuring consistency and compliance with legal standards.

Q: Is this checklist legally binding?

A: While the checklist provides valuable guidance, it is not a legally binding document. It is advisable to consult with legal counsel for specific legal advice related to employee misconduct and labor laws.

This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.

Last updated 23 Mar 2025

Employee misconduct on social media checklist

How to use this employee misconduct on social media checklist