Creating and Enforcing an HOA Social Media Policy

 

Social media can be a valuable communication tool for HOAs. But, you must adopt a strict HOA social media policy to keep members in check and avoid potential liability.

Steps for Determining Your Social Media Policy

Technology has come a long way since the Internet came to light. Gone are the days of snail mail and door-to-door newsletters. In today's hyper-connected world, social media is king.

A social media policy is critical to a compelling and harmonious online existence. Like other organizations, homeowners associations can also benefit from social media. But, before you can even begin to lay down your HOA policies for social media, you must first decide on a few things.

  • Stick to One Platform. So many social media platforms are available today. Still, it's in your HOA's best interest to choose only one, making it easy to track social activity and saving time on posting to multiple channels. Facebook, by far, has the most extensive user base. With 2.7 billion monthly active users worldwide, most of your residents will likely have a Facebook account.

  • Determine Privacy Settings. When creating a page or group on social media, particularly Facebook, you must adjust its privacy settings. It's best to set the group to private or closed. That way, non-members can't join and cause distractions to HOA-related business.

  • Appoint Administrators. Generally, board members should act as the group's administrators. But, it would help if you appointed specific board members to post updates, approve or deny posts from members, and manage or reply to comments. You can also assign different members for each role.

  • Deal With Negative Posts Appropriately. There will always be negative posters online, your HOA social media page included. Instead of ignoring negative posts or comments, take the time to respond to them. Let them know you understand what they're saying and have acknowledged their opinion, which shows that you care about homeowner issues. Then, move the conversation to a private medium.

A Solid Social Media Policy

Every homeowner's association should have an HOA communications policy, which also extends to social media. Typical HOA rules about social media dictate how homeowners should behave in an online setting.

It is also a good idea to tailor your rules to the platform. For instance, make a set of HOA Facebook page rules if you have a Facebook group or page. This way, you can avoid a nasty and costly HOA Facebook lawsuit.

Here are some HOA social media policy examples on the types of content that members can and can't post:

Permitted Content

Board members must only post content related to the association, including meeting dates, community event details, new HOA rules, changes to existing HOA rules, and reminders of the deadline for dues.

It's also good to post links to association documents, such as the homeowners association bylaws, CC&Rs, sundry application forms, and the like.

Additionally, other content worth posting or sharing includes:

  • Polls

  • Community event photos

  • Content community members may find helpful (gardening tips, maintenance tips, etc.)

Prohibited Content 

All association members, including HOA board members on social media, must refrain from posting any content that falls under any of the following:

  • Click-baits

  • Community gossip

  • Content related to confidential association business (such as vendor negotiations or contracts)

  • Content related to confidential or proprietary business information

  • Content that encourages or conducts any activity that is offensive, harmful, or illegal in any way

  • Content that fosters, advocates, or perpetuates discrimination based on a person's race, religion, gender, color, national origin, age, sexual orientation, marital status, or disability

  • Content that promotes or advertises a product/service, brand, or individual

  • Copyrighted or trademarked content (such as images)

  • Deliberately disorderly comments meant to abuse, harass, threaten, or intimidate (i.e., trolling)

  • Criticism

  • Discrimination of any kind (at the sole discretion of the association)

  • Images of children without parental consent

  • Links to files that contain viruses

  • Personal information

  • Personal opinions as representing the association's views

  • Rants

  • Personally attacking specific groups or individuals.

  • Political bias

  • Profane, offensive, defamatory, or violent in any way

  • Sexual content or links to sexual content

  • Spam

If a member violates any of these HOA social media rules, the HOA reserves the right to do one or all of the following:

  • Delete the post or comment in question without prior notice.

  • Remove the offender from the group.

  • Revoke the offender's posting or commenting abilities.

Board Members Should Know the Social Media Laws

Irresponsible social media use can lead to problems, so board members should familiarize themselves with the law to remain compliant. Remember that, under the Federal Communications Decency Act, your association may be liable if a person acting as a representative of the HOA posts defamatory or discriminatory statements. Therefore, you should exercise strict control of what members post or comment online.

Your association should never post personal or privileged information and copyrighted or trademarked materials. Sharing such information or materials can lead to litigation as well. It's also always a good idea to ask your attorney to review your HOA social media policy to ensure you're not breaking any laws.

 Benefits of Social Media Use In Your HOA 

How can social media make HOA management easier?

  • Accessible, Instant Communication. You can instantly compose a short message on your phone and share it on your HOA page. Plus, given the social media format, this message can be immediately consumed.

  • Get Feedback Easily. Change the way you get the pulse of your community. In the age of social media, you can get feedback anytime, anywhere. You also get all manner of feedback, from comments and shares to reactions.

  • Make Your HOA More Accessible. Social media is an easy way to make your HOA feel more in touch and accessible to your homeowners. It's also a great way to showcase everything your HOA has to offer. Combine your social media accounts with your HOA website for even better results.

Social Media Works for You 

Like most things, social media can benefit your community but also harm it. It's a great way to communicate with your residents, as long as you use it with care. Adopt a strict HOA social media policy and enforce it uniformly. In doing so, you can protect your association.

When in doubt, know that you can always leave social media to the experts. It's a good idea to look at a reputable national directory like HOA Management for your association's needs.

 
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