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 Theme 6  - How to use social media in the workplace :  A case study  from a dental therapy setting

Social media and digital platforms have revolutionized workplace communication, especially in social and educational work environments. My experience as a dental therapist in Sri Lanka at a school setting, where I was attached to the Medical Officer of Health, provided firsthand insight into the role of digital tools and digital media in the healthcare sector. In this post, I will explore how social media and digital tools were used in my workplace, along with the challenges, benefits, and impact on organizational culture.

Digital Tools and Their Uses in Workplace Communication


During my work life, multiple digital tools and platforms were integrated into daily operations:

  • Online Patient Management – We had an online platform managed by the Family Health Bureau, where we recorded patient details, treatment history, and follow-up plans. This allowed seamless data retrieval and ensured continuity of care.
  • Government Pharmacy Organization Platform – To procure necessary medication and supplies, we submitted yearly drug estimates online. This streamlined inventory management and reduced paperwork.                                                                                        
  • Digital Reporting System – Monthly, quarterly, and yearly statistical reports were submitted online, reducing manual errors and improving efficiency in record-keeping.
  • Social Media for Health Promotion – Platforms such as Facebook, WhatsApp, and YouTube were actively used to promote oral health awareness. We created engaging content, including videos on brushing techniques, dietary advice, and dental hygiene tips for students and parents.
  • Internal Communication via Social Media – WhatsApp groups were commonly used among staff to discuss work shifts, share updates, and provide emergency communication.

Formal vs. Informal Communication Channels



  • Formal: Digital patient records, drug estimations, statistical reporting, and official emails for inter-departmental communication.
  • Informal: WhatsApp groups and social media interactions for team collaboration and morale-boosting activities.



Rules and Guidelines for Social Media Usage

Organizations typically implement guidelines for using social media at work to prevent misinformation and privacy breaches. Some common rules include:

  • Confidentiality policies restricting the sharing of patient or sensitive data.
  • Professional conduct guidelines to maintain a positive reputation.
  • Limited personal social media use during working hours.
  • Fact-checking and approval processes for health-related content before posting.

Potential Risks of Social Media in the Workplace

  1. Privacy Concerns – Mishandling of patient information could lead to legal consequences.
  2. Misinformation – Unverified health information can create confusion.
  3. Distraction – Excessive social media use can reduce productivity.
  4. Cybersecurity Threats – Unauthorized access to digital platforms could compromise sensitive data.

How Social Media Has Changed Workplace Communication



  • Improved Engagement – Employees feel more connected through instant messaging and updates.
  • Faster Decision-Making – Real-time communication enables quick problem-solving.
  • Better Knowledge Sharing – Employees can exchange information and resources efficiently.




Impact on Organizational Culture

Social media fosters a collaborative and engaging work environment. While formal communication channels ensure professionalism, informal interactions through social media help build team spirit. However, organizations must strike a balance to ensure productive use without disrupting workflow.


https://www.youtube.com/watch?v=Jl116ud7T_U

The video "What is Organizational Communication? 2.0" by Dr. Matthew Koschmann explains two perspectives on organizational communication. The traditional view sees communication as a tool within organizations to share information efficiently. The modern perspective argues that organizations themselves are created and shaped through communication. Dr. Koschmann supports the latter, emphasizing how discourse influences power dynamics, identity, and culture in workplaces. This perspective helps understand the deeper complexities of communication in organizations beyond simple information exchange.

Conclusion

Social media is an integral part of modern workplace communication, and its strategic use can significantly benefit organizations. In the healthcare and educational sector, digital tools help streamline work, promote awareness, and enhance teamwork. However, organizations must set clear guidelines to maximize benefits while minimizing risks. By leveraging social media responsibly, workplaces can create a dynamic and efficient communication culture.

- Chamarika Nuwandi Madushani

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