How do I approach my boss about licensing concerns he has already dismissed once

Question

I work at a large, international company, with my office situated in northwestern Europe, and my manager has recently asked me to create a safety poster for use at my workplace. He also included some images he wanted to be on it, but I am hesitant to use them because the company does not have a licence for their use (he's basically found them on the internet and assumed that they are free to use for anyone).

Since the poster only will be used locally the chance to get caught is next to nil, and when asking my manager about my concerns about infringements on the creator's intellectual property, my concerns were dismissed "since noone will ever notice anyway" and "everybody does it". I agree with both these points, but I am still disappointed in the company as I expected them to hold themselves to a higher moral standard - and that they'd be pretty paranoid of any potentially illegal business their employees engage in.

I am hesitant to push the issue, as my initial concerns were ignored. But; is there a point in bringing it up again after it was dismissed the first time, and what would be the best approach to get my manager to listen to me?

Answer 1

Maybe your communication approach could be slightly different. Instead of just saying you're reluctant to use those pictures, try to provide a solution. "Is it OK if I use other slightly different images, especially ones which are free of rights?".

Since you have taken the responsibility to solve the problem you've presented, he might be more willing to accept that it is an issue rather than if you ask him to provide other images.

If that doesn't work, you can consider whether to just do as your manager wants and stop there or bring it up to an higher level if you're really concerned (with all the consequences that might have).

Answer 2

Noone will ever notice anyway

Yes they will. The large stock libraries have to protect their investment, so they have crawling software that looks for their images. If your poster ever appears in a place where a search engine can find it, the stock libraries will eventually find a match.

everybody does it

No, they don't, and I know that your company does not agree with that standpoint.

You've done your due diligence. You have the opportunity to refuse to do the work (especially as your profile says who you work for and where...). If you decide to go ahead, you need to get your objections documented in writing - otherwise your boss will just say "No, I was never consulted on these images".

Bear in mind that if your poster is really good, it may be used elsewhere in the company, and could be seen by outsiders.

If you are forced to use this particular images by your boss, create a document for the poster showing all licensed material used (including fonts as well as images), and then contact your companies whistleblower line (the Alerline is confidential and anonymous).

Answer 3

Most likely your concerns weren't heard the first time, because you presented a problem. But you were delegated a task to present a solution.

Presenting the same problem again will only make your boss mad.

Instead, find a solution. Find free images or find ones that cost money and ask your boss if he wants to spend the money instead. Present options leading to a solution. If your boss still chooses the cheap and illegal solution, make sure you get that in writing.

Answer 4

Some answers already provide good solutions to mitigating/working around the problem of using illegal images, and the impact it may have on your company.

In addition to this, if you decide to just listen to your boss, here is the easiest way to cover your own ass:

1. Make the poster
2. Email it to him stating: Here is the poster with the images you suggested... General relevant stuff... Note that the image licenses should be considered before use.

Even if he ignores it, you can now defend yourself against anyone who later states that you should not have placed these images in a poster that got placed next to the coffee machine, or published in a magazine.

Answer 5

I would not equate company policy with one manager's decision. The decision reflects your manager's sense of propriety, rather than company policy.

Is there a point in bringing it up again after it was dismissed the first time?

I would not. You already exercised due diligence by bringing up your concern to your superior, which was the right thing to do. And in this case, the only thing to do. Going above and beyond that can easily backfire, as your manager might perceive any further escalation on your part as indication of insubordination and lack of confidence in his judgment. This is a classic case of the issue just not being worth it.

What would be the best approach to get my manager to listen to me?

The best approach is for you to gain a better understanding of what types of issues your manager listens to (cares about), and not to waste your or his time with other stuff. I realize this might sound a bit harsh, but really, this is probably in your best interest.

Rather than trying to change the manager (good luck!), spend time learning about his priorities, personality, and what workplace issues are mostly on his mind and tend to get the most traction with him. Focus your attention and effort on addressing those issues, and you will get on the same page with your manager. Good luck!

Answer 6

At this point, bringing it up again, will not change the outcome, unless you are planning to go above your boss' head and report him for illegal use of intellectual property to your ethics department, if you have one or legal department may be. But be prepared to take all the nastiness that will come from it. Is your job (i.e. money) or your moral compass more important to you. This is the decision you need to make.

Of course there is another sly method you can employ, by finding the intellectual property owner, letting him or her know what's happening (or even better after it happened) but, since you brought this issue up in the past, I am pretty sure the fingers will point to you even if they may not have any substantiating evidence that you are the cause of this legal headache.

So, if you have high morals and ready to give up your livelihood for them, go right ahead and report your manager to proper places up in your company chain of command or some intellectual property protection organizations and the creator of these images. If you value making a living more, then be a good soldier and march on with the orders. Maybe someone else brings this up to clear your conscience in the future. Unfortunately, the management inmost major organizations, is not as ethical as one might expect, I came to realize.

Answer 7

the poster only will be used locally the chance to get caught is next to nil

This (above) is your own statement. Given that you brought this up to your manager and knew of its lack of value, you're only going to give your manager the impression that you're obnoxious if you keep pushing on him.

You can go to your boss, HR, senior management, the law, or whoever you like, and count on being dismissed again. It'd be a poor career choice, because people will start to see you like "The Boy Who Cried Wolf". How do you bring it up again? You shouldn't.