Index.
1. Common Reasons for Implementing a BYOD Policy.
2. What are some of the Risks Associated with BYOD?
3. How Can You Mitigate BYOD Risk?
4. Some Useful Security Tips for Small Business BYOD.
5. What Steps Should Be Taken to Manage Users Correctly?
6. How Can the Cloud Be Used with BYOD?
7. How Can Our IT Department Help You to Implement an MDM Policy?
Overview.
Many business experts predict that the global use of mobile devices will reach more than 2 billion by the latter part of 2015. This will make the implementation of a BYOD policy a necessity for businesses of all sizes.
The increased number of mobile devices being used by working professionals is an inescapable trend that has caused many businesses to rethink device usage in the workplace. BYOD or Bring Your Own Device is especially useful for small businesses that are often limited in terms of workspace and IT budget. It also provides employees with more flexibility resulting in improved productivity and worker satisfaction.
Although many businesses are aware of the benefits of implementing a BYOD policy, many are hesitant to move forward mainly because of the potential security risks involved. This means that small businesses must implement proper protection methods in order to alleviate concerns over security breaches and other risks.
The primary dilemma is the fact that most small businesses are unsure as to where to begin with a solid BYOD policy since it is a fairly new trend. The first step is to move forward by assessing your business needs, weighing the advantages and disadvantages, and then determine the best way to manage end users properly and efficiently. This will alleviate the concern over inadvertently turning a positive BYOD program into a Bring Your Own Disaster fiasco.
1. Common Reasons for Implementing a BYOD Policy.
Just like anything else, if there are no guidelines and rules in place when employees use multiple types of devices, it will surely end in disaster. For example, imagine driving your car on the road without any traffic regulations. Everyone is using their own car with no rules for the road. What do you think will happen? Of course, an accident or casualty will be inevitable.
The same concept rings true for a small business that fails to implement a Bring Your Own Device policy. The results can be devastating and in most cases, very costly when a security breach occurs.
Additionally, people tend to be creatures of habit and if they check their personal email on their mobile device, they will also be inclined to check business email and conduct other business tasks on the same device. This leaves businesses with no other choice but to implement a BYOD policy that ensures responsible use of devices on work platforms.
A BYOD policy also will improve business security across your infrastructure. By optimising the network to accommodate BYOD, you can circumvent any security breaches that would be inevitable without a BYOD policy in place.
Another common reason for implementing a BYOD policy is to increase employee satisfaction and to improve productivity. A BYOD policy tells your employees that you are concerned about their well-being and you want them to enjoy coming to work. A happy and productive workplace results in increased revenues and overall business success.
2. What are some of the Risks Associated with BYOD?
First, let’s take a look at some of the key advantages and disadvantages along with some of the risks of implementing a Mobile Device Management (MDM) policy for a small business. This will help you to apply this information to your own situation and start weighing the benefits and drawbacks of initiating a Bring Your Own Device plan.
Advantages
Transform the Workplace Culture: Instead of a Mobile Device Management strategy posing security risks, when implemented properly it actually helps your business to coordinate systematic mobile device usage across the board. A solid MDM policy can help you define exact usage policies which develops a clear understanding throughout the organization. It also improves the workplace culture since staff can work more efficiently and creatively without being limited to fixed workplace technology.
Improve Employee Engagement and Availability: If you have a small business that operates across a few departments, a Mobile Device Management policy can bring your staff closer together by delivering real-time results, enhancing internal collaboration. Additionally, staff members typically use their mobile device for their own personal use which makes them more inclined to use the device for work productivity, even outside of the workplace.
Cost Efficiency: Depending upon your network configuration, a BYOD model may require an initial investment in creating a secure infrastructure. However, the investment is returned with increased cost efficiency over the long term. An MDM policy allows a small business to transfer voice and data access, hardware costs, and other IT requirements to the end user. The end result is reduced monthly expenses, in addition to a reduction in training costs.
Easier Transition to Cloud Applications: Moving your applications to the cloud eliminates the need for a physical IT infrastructure. A MDM policy helps to ease the transition to the cloud by allowing staff to perform business tasks at any time and any place without having to access company infrastructure and applications on a limited schedule.
Improved IT Security: A MDM policy solves security issues associated with legacy IT systems by defining what devices can be used along with specific apps. It can also include a definition of what company data can be stored or transferred on personal devices, as well as other data that can be deleted, in addition to other specific regulations. This helps you to maintain better control over IT using a well-defined MDM policy.
Smarter Work Ethics: A Mobile Device Management policy places the tools in the hands of staff they need to get things done faster and more efficiently. This makes improved productivity possible without the expensive price tag. For example, staff can bring their own device into a meeting and use it to process new initiatives. This expedites project delivery and results in improved workflow processes which translates into increased revenues.
Readily Available Expertise to Develop a Solid BYOD Approach: According to a forecast by the International Data Corporation (IDC), a primary analytics firm, the sale of mobile devices will exceed laptop sales during 2014 and through 2015. This means that bringing your own mobile device to the workplace will be perceived as the norm by a high percentage of the workforce. In correlation with this prediction, more IT consultants are readily available to assist businesses with the implementation of an MDM policy. This helps to reduce risks and alleviates concerns associated with BYOD.
Disadvantages
The main disadvantage of a BYOD is the concern over security breaches. Although this is a legitimate and very real concern, you can significantly mitigate risks by implementing a MDM policy properly. In this case, an IT consultant can be a valuable investment when you compare the cost of a security breach with an investment in IT consultancy services. Without a doubt, security is the main reason small businesses do not move forward. Some of the concerns include:
Loss of Control: Mobile devices provide staff with the flexibility to take their device wherever they go, including out of the workplace. Many businesses view this as a loss of access control, security for sensitive data, and policy enforcement. This is a legitimate concern, especially if there is no MDM policy or the policy is not well-defined with the proper security applications in place.
Multiple Device Types and Operating Systems: The use of different device types and operating systems can leave IT professionals scratching their heads wondering how to maintain control and reduce security risks. This is a concern for companies that have no idea how to implement a BYOD policy. On the other hand, businesses that have successfully implemented a BYOD policy that is specific and well defined with extensive security solutions, enjoy the improved productivity while mitigating risks of multiple device usage.
Mobile Device Malware: Many businesses are concerned about BYOD users inadvertently downloading malware while using their device for personal tasks such as social media, instant messaging, etc. The solution to this concern is a solid approach to an MDM policy that facilitates staff acceptance of business IT security controls being placed on personal devices, among other security solutions depending upon application configuration.
The bottom line is the disadvantages which mainly center on security can be mitigated with the right approach to Mobile Device Management and implementation of proper security strategies. Most employees are open to working with MDM policies on their own device if it means improved mobility and faster productivity without being chained to fixed business technology for a set amount of hours per day.
3. How Can You Mitigate BYOD Risk?
BYOD offers many benefits when it is managed and monitored properly. It is also important to mention that BYOD implementation is very individualistic and industry-specific. Therefore, businesses are required to thoroughly identify all possible risks and other factors before choosing a BYOD model. That said, some of the common ways to mitigate risks associated with BYOD include but are not limited to:
Identify Data Storage Points and Methods of Transmission: Identify all locations of data storage including data being stored in the cloud, on in-house legacy systems, and/or an outsourced service provider. You should also evaluate how the data is being transmitted to determine the best way to provide protection when implementing a BYOD policy.
Consider Industry Compliance Requirements: Although you may be familiar with industry-specific compliance requirements, you must identify how BYOD will impact compliance regulations. If a security breach occurs and your business is not following the requirements with a proper BYOD policy, this can result in significant fines and other damages.
Identify User Limitations: Determine the areas where it is necessary to limit user access to data. This requires knowledge of how the end user is accessing data which helps to determine how to reduce the possibility of human error. Also, with fewer people accessing critical information and applications, you can mitigate risks associated with a security breach.
Educate Your Staff: Since your staff likely perceives BYOD as the norm, it is important to thoroughly educate them on the risks associated with accessing sensitive data on their own device. For example, if a staff member accesses a confidential email on their personal device, it must be equipped with the required security solutions to reduce the risks of a malware infection designed to steal sensitive information.
Review of Data Types: A critical step toward mitigating BYOD risks is to identify the different types of data your business stores to enable you to take the necessary steps for protecting it. For example, if your business stores customer data and financial information, this will require careful security considerations to ensure you take the necessary precautions from both your business reputation standpoint and compliance-specific regulations for your industry.
These are a few of the ways you can mitigate the risks associated with BYOD. As mobile device use evolves, so will the threats. There is no “one-size-fits-all” solution for every small business so, it may be necessary to work with an IT consultant that can help you with risk management now and in the future.
4. Some Useful Security Tips for Small Business BYOD.
There are several ways that you can enhance security for BYOD plans. The methods you use will depend upon your individual business requirements. However, here are a few common tips for improving BYOD security.
Clearly Define What Devices Can Be Used: There was a time when the BlackBerry was a popular business device used in the workplace. Things were cut and dry and it was clearly understood that your BlackBerry was designed for work. In the current day, if you simply say “bring your own device to work,” this opens up more security issues than you could ever imagine. By defining what devices can and cannot be used, you can provide the proper security solutions and support for those devices.
Provide a Stringent and Detailed Security Policy: Sometimes end users view password protected devices and lock screens to be a nuisance so they disable this feature. A strict policy should include your insistence on using complex passwords and other security protections when accessing business software applications.
Establish Security Configuration Requirements: Create security configuration requirements for the devices that are allowed in the workplace. Make sure the devices are preapproved as having the proper configuration standards before they are allowed to access business data and applications.
Define the Line between Business and Personal Responsibility: Make certain the line between business support for BYOD and personal responsibility is clearly defined. For example, business support may be limited to specific company related activities such as email and software applications. Or, support may only be provided for setup and access to a company network.
Use Mobile Device Management Software: Although this appears to be a “no-brainer,” many small businesses fail to implement MDM software to help control security. There are many different types of software that ranges from open source to paid applications that will help you to beef up BYOD security.
5. What Steps Should Be Taken to Manage Users Correctly?
To determine what steps should be taken to properly manage BYOD users requires looking at the individual needs of your business. A “one-size-fits-all” solution will not help you to effectively manage end users, not to mention staying on top of data security.
A working knowledge of the MDM policy creation process is what will help you to properly manage BYOD users. The following information will provide you with a general overview of how Our IT Department can help you approach Mobile Device Management for end users.
Organisation of a Project Team: Depending upon how your business is setup, initiation of BYOD policy creation typically starts with the formation of a project team. The team may consist of end user representation, IT personnel (if applicable), a member from each department, and other participants.
Policy Research: Each member of the project team may assume a specific segment of the policy research based on their expertise. Our IT Department can help to implement specific templates to maintain research consistency across the board. Each member may then report their findings to the entire project team.
Internal Considerations: Internal considerations will be reviewed based on the research findings to help define the specifics of end user management. The internal considerations are typically circulated among project team members to ensure nothing is inadvertently overlooked.
Initial Outline: An outline is developed based on research findings and internal considerations before a detailed draft is created for policy review.
Policy Review: During the policy review, the project team and IT consultant can provide comments and feedback to refine the policies for successful management of end users. The policy is then revised accordingly to tighten areas that may be vague or lacking in specifics.
Finalisation: The end user management policy can then be finalised with additional feedback if necessary, before it is distributed to business managers and signed off on by the end users.
Again, this is a general overview of the steps that should be taken to manage the end users within an organization. There may be additional steps required depending upon the internal needs of your business. Managing the end users is a critical part of a BYOD policy creation process to ensure there is a mutual understanding of device usage and access policies to data and applications.
6. How Can the Cloud Be Used with BYOD?
The sky is the limit when it comes to how the cloud can be used with BYOD. In fact, Bring Your Own Device policies are being fueled by the cloud revolution since it provides an easier way for small businesses to transition to cloud applications and storage.
Without a doubt, the cloud is a money saving strategy for small businesses and helps to take the reduced costs of IT infrastructure and hardware a step further. When a small business uses cloud services, the end users have access to all business applications and data regardless of location and via the approved mobile device they use to access cloud services.
Cloud services provide businesses with access to state-of-the-art technologies at a fraction of the cost of implementing the applications and services in-house. Businesses also can take advantage of the reduced infrastructure costs associated with placing the IT hardware responsibilities in the hands of a cloud services provider.
When used with a BYOD policy, the end user accesses business applications and data using their own device while the company pays a subscription fee per user to the cloud service provider. The provider assumes the responsibility for IT maintenance and monitoring plus, transitioning to the cloud is easier with a solid BYOD policy in place. The end result is the best of both worlds with improved productivity and worker satisfaction, all at a reduced cost.
7. How Can Our IT Department Help You to Implement an MDM Policy?
As we mentioned in the last section of this article, there is no single approach for all small businesses. In fact, using a one-size-fits-all approach almost guarantees you will end up with the dreaded Bring Your Own Disaster.
If you are serious about implementing a solid MDM policy, then it must be tailored to the needs of your business and the manner in which the end user accesses data. For businesses that do not know where to begin or how to go about this process, this is where an investment in an IT consultant can take you a long way and help you to save on costs over the long term. How?
1. Our experienced IT consultants can help you with a comprehensive technical approach prior to BYOD implementation. This includes assessing your current infrastructure, the manner in which your business accesses data, cloud migration, virtualization, and other technologies you currently use or plan to implement in the near future.
2. We will assist with the identification of roles and responsibilities when it comes to implementing a new BYOD infrastructure, end user access, help and technical support, and other services associated with accessing critical business applications and data. We can also help you with proper data storage needs and meeting industry-specific compliance requirements.
3. We can survey your staff to determine the current challenges they face and to learn more about how they access data. This ensures that an MDM policy addresses the challenges and adequately provides the benefits of using your own device to access work tasks quickly and efficiently.
4. Our IT Department is experienced in the latest security methodologies for BYOD. We can help you with a comprehensive assessment of document and data risks, secure data transmission, designing architectures for interoperability between business and personal data, and establishing a balance between personal privacy and business security, and more.
5. An acceptable use policy is a critical part of an overall Mobile Device Management plan. Our expertise will be extremely valuable in this area, in addition to helping your business to identify legal issues and liabilities. There are a lot of gray areas from the liability standpoint and Our IT Department can help you uncover issues you may otherwise have never considered.
6. If you are considering cloud services, outsourced technical support, data storage in the cloud, or other type of service, the Our IT Department can provide you with reliable services, in addition to overseeing the Mobile Device Management process now and for the long term. This ensures the establishment of a reliable, knowledgeable, and lasting relationship that keeps your BYOD program running seamlessly.
7. Establishing policies for device usage and access to applications can become quite complex. Our IT Department can help you decide what devices to allow and which operating systems to support. We can also assist with choosing the appropriate content applications and deciding on access limitations to the applications. Additionally, we will advise you on best practices for app usage to support secure data portability and clarify ownership of apps and data, among other considerations.
8. Our IT Department can provide an asset management service, which includes guidelines for lost or stolen devices, conditions for employee termination, terms for replacing devices if the employee is unable to do so, and a variety of other asset considerations.
Other ways we can help you implement a Mobile Device Management policy will depend upon your individual business requirements. The information we discussed in this section provides some of the common ways Our IT Department can help your small business implement BYOD.
Are you thinking about introducing a BYOD Policy?
Are you unsure of where to begin with BYOD ?
Do you have concerns and reservations about implementing a Mobile Device Management policy?
Is your business based in or around the M25?
If the answer to any of the above bullet points is yes then Our IT Department can provide you with a solid starting point. Complete the form below to request a BYOD assessment with a Professional IT Consultant from Our IT Department.
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