What Is The Bring Your Own Device Policy?
BYOD refers to an informal set of guidelines regulating the use and misuse of personal devices like smartphones, laptops and tablets in an office or work environment. BYOD can be seen as an inexpensive alternative for businesses distributing work-specific mobile devices; users are free to utilize their devices either remotely or physically on-premises to connect with networks and applications relevant to a given business.
Benefits Of A BYOD Policy
BYOD can have both advantages and drawbacks for workplace environments; here are a few key ones you should keep in mind before implementing BYOD policies at your office.
Savings For Your Business
Bring Your Own Device is an efficient way for businesses to save money. Since employees use personal devices for work purposes, they may also be more careful with them - eliminating costly damage claims for broken and stolen equipment from occurring in future.
BYOD refers to your need as a business to ensure all software used can be easily accessible on all devices and operating systems, from iOS, Android, PC/Mac and beyond. Our customers use mobile and computer devices to call out, attend video conference calls and send SMS/instant message notifications - providing access for customers from any place around the world.
Get Onboard Faster
As your company experiences rapid expansion or growth, giving employees access to devices directly can be much quicker and more cost-efficient than having equipment shipped out individually. This is particularly applicable if there has been rapid expansion.
Updates Are Easier To Maintain
Assuring all employees use the most up-to-date versions of smartphones and laptops is time-consuming and costly; using personal phones/laptops for work increases employee adherence with updates/upgrades as they use personal phones/laptops more regularly for business needs than those using company ones.
Flexibility
The hybrid and remote working model remains viable today. You can work from anywhere with access to your device. When working remotely or traveling for business trips, employees can remain productive as their colleagues in the office.
Disadvantages Of Implementing A BYOD Policy
Employee Privacy Is Compromised
Companies adopting BYOD Policies may also cause employees to worry about their privacy since using personal computers allows companies to track browsing or email history closely; this blurs the line between personal and professional work life.
IT Support Can Be More Complex
Support for IT can be simplified when everyone uses identical laptops or mobile devices, making upgrades and maintenance simpler for IT departments. Upgrades and maintenance become more challenging when upgrading various hardware or operating systems is involved - yet most businesses provide their employees with various devices according to personal preference, such as Apple or PCs, so this may not pose too many complications.
Malware
Malware is inevitable for companies, whether or not your employees bring their own devices for work use (BYOD policy or not). Malware could potentially pose more of a threat in companies that enforce BYOD. However, if your firm offers comprehensive employee security programs and policies, its impact might not be great.
What Is Included In A BYOD (Bring Your Own Device) Policy?
Let's examine what type of BYOD policy your organization requires, which goes beyond "this device may or may not be permitted for personal use".
Communication Platform With Robust Functionality
Be certain your employees can easily communicate across devices when using Bring Your Own Devices or not, regardless of BYOD policies. If your business features a unified communication platform - like phone systems, video conferencing programs or software applications - employees should have access from multiple devices.
Establishing Rights To The Company On Devices
BYOD policies and acceptable usage guidelines can lead to legal complications. Who owns the data stored on devices they bring from home with company data still intact when leaving? For your protection and that of your employees, please speak to an attorney before creating any BYOD policies and ensure they understand where both sides stand legally.
Device Authentication
Companies implementing BYOD policies often benefit from adding extra authentication methods to employees' devices as an effective security measure. Two-factor authentication offers employees extra protection whether or not they store sensitive data. Re-authentication should also become part of company policies. For instance, asking employees to change passwords every few weeks is one example, and changing devices every six months is another good practice.
Devices Are Allowed Or Required
BYOD allows employees to bring devices they choose into work without restrictions; however, that does not entail that there should be no limitations; some operating systems or phone generations (for instance, older iPhones/iPads) should still be limited by employees.
Risk Disclosure, Liability, And Disclaimer
BYOD policies must be easily digestible by employees. A BYOD policy must provide clear information regarding risks and liability exposure, such as legal warnings and reminders about security.
Provisions
Make sure that your BYOD program is successful by taking specific measures.
Passwords
Be sure to require employees to create strong passwords for all devices and mobile apps they own - even those not directly used for business. Consider SSO services to reduce workload.
Transfer Of Data
Verify that all data transferred between devices or apps is password-protected and approved for transfer by your business.
Privacy
Employers and employees both must respect privacy. A successful BYOD initiative should outline how employee privacy and company data will be kept safe.
Maintenance And Support
BYOD policies must inform employees about what kind of IT assistance to expect from their devices, for instance, ensuring devices remain updated; only specific applications may be used at work or for security. IT departments will monitor all new devices being added to employee rosters.
Eight Tips To Reduce The Risk Associated With Your BYOD (Bring-Your-Own-Device) Policy
Companies adopting BYOD policies prioritize security as one of the primary concerns, so you should take measures to ensure you and your employees' devices remain protected from harm.
1. Plan Your Employee's Departure From The Company
BYOD policy becomes even more complicated when an employee leaves. Don't wait until off-boarding to create your policy; take measures now to delete sensitive information from devices and ensure employees cannot gain access to corporate resources or networks after leaving. Come up with an offboarding plan.
2. Use Mobile Device Management (MDM)
MDM (Mobile Device Management) is an effective method to make sure employees use mobile devices safely at work. MDM solutions may include corporate networks, apps or cloud storage providers. They can protect data stored on these mobile devices from personal information that might compromise them.
3. Use Application Readiness Automation
Automating application readiness testing will protect the devices on which your business depends while relieving IT of workload responsibilities. Automated cross-browser tests and security patching could save your IT department considerable effort while protecting end-user privacy.
4. Anti-Malware Technologies Are An Investment
Your staff may be using devices unprotected with anti-malware software. Invest in antivirus protection software to reduce cyber attacks and malware infections on all of their work devices; employees should also be required to use such protection on any personal devices they bring into work for themselves or use outside work hours.
Read More: What is the impact of BYOD on enterprise software?
5. Strategize For Device Loss
Devices may become lost and stolen without warning, which unfortunately cannot always be avoided. It would be best to create a plan for dealing with stolen or lost devices - perhaps installing software that wipes data off employee computers should something go missing is one approach.
6. Conduct Regular Data Backups
Your data backup plan should form part of any BYOD policy to mitigate potential data losses if an employee device becomes lost or stolen or corporate information is accidentally destroyed.
7. Create A Clear Reimbursement Policy
Employers often require employees to reimburse expenses they incur at work; with BYOD programs, this could mean reimbursements for lost or stolen cell phones and cell data plans for remote employees. When creating your BYOD policy, it's wise to consider which expenses might need covering and how they might best be managed.
8. BYOD Policy Training: Provide Extensive Training
Even with strict security measures, employees may use their devices at will. To combat cyber-attacks and data breaches, provide them extensive training on acceptable usage and any risks they might encounter when operating BYOD devices safely and efficiently. Training should equip staff members with all of the knowledge and software tools required for operating them efficiently.
Tools To Implement BYOD Policies
BYOD encompasses an expansive scope, such as remote monitoring and management; managed antivirus, backup, email protection or password management tools are used to create an efficient and safe BYOD environment; these tools enable an effective policy implementation while increasing security when working across multiple devices in one environment.
The N-able RMM
Effective security policies rely on multiple layers of protection and full visibility into systems. N-able RMM provides these benefits through various remote network monitoring security levels such as endpoint detection and response as well as patch management, backup/recovery, mobile device tracking/wipe management capabilities, as well as backup recovery key features - it even offers a free 30-day trial.
N-able Mail Assure
Employees working remotely may develop an overconfident sense of security--particularly regarding email. But with so many threats lurking out there waiting to attack through emails, failing to be vigilant can pose a real danger for companies of all kinds. N-able's Mail Assure's intelligent filtering engine protects against known and emerging threats using data collected from over 23 million email accounts for accurate message filtering with 99.999% accuracy.
Mail Assure can easily integrate with Microsoft 365 to enhance email security for any service providers your clients use, even during its failure period. Access can still be gained 24/7 through its web console; software like Mail Assure to enforce policy requirements helps safeguard businesses against email compromise; try it now on a 30-day free trial!
Malwarebytes
Malwarebytes provides mobile security protection to Android and iOS smartphones, helping reduce employee risks when using company desk phones. Their proactive protection from ransomware and malware helps keep employees' phones safer - plus, Windows cybersecurity options may allow your employees to utilize these solutions under your personal device policy.
Evolve IP
Evolve IP provides an effective platform to implement robust personal device usage policies by offering secure unified communications without compromising security. Cloud-based, this UC tool enables collaboration using video conferencing, voice calling and chat functions - plus integration into existing apps makes deployment and adoption of this software simpler than ever - making establishing BYOD policies much less risky while mitigating security concerns.
OneDrive
OneDrive allows employees to collaborate, access and share business documents securely across all devices - including company computers, phones and personal ones - no matter where employees work. OneDrive's N-able Backup option ensures files stay synchronized across devices used. OneDrive offers businesses and employees peace of mind without the risk of data loss when employees work across devices simultaneously.
How To Create A BYOD Policy In Your Organization
Since approximately ten years ago, Bring Your Own Device (BYOD) has gained widespread momentum within global workplaces. Recently, Covid-19's epidemic only solidified this movement further, making remote working easier than ever using employee devices - saving employees time and your company money when implemented successfully.
When your company permits BYOD usage, creating a BYOD Policy should become part of its operations. Suppose employees want to work efficiently and securely on their devices while staying compliant with regulations is key. In that case, BYOD policies can either form part of your remote work policy or stand alone as separate documents.
Once you have determined your business's goals and policies, assessed BYOD risks and benefits as well as conducted sufficient research on possible uses, you are ready to develop your BYOD Policy.
1. Set The Scope
Begin your BYOD policies by outlining its scope. Include information such as type and the operating system-allowed devices. Also, identify who will be accountable for making work-related incoming calls using mobile phones. Your policy can then be customized accordingly so it meets the unique requirements of your company.
Device Scope
Before selecting which devices and operating systems are eligible to participate in your BYOD Program, take stock of existing technology. Can Windows-only devices be managed using current tools, or do you require something with more versatility if this becomes an issue? If so, consider switching over to an enterprise device management platform with wider Support of multiple device types if this becomes necessary.
Gather information from employees regarding which devices and platforms they prefer. Asking these questions will allow your business to determine its ability to support all devices - even those considered unusual - providing insight into any problems that might occur and shaping policies accordingly.
Rooting and jailbreaking personal devices should never be tolerated for effective monitoring, and your policy must indicate this fact. An MDM tool should also be utilized in verifying compliance before users give access; should anything become non-compliant in terms of requirements, then steps will need to be taken accordingly. If that occurs, outline what will be done to rectify its problem(s).
2. Protect Privacy: Separate Personal And Company Data
Privacy concerns among your employees could be top priorities regarding Bring-Your-Own Devices (BYOD). Use your BYOD Policy as an instrument of mitigation by outlining exactly which data and devices will be monitored and why.
Company employees should never monitor or access personal data without explicit approval by management. Any device belonging to employees that needs erasing should make employees aware that any lost or stolen device puts personal information at potential security risk and must be deleted immediately; in such instances, they should also inform management as soon as possible in case such personal information may become exposed in some way.
Include data storage into your BYOD policies by specifying where data will be saved: locally or on the cloud. When saving locally, specify how privacy will be ensured when doing so locally and how privacy issues will be managed should that option be chosen.
When segregating business and personal data using an app or data management tool like an SSAPI service such as Filemaker Server Pro for Business v17.8, show employees exactly which files and how it's monitored - building trust among staff while safeguarding company and user security while upholding user privacy protection at once!
3. Compliance And Security Initiatives
Your policy must outline any device policies you plan on enforcing to inform employees what BYOD initiatives and regulations they need to be aware of for security and compliance reasons. Some examples of policies could be:
- Requirements for password complexity
- The interval between password changes
- Lock Screen/Session Timeout
- Multi-factor authentication (MFA).
- SSO (single sign-on)
- Remote Wipe
- Least privilege access.
Here it would be best if you listed any policies or devices which users need to be aware of; for instance, unauthorized devices will be flagged and will no longer have access to your network or organizational data.
4. Simple Sign-Up Process
Your organization could encounter unexpected issues if it creates the impression that employees must go through hoops to gain BYOD approval, leading them to become disgruntled and use devices without your knowledge to complete work tasks without even asking or notifying you first. Employees could become increasingly disillusioned and begin using devices they shouldn't without telling or informing the organization first.
Employees using unapproved devices without proper access policies can increase risks for your organization and create potential attack vectors. While giving employees more flexibility than before with BYOD policies in place, IT must remain proactive to prevent unmanaged devices from connecting to company resources.
Automation can make this easier; simply ask employees to submit brief BYOD requests with key details, make setup as smooth and efficient as possible using modern device management tools, and establish a signup procedure that benefits IT without negatively affecting other users' experiences.
5. Establish Reimbursement Guidelines
As part of your BYOD Policy, include your decision on reimbursement versus payment of BYOD-related expenses. Be specific that your organization will not reimburse expenses associated with BYOD use.
When offering reimbursement to employees for BYOD expenses, be clear as to what will be covered, when and in what manner. Many organizations cover employee internet costs on personal devices and purchase costs of new devices for use at work.
Be wary of unexpected costs related to mistakes in your BYOD policy or data overage charges that fall under company responsibility. To prevent this scenario from arising, make it clear which costs fall under company ownership and which ones belong solely to employees through BYOD policies.
6. Plan Your Ongoing Maintenance
BYOD should never be treated like something you set and forget; ongoing security, compliance and tool checks must continue as time progresses, with updated policies possibly necessary as technology evolves and more devices appear on the market. Employee experience surveys provide invaluable feedback that allows businesses to optimize their policies further.
7. Please Write Down Your Policy Before Implementing It
Before sharing anything BYOD related with employees, it's best to draft proposed policies in writing first and check for errors or oversights before sending them to users. Take your time creating an initial draft so you can adjust and expand upon this document later on.
Use this strategy to prevent miscommunications, unnecessary work or wasteful resources arising from changes made to an initial draft of your policy before its implementation. Keep it short--1-2 pages will ensure employees read it quickly.
Create A BYOD Policy That Works For You
No matter how hard businesses try, personal device use in today's work environments cannot entirely mitigate security risks posed by personal devices used at work; particularly if businesses hope to remain competitive and attract top talent. Work From Home policies make it even more essential that devices used at work be secured effectively with high-grade security solutions; including robust BYOD policies to safeguard data at all times and tools like those above either together or individually to do this effectively.
Conclusion
An effective BYOD (bring your own device) policy can save money and increase employee satisfaction while increasing productivity, giving employees greater flexibility, and making your company more productive. Just make sure all software providers adhere to all security and accessibility policies.
Cyber Infrastructure Inc. is an innovative communication platform compatible with multiple devices and major operating systems - perfect for businesses that employ BYOD (bring your own device) policies that reduce spending money on expensive hardware or software purchases. Give it a try yourself and experience its power.
