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What Is Bring Your Own Device?
Employees today are more likely than ever before to own, control and purchase smartphones and tablets for both work and personal use - known as Bring Your Own Device (BYOD). When IT departments hesitated to support personal devices, it caused controversy within organizations.
Bring Your Own Phone (BYOP), the practice of bringing one's mobile phone to work was becoming an increasing trend among businesses and mail servers. Over time, however, BYOD became part of everyday work culture across every industry sector and continues to gain in popularity today.
Bring Your Own Device (BYOD) is an initiative which encourages employees to bring and own personal electronic devices to work - such as laptops, phones or tablets - from their possession. BYOD exists solely to improve employee productivity as they will gain access to data and company systems using devices which belong to them rather than being provided as part of corporate policies.
BYOD has evolved rapidly over time, and businesses are creating distributed workspaces. While a worker might have struggled to work remotely from a tablet or phone during a pandemic outbreak, today, there's more Support for remote workers than ever before through software solutions that enable BYOD.
BYOD works best in environments driven by Agile- and DevOps practices. Cloud solutions that integrate well should facilitate collaboration, communication and information access across siloed departments. Mobile Device Management software such as MDM is expected to allow employees to access sensitive company data wherever they may be, which leads to substantial productivity gains but at an additional expense.
What Is The Bring Your Own Device Policy (BYOD Policy)?
BYOD refers to an umbrella of guidelines which regulate the use and misuse of personal devices like smartphones, laptops and tablets in an office or working environment. BYOD policies serve as cost-cutting alternatives to issuing specific devices through buying-in contracts, instead enabling employees to utilize personal devices either locally or remotely and still connect to company private networks and applications via their devices. BYOD policies govern IT support provided to employee-owned mobile devices like smartphones or tablets while outlining employee obligations as part of BYOD programs.
Benefits Of A BYOD Policy
Cost Savings For Business
BYOD can be an efficient way to save your business money. Because employees use their devices at work, they may also be more mindful about their care of them - meaning no more paying out for lost or broken equipment!
BYOD means ensuring the software used by your business can run on various devices and operating systems - for instance, your virtual phone system must work across iOS, Android, PC Mac or any other cloud platform available - such as a virtual phone system or communication platform.
Faster Onboarding
If your business is expanding quickly or hiring rapidly, allowing employees to use their devices will save valuable time for equipment distribution.
Updates Are Easier To Maintain
Implementing hardware upgrades across an entire company may take considerable effort and costs a fortune. At the same time, employees who bring their smartphones or laptops are more likely to stay up-to-date and upgrade accordingly.
Increased Flexibility
The hybrid and remote working model will remain intact for some time, providing employees with freedom and mobility when using personal devices. When working from remote locations such as hotels during business trips or telecommuting from home offices, they remain just as productive and successful in producing results as when physically present at their office desks.
Disadvantages Of Implementing A BYOD Policy
You Are Giving Up Employee Privacy
Employees might also worry that using BYOD could compromise their privacy. When working from personal computers, your employer might wish to track your browsing or email history - blurring the lines between personal and workplace life.
Most employees remain unaware that using personal devices in the workplace can be hazardous, with personal data potentially becoming vulnerable if their employer gets sued. Companies using mobile device management systems could potentially access all device-based and private information stored therein as a matter of law.
IT Support Can Be More Complex
Supporting IT is more straightforward when everyone uses identical laptops or mobile devices. Yet, upgrades and maintenance become more challenging when IT departments must contend with various pieces of hardware and operating systems. Businesses typically provide various devices depending on employee preference; Apple or PCs could be available.
Malware
Malware is a certainty for any company using BYOD or not, though those using it may experience more malware unless they implement vital security programs and policies for employees to help minimize its severity.
Cost Increase
BYOD costs will increase when appropriately implemented, including necessary security measures that comply with best practices. Businesses often opt for mobile device management software (MDM) which enables remote administration of user devices and monitors their users remotely.
An Increased Risk Of Cyber Attacks
Hackers now have more attack surfaces than ever. For instance, they could introduce potentially malicious or vulnerable apps onto user devices; hackers often seek personal devices because these often contain both business data as well as personal details that allow them to identify their owner.
Non-Compliance By Employees
How many have neglected to reboot their devices when an update prompt comes up? Maintaining mobile device updates for security purposes requires keeping devices current with operating system patches; however, keeping on top of these can be challenging without an MDM solution in place.
Physical Loss Or Theft
With smartphones, tablets and laptops no longer tied down by wires or cords, misplacing them has never been simpler. Loss or theft of mobile devices costs businesses significantly more than replacement costs alone due to productivity losses, intellectual property infringement claims, data breach fees and legal expenses; businesses typically lose over $49,000 for every lost mobile device.
BYOD Key Tips
Secure Messaging Systems Are Recommended
Even with advanced endpoint protection on your network, there remains the risk of data being transmitted over an insecure messaging channel - something Microsoft Teams provides its users of Microsoft 365 with.
With Microsoft 365 E3 license, you can utilize Teams as the messaging service of choice, sending all types of secure chats using text, video and audio chats and data encryption of file transfers for maximum cost-cutting efficiency. Even without Office 365, you can still utilize secure file transfers and chats using customer support Teams; don't let something as basic as communication channels cost your data security.
Teach Your Staff About Mobile Device Security
Chances are, your staff lacks adequate cyber security training - an issue compounded on mobile devices. Business employees worldwide can become susceptible to phishing attacks if you fail to equip end users with proper training and knowledge.
Data breaches have become all too frequent in today's tech-driven society, posing an unacceptable risk to companies of all types and sizes. One data breach typically costs an average of $3.5 million. One solution can only be addressed via phishing training: interactive sessions to teach remote employees to recognize suspicious emails can help with this task; random tests throughout the year also ensure effective detection. Unfortunately, security software won't protect from untrained staff- it only protects from outside attacks like the ones perpetrated by scammers.
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Multi-Factor Authentication Is A Good Idea Everywhere
Multi-factor authentication (also referred to as two-factor or 2FA authentication) should always be employed whenever available for optimal data protection. With multi-factor (also referred to as two-factor or 2FA) authentication in place, only verified users can log into online accounts and applications - adding another layer of protection against hacks. So now it's your turn. Enter your password and verify it via mobile phone - congratulations, you are officially inside!
Many accounts provide two-step authentication processes that include using social media sites as one authentication step and phone numbers as the second factor to secure all accounts you own. You could verify your identity on social media websites using either method - phone verification with password use will ensure more accounts remain protected than ever.
A Stolen Password Won't Do With MFA
BYOD Policies are an excellent place to start when protecting an organization against cyber threats, with other measures available as part of an overall cyber security approach. Check out our BYOD Policy below, or feel free to reach out for IT consulting support as you continue protecting your business.
Create A Plan For Employee De-Boarding
Your BYOD policy becomes even more complex when an employee leaves. Don't wait for offboarding to happen to create your policy; ensure any sensitive data and information has been deleted from devices before leaving and that the employee cannot access corporate resources or network. Make an offboarding plan.
Use Mobile Device Management (MDM)
MDM (Mobile Device Management) is an approach used to ensure employees safely use mobile devices at work. MDM services may be delivered over networks, apps or the cloud to protect data stored on these mobile devices and keep it away from personal information.
Use Application Readiness Automation
Automating application readiness testing will keep devices secure while decreasing the IT department's workload. Testing may include automatic cross-browser tests or updates for BYOD devices.
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-attack and malware risk and require employees to use this across their work devices.
Strategize For Device Loss
Devices may become lost and stolen despite your best efforts; accidents happen. Being prepared can help ease this stress: consider having an exit strategy ready in case an employee device goes missing; installing software which wipes sensitive information off employee devices in such an instance would be one way of providing this protection.
Conduct Regular Data Backups
Your last concern should be data loss; backup plans should form part of any BYOD policy.
Create A Clear Reimbursement Policy
Your employer may legally require that you reimburse expenses you incur during work; about BYOD programs, this could include reimbursement of cell phone data plans and lost/stolen equipment. When creating your BYOD policy, consider which expenses must be covered and how this process should occur.
BYOD Policy Training: Provide Comprehensive Training
Employees still use devices without regard for security precautions, which puts your data and network at risk of cyber-attacks and data breaches. To minimize cyber risks and data breach risks, provide your staff with extensive training regarding acceptable usage as well as any possible risks they might encounter when operating BYOD devices securely and efficiently. Training provides staff the tools to operate these BYOD devices effectively and securely.
Which Elements Should Be Included In A BYOD (Bring Your Own Device) Policy?
Let's examine what type of Bring Your Own Device policy would work well in your organization - one which goes beyond simply "this device may or may not be permitted for personal use".
A Powerful Communications Platform
Assuring employees can communicate across devices is paramount whether your organization practices BYOD. Your employees should have access to any business phone systems, video conferencing programs or unified communications software on multiple devices used within your hybrid workforce.
Establishing Company Rights On Devices
BYOD policies and acceptable usage guidelines can create legal complications. Who owns the data stored on devices brought in to work with company data still intact? Before creating or revising any BYOD Policy, make sure you consult an attorney and inform employees as to where both they and you stand legally.
Device Authentication
Employers that allow BYOD can benefit from adding two-factor authentication as an effective security measure on employees' devices. Re-authentication should also become part of company policies - for instance, asking your staff members to enter their password every few weeks and change it at least every six months is recommended as one way of reinforcing authentication measures on BYOD devices.
Devices Are Allowed Or Required
BYOD can eliminate many restrictions on what devices employees can bring into work; however, that does not entail any limitations; you may still want to limit specific operating systems or phone generations by employees - perhaps older iPhones and iPads should not be allowed as much use at work.
Disclaimers, Disclosures, And Risks
BYOD policies must be accessible and easy for employees to comprehend, with clear information regarding risks and liability in the form of legal warnings or reminders regarding security.
Providers
Your BYOD program can be successful by taking specific precautionary steps.
Passwords
Mandate that employees establish secure passwords on all their devices and applications - even those not used for work-related reasons - including those they do not utilize at work. Consider SSO services to reduce workload.
Data Transfer
Verify that data transferred between devices or apps is secure and password-protected and that your business has approved its transfer.
Privacy
As both employers and employees must respect each other's privacy, any successful BYOD must outline how employees' privacy will be upheld, as well as how data from the company will be protected.
Read More: What is the impact of BYOD on enterprise software?
Support And Maintenance
BYOD policies must provide employees with clear expectations regarding what kind of IT support their devices can provide, whether that means keeping it updated. Only specific applications being allowed at work/security purposes or whether IT departments will check all new devices that arrive for work/security use.
Best Practices For BYOD In The Workplace
Organizations facing these challenges must invest in skillsets and IT transformation initiatives to bring DevOps processes under BYOD service management capabilities aligned with BYOD policies. Here are three best policy practices from a strategic point of view which may assist organizations in online meeting their goals:
Understanding Organizational Needs
Every organization is distinct in terms of structure, culture and diversity; employee preferences, IT policies and compliance regulations can further complicate matters; therefore, varying results for employees from year-to-year can often occur within any one organization. A few key factors could compound such disparate approaches:
- Location
- Vertical Industry
- Height and Age
Every organization has unique preferences and limitations regarding BYOD adoption. It should empower its service management team to implement protocols and procedures tailored specifically for each business's unique BYOD needs in light of the specific challenges they are experiencing. This ensures smooth BYOD adoption that leads to workforce productivity without upending behavior, compliance, or security policies in their organization.
Create A Flexible BYOD Policy
BYOD policies cannot satisfy everyone. Instead, BYOD should form an integral part of your overall mobility strategy regardless of device choice; flexible user-centric approaches provide effective enterprise mobility solutions which promote collaboration, access to information and security compliance standards:
- Implement simple workflows that make it easy for customers within your company to register connected devices, request permission for new solutions or apps, and outline security requirements clearly and in plain language.
- Your BYOD strategy needs to meet the future requirements of customers and the business environment while protecting end-user privacy by instituting protocols to segregate personal and work data from BYOD devices.
Use BYOD Tracking To Track Usage
BYOD devices owned by employees are frequent targets in this age of AI-powered cyberattacks, especially vulnerable devices with access to sensitive or costly information with high user privileges or rights granting privileges granting high user privileges or permission can lead to data leakage costs, business disruption and irreparable business damage.
Organizations should weigh the demands on their mobile workforce from BYOD usage against GDPR and any additional stringency that might exist while balancing regulatory compliance with security risks associated with it. According to the reports, this has become an increasing worry among business organizations.
Manage corporate data effectively using intelligent mobile device control to satisfy employees who desire personal devices without risking sensitive information being leaked out through them. Bring Your Own Device requires real-time monitoring and detection of security threats in real-time, as well as being managed by compliance. BYOD requires:
- Monitor security and corporate network traffic metrics and discover ways to access information through apps and users.
- Employ effective security measures for restricting data consumption based on organization policies.
- Utilize apps as access methods.
Workforce Education
End users are the front line against cyber attacks or security loopholes with BYOD devices, making security-savvy professionals invaluable tools in stopping many cyberattacks that begin when users download malicious apps, visit suspect websites, or click links in fraudulent emails. By training and convincing employees of your security policy and BYOD practices through various methods:
- Inform employees of the dangers associated with Shadow IT and provide reasons and methods for avoiding security breaches.
- Foster an environment which builds trust between colleagues to reduce employee disloyalty against your organization.
Lastingly, trust between employees and management becomes of great significance when devices can threaten your well-being. They should feel safe bringing tablets, desk phones or laptops to work - technology may pose risks, and so must its users.
Empower IT By Using The Right Tools
Businesses looking forward should ensure their IT meets the demands of mobile devices and BYOD usage, adapting it accordingly. They should assess what their current working environment entails before setting their mobility objectives.
BYOD policies must engage customers internally by using appropriate processes, data, and technologies to move from the current state to desired future state. Reduce service desk interaction through automation device configuration capabilities like auto device configuration and real-time problem resolution, as well as automatic enrollment. This way, BYOD policies become viable means of driving business success forward:
- Automatic device configuration and real-time problem-solving will reduce the problems personal devices cause your service desk.
- Utilize simple automated processes for reviewing apps to streamline ITSM for approval requests for these apps.
- Use advanced Enterprise Mobility Management to meet the varying and ever-evolving BYOD requirements of your agile workforce.
- Utilize multiple security protections for BYOD usage, corporate data protection, effective collaboration and communication processes, and managing access control risks.
- Provide devices with tools necessary to mitigate risks and limit damage in response to security breaches.
Expect A Culture Change
Finally, BYOD programs must aim to shift the culture towards secure enterprise mobility. DevOps already provides best practices that facilitate strong department collaboration as well as automated workflows which streamline the adoption of new technologies and apps. Establish your BYOD policy now to eliminate obstacles that impede its success.
- The isolation of IT departments
- Business and IT silos
- Governance procedures that are too slow and ineffective
- Walled gardens that are forcing employees to use shadow IT
Is It Necessary To Implement BYOD?
Mobile devices are all around us and have immense potential. Mobile devices improve productivity, employee happiness and can save your company money - just remember the security precautions when considering employee use of personal mobile devices for work purposes - even with top-of-the-line tech devices in place, can your organization afford the loss of data if a device goes missing? Are your teams prepared to react swiftly if a laptop that was initially unsecure is compromised?
Employees today expect their devices to be part of an agile work environment before considering any advantages that this brings to your company. However, any security or MDM issues or potential challenges resulting from employees using personal devices in the workplace must be properly addressed first.
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Conclusion
An effective Bring Your Own Device policy can save money and increase employee satisfaction while simultaneously improving productivity, giving employees more flexibility, and helping them become more efficient workers. Furthermore, software providers must adhere to your security and accessibility policies for maximum benefits.
Cyber Infrastructure Inc. is an excellent communications platform compatible with multiple devices and operating systems - perfect for companies adopting BYOD (bring your own device) policies without purchasing costly hardware, complicated software or complex infrastructure solutions. Experience it now yourself.
