Whether they prefer Angry Birds or Words With Friends, your employees play in a mobile world, and they want their jobs to follow suit. For many of us, work is not a 9-to-5 desk job-we're always connected. We work where and when we need to, sending sales quotes from the road, reading email on weekends, and checking calendars every morning while brushing our teeth.
Today, the majority of businesses use mobile devices such as smartphones and tablets in their daily operations. According to Symantec's 2012 State of Mobile Computing Survey, 59 percent of employees use mobile devices to run business applications. In many cases, employees are driving the move to mobile technologies.
However, it's important for business managers to slow down and strategize its use. As with any other component within your technology infrastructure, integrating mobile devices into your organization's network should be thoughtfully approached.
Mobile devices present complex technical issues for businesses. Device ownership must be considered, as well as data access, storage, and recovery ramifications. Security risks should also be deliberated. There are also connection and access issues, including the ability to connect to public Wi-Fi hotspots.
The consequences for not properly integrating and securing mobile devices can be significant. During 2011 alone, the Symantec survey found the average losses associated with mobility issues incurred by small and medium-sized businesses (SMB) was $126,000, while large businesses averaged $429,000. Losses may occur through regulatory fines, data loss, lost productivity, damaged reputation, equipment replacement, and possible litigation.
These risks can be mitigated with proper planning, strategic deployment, and effective integration. By properly integrating mobile devices into your corporate network, you can maximize productivity and efficiency while minimizing risks.
Connection Configurations
First, connection and syncing configurations must be designed to ensure that you are capitalizing on the efficiencies of your mobile device, not just duplicating efforts. Security issues relating to access and data storage must also be considered and policies discussed. Think about how you want mobile devices to be used-email, calendar/scheduling, document collaboration, customer relationship management, texting-and develop your mobile plan around that.
Device Ownership
Another major consideration is whether to use company-issued or personally owned (BYOD) mobile devices. Company-issued devices provide the most control over your mobile technology and enable you to standardize on a common device, consequently lowering support costs. Additional benefits include easier deployment and device management, and expertise and familiarity with selected equipment. The main drawbacks are user rejection and less superior equipment, as technology improvements quickly outpace standardization requirements.
BYOD is an initiative where employees use personal mobile devices to perform business functions. When deploying a BYOD policy, it is imperative to keep an up-to-date inventory of all devices so you know who is connecting to your network and with what.
A main advantage of BYOD is user acceptance. Since employees choose the device, they are more likely to embrace it and get the most of out it. In addition, users often buy more advanced devices, so your business may capitalize on more sophisticated devices. Drawbacks to BYOD include security issues from the use of various types of devices, and the complexity of managing various devices.
BYOD is quite popular with smaller businesses where cost shifting can make an impact and the number of devices is not too large to manage. According to Spiceworks State of SMB IT study, 75 percent of polled SMBs report allowing BYOD.
User Education
One of the most useful, and often overlooked, tools in your mobile technology plan is user education. Employees who understand how their devices fit into the company network are more efficient and productive users. Communicate general syncing configurations for email, calendars, and contacts so users know how best to use them. In addition, be sure users understand procedures regarding stored data, security requirements, and device migration.
A mobile device policy is a great way to communicate company regulations, whether as a separate policy, or included within an existing acceptable use policy. Topics may encompass requirements, such as passwords and encryption technologies, and common procedures, such as access and authentication, acceptable use, configuration, stored data, malware protection, and approved/banned applications. Furthermore, a mobile device policy should include procedures for reporting a change in device, whether it is lost, stolen, or upgraded.
Mobile Device Security
Mobile device security is a common concern for businesses. Assessing your security concerns, determining your acceptable risk level and implementing appropriate security controls is necessary and unique to each business. Be particularly aware of regulatory compliance and data storage configuration.
Common security controls include password protection, encryption, remote wipe, find my phone features and app lockers. Some organizations may opt to use a third party mobile device management solution to manage and secure devices connecting to the corporate etwork.
Mobile Applications
Mobile apps maximize the efficiencies associated with mobile devices. Using mobile versions of installed applications, such as the mobile version of Salesforce.com CRM tool, provides employees with access to the tools they need regardless of where they are.
Some of the most commonly used mobile apps include GPS and navigation, social media marketing, document management, collaboration and mobile credit card payments. Keep a list of recommended and approved mobile apps, and communicate any banned applications or mobile tools.
Mobile technologies will continue to play an even bigger role in your business' daily operations. By properly planning and setting a strong foundation, you will be much better prepared to take full advantage of the efficiencies and speed these devices can deliver.
Keith Bamford is the co-founder and CEO of Daystar Inc., an IT services company located in Newington. Keith can be reached at kbamford@daystarinc.com or at 603-766-5924. Daystar can be found online at www.daystarinc.com.
Current Issue - May 2024