Whether you realize it or not, your business is almost certainly involved in the Bring Your Own Device (BYOD) phenomenon. BYOD is the practice of employees using their personal electronic devices, like tablets, smartphones, or laptops, for work-related activities both in the office and at home.
Even if your company doesn’t have an official BYOD policy, it’s very likely that your employees are sometimes taking work calls on their personal smartphones simply because it’s more convenient. Alternatively, they may be using their own laptops to type up reports because they prefer their own keyboard layout to the one available at the office.
BYOD can bring both benefits and drawbacks to your business. In order to make sure that the practice is helping rather than hurting your company, it’s important that you fully understand all the implications. Read on for a look at the advantages and disadvantages of BYOD for companies, as well as some tips on how to implement an effective formal BYOD policy.
The Benefits of BYOD
Better access to information.
When personal devices have access to business information and data, it makes it easier for employees to do their work from anywhere. This is especially useful for remote workers, such as logistics or real estate workers who are often conducting business “in the field.” However, it can be equally helpful in allowing office-based employees to have a bit more flexibility.
Device familiarity.
Employees are more productive and efficient when they are able to use the devices they feel most comfortable with. They know how to make best use of the software they already have. Additionally, they will have a better idea of how to handle technical problems that may arise on their own devices rather than having to put work on hold until IT or another department is able to provide a solution.
Reduced costs.
Depending on the size of your business, the cost of providing company smartphones and laptops to all your employees can be significant. Allowing employees to use their own devices can, therefore, considerably reduce this expense.
The Drawbacks of BYOD
Security.
Security concerns are the biggest potential disadvantage of BYOD for companies. When dozens or even hundreds of personal mobile devices have access to sensitive company data, the likelihood of a security breach, whether intentional or accidental, is significantly increased. A careful assessment of potential risks is therefore a critical step for companies of all sizes before determining how to proceed with a BYOD policy.
Loss of control or oversight.
Some companies are concerned, and not unreasonably, that allowing employees to use personal devices for work will mean the employer will have less control, and perhaps even less knowledge, of what employees are actually doing on those devices. When a personal device is in use, there’s often no way for the company to tell if employees are completing their work, or simply using their device for personal ends like social media or gaming, which wouldn’t be permitted on company devices.
Standardization.
A smaller problem, but still an issue for companies to consider, is the question of standardization. When employees are using many different devices, operating systems, and programs, issues with file formatting can easily arise, which could be time-consuming to sort through and solve.
4 Important Components of an Effective BYOD Policy
If your company has assessed the benefits and drawbacks of BYOD and decided to implement a formal policy, here are four elements you should make sure to consider.
Eligibility.
“Bring Your Own Device” does not necessarily mean that employees will be entitled to bring and use any device they choose. An effective BYOD policy will clearly specify which personal devices can be used to complete work tasks, connect to the company network, and access sensitive data. Companies should consider questions like how many devices per employee will be allowed, as well as any restrictions surrounding what types or models of devices will be supported.
Security rules.
If employees want to use their personal devices to access company data and systems, you need to define clear rules for everyone to follow. For example, most companies’ BYOD policies require devices to have a password or lockscreen that is enabled at all times. In addition, it’s important to have measures in place that outline what action will be taken (such as wiping the device) if a personal device used for work is lost or stolen.
Banned applications.
In addition to clearly outlining applications that users are not permitted to download and install on personal devices that are used for work, an effective BYOD policy will give companies to right to install anti-virus or other related software as necessary to prevent sensitive business data from being misused.
An exit strategy.
Surprisingly, even companies with well-crafted BYOD policies sometimes fail to take into account what should happen when an employee who has been using a personal device for work leaves the company. In order to prevent company data from accompanying employees out the door, the BYOD policy must ensure that companies are able to remove data and applications as needed before employees leave.