Deciding to allow employees to use their personal devices for work (BYOD) or opting for a corporate-owned device policy is more than running some cost analyses. This is a decision that impacts your security policies as well as employee satisfaction and productivity. Finding the right balance to support a productive and secure workforce is critical. In this article, we'll help you think through the key issues so you can make the right decision for your organization.
The state of device management
Device management has never been more complex. With the rise of hybrid work, employees are roaming between home and office, using different types of devices to access the corporate network. This blended environment is making it difficult for IT teams to manage devices as securely as we did in the past when everyone sat in a controlled office environment.
Employees want the flexibility to work wherever they feel most productive, and they want to use the device of their choice. That's a given. However, that flexibility also increases the security risk and puts additional pressure on your budget and IT operations. You need to find a way to balance employee expectations with secure access to the corporate network.
Understanding your device options
One size does not fit all when it comes to deploying devices to your employees. Companies have several options to consider, each with its own set of pros and cons. Here, we'll break down the most common device strategies to help you decide what's best for your company.
Corporate owned devices (CYOD)
Opting to provide employees with company-owned devices is often the most secure choice, as it grants your IT department complete control over the equipment and its contents. This approach enhances security but can be the most expensive option and carries risks like employees losing devices or failing to return them when they depart. Within this category, there are two common sub-types to consider: COBO (Corporate-Owned, Business-Only) where devices are dedicated exclusively to work purposes and COPE (Corporate-Owned, Personally-Enabled) where devices blend professional and personal use on company-owned hardware.
These are the main benefits for this CYOD mobile policy:
- Full Control over Hardware and Software: You can tailor devices to meet your company's specific requirements, ensuring only approved applications and configurations are used.
- Standardized Security Implementation: Uniform devices allow for consistent application of security measures and easier management of updates and patches.
- Clear Ownership Boundaries: With company-owned devices, there's no ambiguity about ownership, simplifying policy enforcement and legal responsibilities.
- Predictable Costs and Maintenance Cycles: Planning for device procurement and upkeep becomes more straightforward, aiding in budget management.
- Support and Management Simplification: IT teams can more efficiently support a standardized set of devices, reducing complexity in troubleshooting and maintenance.
Bring Your Own Device (BYOD)
A BYOD policy can be a great option for many companies. Not only can it save money on equipment and reduce the burden on IT, but it can also increase employee satisfaction. That being said, there needs to be a balance between freedom and responsibility. Allowing employees to use their personal devices for work can be a great motivator and productivity booster, but it's crucial to protect your business with essential device management solution.
These are the main benefits for BYOD policy:
- Give employees the freedom to choose their device: When employees are able to select their own devices, they feel more in control of their work. And when they're happy with their devices (ios, android, Mac, windows, chromebooks, etc), they're more productive.
- Save money on hardware costs: With a BYOD policy, you can avoid spending money on devices for employees and instead allocate those funds to other areas of your business.
- Faster technology adoption: Employees upgrade their personal devices regularly, so you don't have to worry about deploying outdated hardware. When they upgrade, they'll be able to take advantage of the latest features and security improvements.
- Familiar technology experience: When employees use devices they're already comfortable with, they're able to get to work faster. No time will be wasted on teaching colleagues how to use a new device
- Reduced Training Needs: When employees are using devices they're already familiar with, you can skip lengthy training sessions and get them up and running quickly.
Hybrid Approach
Alternatively, you can adopt a hybrid strategy that combines the best of both worlds. By thoughtfully combining the benefits of corporate-owned devices with the flexibility of Bring Your Own Device (BYOD), you can tailor device policies to specific roles and needs while emphasizing the importance of clear guidelines and cost management (e.g., device loss and tracking). Here are some considerations:
- Role-based device assignments: Company-owned devices make sense for employees in high-risk or compliance-based roles. Others can BYOD.
- Department-specific policies: Your sales team's needs are far different from your internal IT team's. Create policies that fit the function and security requirements of each department.
- Personal + Corporate: Create a scenario where personal and corporate devices coexist. This approach offers employees the freedom to choose how they want to work while allowing you to focus on what really matters.
- Flexible Security Frameworks: Develop a security framework that applies to both personal and corporate devices. This way, you can ensure consistent security standards across the organization.
Making the right choice: key factors to consider
Choosing the right device policy for your organization is not just about the money. It's about evaluating a range of factors that impact your company's security, employee satisfaction and overall business productivity. In this section, we'll walk you through the key considerations that will help you make the right decision for your business. In this section, we'll delve into the crucial considerations that will help you choose the approach that best fits your organization's needs and budget.
Security requirements
When it comes to choosing the right device policy, making security a top priority is essential. Your company's data is what keeps clients and partners faithful. Here are some security considerations to keep top of mind:
- Data sensitivity levels: Assess the type of information your employees access. If they handle highly sensitive or confidential data, stricter security measures are necessary, which may influence your choice between corporate devices and BYOD.
- Industry regulations: Are you governed by industry standards or laws like GDPR, HIPAA for healthcare or other data privacy regulations? These mandates often dictate what controls you need over devices.
- Client requirements: Do clients have security standards your business needs to comply with? Your device policy must meet these requirements to maintain healthy business relationships.
- Internal compliance needs: Your organization likely has its own set of policies and procedures it needs to comply with. Your device strategy should support these initiatives to ensure consistency across the business.
- Risk tolerance: How much risk is your organization willing to tolerate? If you're risk-averse, company-owned devices with heavy controls may be the way to go. If you're more risk-tolerant, BYOD could be a better fit.
Total cost of ownership
While security is crucial, you can't ignore the financial impact of your mobile device policy. Finding a balance between upfront cost and functionality can have a significant impact on your bottom line. Here are some cost considerations to keep in mind:
- Device acquisition: If you choose to outfit your employees with company-owned devices, you'll need to budget for the cost of acquiring laptops, smartphones, or tablets for each of them.
- Ongoing maintenance & repairs: Devices need to be maintained, repaired, and occasionally replaced. You'll incur costs for things like: updating and patching, repairing damaged devices and eventually replacing devices after a few years.
- Security software investments: To keep data safe, you'll need to subscribe to various security software packages, such as antivirus programs, firewalls, MDMs, EDR and encryption tools.
- Support infrastructure: Offering technical support requires an investment in people and resources, including: helpdesk services, troubleshooting tools and (in some cases) third-party support contracts.
- Training and documentation: Your employees must know how to properly use their devices and follow security protocols to maintain compliance. Budget for training sessions and creating user manuals or guidelines can pay big dividends in productivity and reduced risk.
Employee Needs
Understanding and meeting your employees' needs is crucial because it directly impacts their productivity and overall happiness. Considering what they need to do their jobs effectively allows you to tailor your device policy to support them better. Here are some key factors to think about:
- Role-based requirements: Various roles within your organization likely have different device and application needs. Graphic designers may require powerful laptops with specific creative apps, while sales teams might do their jobs just fine with mobile devices and web-based access to sales tools and information.
- Mobility: Employees on the road or working remotely need reliable devices they can take on the go. Ensuring they have the right tools enables them to stay connected and productive no matter where they are.
- Technical expertise: What is your staff's comfort level with technology? Offering user-friendly devices or training sessions can help less tech-savvy employees get up to speed and reduce frustration.
- Work style: How and when does your employees work? Devices that cater to varying work schedules and lifestyles can be beneficial for employees who work non-traditional hours or are always on the go.
- Collaboration apps: Outfit your team with devices that work seamlessly with the collaboration platforms and apps your company uses. This ensures they can easily access and use the tools they need to do their jobs.
IT bandwidth
Considering your IT team's capacity is essential when choosing a device policy. You want to ensure they have enough time to focus on other business- enabling projects. Compatible solutions that run on multiple operating systems can also help alleviate some of the stress on your IT team. Here are some considerations:
- Number of IT staff: How many IT resources are available to support your employees? A small IT team may struggle to keep pace with a diverse array of devices, while a larger team can handle more complexity.
- Technical expertise: What is the technical skill level of your IT team? If they're proficient in various technologies, they can handle a mix of devices. If not, sticking with a technology they're familiar with can help them be more productive.
- Management Tools: The software your IT team uses for device management plays a big role. Tools like MDMs, UEMs or EMM’s that support multiple operating systems can make overseeing your chosen device policy.
- Security Infrastructure: Strong security measures are vital, especially when dealing with personal or varied devices. Ensure that your tools can deploy esencial device security capabilities.
- Monitoring capabilities: Monitoring devices is critical to your IT team's ability to detect and resolve issues quickly. You'll need the right tools to monitor device compliance, performance, and security threats.
Considering the pros and challenges
Now that we've explored the different device options, let's weigh their advantages and drawbacks. Understanding both sides will help you make a more informed decision that aligns with your company's goals and resources. Below is a table that compares the pros and challenges of Corporate Devices, BYOD, and the Hybrid Approach.
BYOD or COYD? It's your choice
In today's work-on-the-go environment, you can choose to bring your own device (BYOD) or have your company provide a device (COYD). Either way, it's crucial to have solid security policies in place and a robust Mobile Device Management (MDM) solution to support your company's data. With employees accessing company data on a variety of devices, both in and out of the office, the risk of data breach increases dramatically. A good mobility solution protects your data and allows your employees to be productive and secure on the go.
If you're in the market for a robust MDM solution, try Prey. We offer data protection, asset inventory management, and reliable device tracking for both BYOD and company-owned fleet across your organization in one place.
