The workplace has changed dramatically in the post-COVID world. Remote work, and hybrid approaches to work have become the norm. Today's workplace looks radically different - your "office" is wherever your laptop opens, and your team could be spread across different cities, countries, or continents. This normalization of working remotely has profoundly affected how IT departments manage and protect corporate devices.
This shift has fundamentally transformed the IT admin's role. You're no longer just managing devices within your office walls - you're orchestrating a complex ecosystem of remote endpoints, each one a potential security risk or management challenge. Employees are no longer bound to the office and are accessing company systems from a wide range of locations – home, coffee shops, parks.
For IT admins, this new landscape brings unprecedented challenges:
- Maintaining visibility across distributed devices
- Ensuring security compliance without disrupting productivity
- Supporting users across different time zones and environments
- Managing multiple operating systems and device types
- Protecting sensitive data on devices you may never physically touch
The prevalence and financial impact of security incidents stemming from poorly managed devices are significant.
What is remote device management?
Remote device management (RDM) is more than just the ability to troubleshoot devices from afar. It's a comprehensive approach to managing, monitoring, and securing all endpoints in your organization's ecosystem - regardless of their physical location or the time zone they're operating in. Unlike traditional IT approaches that relied on securing a centralized office network, today’s distributed work models require safeguarding devices operating beyond a defined perimeter. Perimeter-based security is no longer sufficient as modern threats target individual devices and data directly.
Real Costs of Poor Device Management:
- Average cost of a data breach: $4.88 million (IBM, 2024)
- Percentage of breaches involving compromised employee information: 40% (IBM, 2024)
- Average cost increase when breaches result from remote work setups: $173,074 (IBM, 2024)
- $1 million average cost increase when breaches result from remote work setups (Ponemon Institute, 2022)
Remote device allocation models
Managing remote devices effectively starts with choosing the right allocation model. Different organizations have unique needs, and the approach to device management can greatly impact security, efficiency, and employee satisfaction. This guide breaks down the four primary models—BYOD, CYOD, COPE, and COBO—offering insights into their definitions, use cases, and key pros and cons to help IT leaders make informed decisions.
BYOD (Bring Your Own Device)
Bring Your Own Device allows employees to use their personal laptops, smartphones, or tablets for work purposes. This model is highly flexible and cost-effective, especially for startups and small businesses. It empowers employees with the convenience of working on familiar devices (ios, android, microsoft windows, linux, etc) but poses significant challenges in maintaining security and standardizing device configurations.
When BYOD Makes Sense
- Startups and small businesses with limited hardware budgets
- Organizations with strong cloud-based infrastructure
- Companies with tech-savvy employees who maintain their devices well
- Businesses prioritizing employee choice and satisfaction
Advantages: Cost savings for organization, greater employee satisfaction.
Disadvantages: Security challenges, data separation challenges and increased risks from unsecure devices.
CYOD (Choose Your Own Device)
Choose Your Own Device (CYOD) offers employees the freedom to select from a pre-approved range of devices provided by the company. This model ensures compatibility with organizational security protocols while giving employees a sense of ownership over their tools. It’s an excellent choice for balancing flexibility with the need for standardized device management.
When CYOD works best
- Professional service firms
- Organizations with moderate security requirements
- Companies valuing standardization while maintaining employee satisfaction
- Businesses with predictable technology needs
Advantages: Balance between choice and control, easier to secure than BYOD.
Disadvantages: Higher costs than BYOD, regular refresh needed and potential limitations in employee satisfaction if options are limited.
COPE (Corporate-Owned, Personally Enabled)
Corporate-Owned, Personally Enabled devices are fully provided by the organization but allow limited personal use. This model is ideal for companies that prioritize security while recognizing the importance of personal convenience for employees. By controlling the devices, IT teams can enforce policies more effectively without completely restricting personal engagement.
Ideal COPE scenarios
- Financial services firms
- Healthcare organizations
- Government contractors
- Companies with strict compliance requirements
Advantages: Enhanced security and management, easier support and reduced risk of data breaches.
Disadvantages: Higher hardware and maintenance costs, regular refresh needed and potential concerns over employee privacy.
COBO (Corporate-Owned, Business Only)
Corporate-Owned, Business Only devices are strictly used for work purposes and owned by the organization. This model is particularly suited to industries like healthcare and finance, where compliance with strict regulations is critical. This model prioritizes security and compliance over flexibility.
When to Choose COBO
- High-security environments
- Regulated industries
- Mission-critical operations
- Specialized use cases
Advantages: Maximum security and compliance, full control over devices.
Disadvantages: Limited employee flexibility, potentially lower satisfaction due to restrictions.
Learn more about BYOD vs CYOD
Remote device management key capabilities
Effective remote device management relies on a set of key capabilities that ensure organizations can secure, monitor, and manage their remote devices efficiently. These features go beyond convenience—they directly impact security, compliance, and operational efficiency.
Let's dive deep into the core capabilities that make up a comprehensive remote device management solution, understanding not just what each feature does, but how it contributes to your overall security and efficiency.
Visibility & tracking
The foundation of effective device management is knowing where your assets are at all times. This capability helps organizations recover lost or stolen devices, optimize usage, and maintain operational accountability. It's the cornerstone of asset management and a security layer that protects against vulnerabilities.
Modern device tracking capabilities should provide:
- Real-time location tracking: See the exact location of a device in real-time. Set geofenced areas for safe zones, such as a school campus, and be alerted when a device enters or exits. You should also be able to view historical location data to help aid in audits and investigations.
- Status monitoring: See if devices are online, offline, or if they're experiencing hardware or software issues that could indicate a problem.
- Usage analytics: Set guidelines and monitor to ensure devices are being used properly.
- Inventory: Keep up-to-date lists of all your assets and their status lifecycle.
- Connection monitoring: Analyze network usage to detect potential threats.
- Centralized inventory: Store all device information in a single, easily accessible location.
Security controls
Strong security controls are the cornerstone of compliance and data protection. They allow you to set policies, keep sensitive data safe, and quickly respond to security threats. Without them, the risks of corporate data breaches and policy violations are too great to ignore.
What Security Controls Brings:
- Remote data security features: Wipe, reset or encrypt data on a device in response to an emergency situation.
- Remote device locking: Prevent unauthorized device access control by locking devices remotely.
- Policy management: Automate and enforce security policies across all devices.
Automation & efficiency
Automation and efficiency features help take the workload off of IT so they can focus on more strategic tasks. They streamline repetitive tasks, save time, and ensure consistency in how devices are provisioning and managed.
What Automation & Efficiency Brings:
- App management: Deploy, update, or remove applications seamlessly across multiple devices.
- Mass deployment tools: Configure and roll out settings or software to a large number of devices simultaneously.
- Security automation: Automate repetitive security tasks, such as scans and updates, to reduce human error.
- Alert systems: Receive instant notifications about location and usage anomalies, or system updates.
- Scheduled tasks: Plan and execute updates, backups, and maintenance without manual intervention.
Benefits of a remote device management tool
Device management goes far beyond the basics of security. It enables you to build efficient, scalable systems that support your distributed workforce while optimizing IT operations. It's the key to overcoming the challenges of the modern workforce and achieving compliance, increased productivity, and happier employees.
Empower your remote workers
Managing remote endusers doesn't have to be hard. The right management tools make it easy to add features that increase accessibility and reduce risk. With the ability to monitor and manage devices from the cloud, IT administrators can provide reliable support and secure connections to employees no matter where they are. This means a safer, more productive experience for employees and your business.
Secure devices
A good device management tool surrounds your entire device fleet with a secure fortress and centralized location. Even your least tech-savvy employees are protected with automated updates, threat monitoring, and policy enforcement. This reduces vulnerabilities by up to 90% and lets IT focus on bigger concerns while connected devices are protected from breaches and other threats.
Empower IT to scale
Device management tools also help IT scale with a feature-rich design that includes automation, centralized controls and remote access functionality. Routine tasks like updates, deployments, and monitoring are automated, so IT can manage more devices without becoming overwhelmed. This isn't just nice - it's necessary to support business growth and change.
Remote device management solutions
When it comes to remote device management software, there is no one-size-fits-all solution. Every business is unique with different needs and the various tools on the market reflect that. The first step to choosing the correct solution is evaluating your business's specific needs – the types of devices you have, your security concerns, and how much control you need. Let's break down the main types of remote device management solutions:
Mobile Device Management (MDM)
MDM is primarily designed to manage and secure mobile devices, such as smartphones, tablets, and laptops. If you have a mobile workforce, MDM solution that offers features like app management, remote wipe, and device location tracking. If company employees are on-the-go and you're concerned with security and compliance, MDM is a great option for essential remote control.
Unified Endpoint Management (UEM)
UEM is the next generation of a MDM. It manages all endpoints, including smartphones, laptops, desktops, and even IoT devices. UEM combines the management of multiple device types into one platform, giving you more control and flexibility. If you have a mix of endpoint types, UEM offers the flexibility and comprehensive management you need to simplify IT and boost productivity.
Enterprise Mobility Management (EMM)
EMM is designed to enable mobile productivity while ensuring the use of corporate apps and data is secure. EMM includes MDM, but also offers additional features like secure app ecosystems, content management, and policy enforcement. If your company needs secure mobility with the flexibility to let employees do their jobs from anywhere, EMM is the way to go.
Remote Monitoring and Management (RMM)
RMM software is designed with IT professionals in mind. It allows IT teams to monitor devices and manage them remotely. RMM is great for IT service providers such as MSP’s who manage multiple businesses, as well as companies that need ongoing monitoring and management. If your IT team provides technical support or needs to troubleshoot and resolve issues remotely, RMM offers features like performance monitoring, automated patching, and file transfer.
Challenges in managing remote devices
IT teams wear many hats, and managing remote devices is just one of the many challenges they face in today's fast-paced digital environment. To balance security, efficiency, and user experience, IT professionals must navigate a complex blend of technical and human issues. Let's take a look at some of the top challenges IT pros face when it comes to remote device management.
Multiple OS constraints
Many IT teams are responsible for supporting a mix of devices running different operating systems. The problem is that each operating system presents its own set of challenges. For example, finding compatible apps and experiencing usability issues are common problems when supporting iOS and Android devices.
From a security standpoint, each operating system has its own set of policies and configurations, which can be difficult to manage consistently across all devices. And when it comes to deploying updates and patches, supporting multiple operating systems increases the risk of missing important vulnerabilities. Look for a solution that can integrate with multiple operating systems to simplify managemen
Security challenges
Remote work brings added security risks, including unmanaged BYOD and shadow IT. When employees use personal apps on company devices, it's impossible to know what data they have access to or what kind of risks they may be introducing into your environment. Public Wi-Fi is also a major security concern when employees connect to unsecured networks to sync data.
Remote deployment & maintenance
Setting up and maintaining remote devices involves logistical hurdles. Onboarding devices remotely can delay productivity, while distributing software and managing updates across time zones require precise coordination. Remote troubleshooting is often limited, making it difficult to resolve issues quickly, impacting both operational efficiency and employee satisfaction.
Device connectivity
Consistent connectivity is critical to remote device management, but it's often hard to maintain. Flaky networks and roaming devices can cause connections to drop, making it difficult to track devices, push updates, and enforce compliance policies. When connections are unreliable, it's hard for IT to maintain visibility and control.
User-related challenges
Many employees resist security measures because they feel they're too intrusive or get in the way of productivity. Privacy concerns can hinder compliance, and inadequate training can make it difficult for users to adopt new workflows. And when personal and work data are mixed, users can become frustrated. IT teams must be transparent and provide strong support to overcome user resistance.
Remote device management best practices
Effective remote device management is not just about choosing the right tools; it involves planning and execution. By following best practices, you can overcome the challenges of managing a remote workforce while improving security, efficiency, and user experience. Here's a guide to helping you build a robust remote device management strategy.
Assess your environment
Start by evaluating your current environment. What types of devices are being used? What operating systems are in place? What is the allocation model that best fits? Identify pain points and weaknesses, such as compliance issues or unmanaged devices, to tailor your solution to your needs.
Consider what features you need
Not all device management solutions are the same. What's important to you? Is it advanced security features, automation, or visibility into your fleet of devices? Being clear on your priorities will help you choose a solution that aligns with your company's goals and addresses your specific challenges.
Document policies and procedures
Develop comprehensive documentation that outlines device usage policies, security procedures, and support guidelines. Define expectations for your employees, including BYOD and acceptable use policies. Make sure these documents are available and easily accessible. They should also be living documents that change as your company grows and evolves.
Monitor device performance
Regularly monitor device health to catch and address problems before they become major issues. Use monitoring tools to check hardware health, track software updates, and gauge usage. This proactive approach minimizes downtime and ensures your devices are secure and running at optimal levels.
Offer training resources
Educate your employees on device management policies and procedures. Develop simple, easy-to-follow training materials—such as guides and tutorials—that address the specific tools and processes your company uses. Ongoing training is crucial to ensuring employees understand security procedures and can properly use their devices without compromising compliance.
Meet Prey:Your remote device management solution you can trust
In today's complex IT landscape, finding the right balance between security and usability remains a constant challenge. At Prey, we approach this challenge with a philosophy emphasizing simplicity without compromising security. We are not the giant gorilla tool, but we're a solution that's easy to use and packed with essential capabilities to help IT admins manage device fleets of any size and be compliant.
Prey has enterprise-level security features to protect your organization, and most importantly, we offer you peace of mind. We're here to help you easily manage and protect your devices without breaking the bank.
Key features for remote management:
- Real-Time Tracking: Monitor devices across multiple platforms with GPS, Wi-Fi triangulation, and Geo-IP for precise location tracking.
- Control Zones: Set geofences around specific locations and receive alerts when devices enter or leave these zones, enhancing security and oversight.
- Device Security Actions: Securely lock devices, wipe data, or trigger alarms remotely to prevent unauthorized access or data loss.
- Inventory Management: Keep detailed records of hardware, software, and device activity, including battery status and connection information.
- Automations: Save time by scheduling actions like locking screens or sending alerts based on specific triggers such as low battery or hardware changes.
- Device Loan Manager: Manage temporary or indefinite loans with automated return reminders and security measures for overdue devices.
- Custom Labels and Organization: Segment devices by teams, locations, or usage with customizable labels and group assignments.
- Enterprise Dashboard: Manage large fleets effortlessly with a centralized view of device statuses and activity logs tailored for businesses.
- User Roles and Permissions: Assign tailored access levels to team members, ensuring secure and efficient collaboration.
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