The concept of Bring Your Own Device (BYOD) is increasingly being implemented in workplaces both great and small. With BYOD, employees are allowed to bring their personal devices – phones, tablets, computers – to the workplace and use them to access company information and applications. The benefit is that employees can personalize their devices and feel more comfortable using them, as well as access personal data when they need it without having to switch between devices. This flexibility increases morale and convenience.
How many people are using personal devices at work for work purposes? Research reveals a wide range of prevalence, and some are rather precise. For example, one survey by Cisco partners with BYOD policies showed that about 95 percent of employees in the education industry use at least one personal device for work. While BYOD should technically be written into workplace policy, many employers have little control over whether their employees are using personal devices or not. Overall, employees tend to be more productive when BYOD is allowed – but employers should always be prepared to manage the implications of this trend.
BYOD, like any technology policy or implementation, comes with its own challenges and concerns. Employees seem to enjoy and even prefer to use their own devices when videoconferencing. They may be more comfortable with the device, as it’s familiar to them. It’s also appealing to be able to learn how to participate in a videoconference on a device they use often. Here are some considerations to think about if you’re holding a videoconference and there are personal devices involved.
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Network & Device Security
With so many personal devices being brought into the office, it’s imperative that the information and systems stored on them are secure. If you haven’t already, get the advice of a consultant who can tell you what sort of security protocols are most recommended for your particular company and the devices your employees use. Personal devices carry more of a security risk than work devices, and can result in data breaches and the release of sensitive information to third parties.
Clients & Compatibility
Your employees’ personal devices may have different clients installed. Consider whether you want the devices to have the same client or if there are only one or two you can support. Setting standards and ensuring that there is adequate support for all clients running on personal devices will ensure a smoother workflow. It’s also important to make sure that all of the software and file types you use are compatible with the devices and clients – and be aware of cases where they don’t.
Mobile Connectivity
As the amount of work done in a mobile environment increases, your company will need to be able support an increasing number of devices on its network. Your IT staff should be knowledgeable about the mobile network and how it behaves on different types of devices. Protections should be put in place to ensure that data can’t be stolen from personal mobile devices with work-related information on them when connected to mobile networks outside the office – like when employees attend videoconferences while working from home or a coffee shop.
Device Management & Privacy
It’s protocol to keep inventory of work devices – but what about personal devices used for work? When BYOD comes into the equation, insist that your employees register their devices with your IT department so they’re aware of all the devices using the network and containing company data. The more your IT department knows about these personal devices, the better – such as what programs are running on them and what files they contain. However, IT security departments that are monitoring personal devices can only monitor work-related activities, so keeping legal boundaries between personal and company data and information is key.
BYOD can be especially convenient for employees who telecommute, as some of them will rarely come to an office. Not needing to move between a personal and a work device is much simpler and less mentally taxing that separating the two. Whether you have employees attending an occasional videoconference on their personal device or using them for a work-from-home arrangement, allowing flexibility while keeping your company information secure and the devices properly equipped requires the right knowledge and a healthy balance between privacy and security.
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