Bring your own device policies are a growing trend in business. Here’s what it means, and how to do it safely and effectively.

BYOD, or bring your own device, policies are becoming more prevalent in American businesses.

Companies can save money by allowing employees to work on their own devices, and the workforce can do its job with equipment familiar to them. In fact, 59% of businesses have adopted BYOD, according to a recent study.

Here, we’ll explore the advantages and disadvantages of BYOD policies in the workplace.

Advantages of BYOD Policies

That same research revealed BYOD creates $350 in value each year for every employee — with workforce productivity and satisfaction ranking as significant factors. Here are some other advantages of BYOD.

Boosts Employee Productivity

Employees are quicker to respond to communications and issues on their own devices. They’re also available for more hours during the day. Also, new employees can get up to speed in short order on familiar equipment.

Increases Employee Satisfaction

Employees can work at any time, giving them more control over their day. BYOD policies encourage flexibility for managers and improve convenience for the workforce. They can also boost communication and the employee experience.

Affects IT Costs and Budget

Companies can save money on hardware, IT support, telecommunications, and training when they take advantage of a BYOD policy. Companies reap benefits worth as much as $1,300 per employee annually, according to a Cisco report. That includes data plans, device costs, upgrades, and more.

Risks Involved with BYOD Policies

BYOD also presents its own set of challenges. Companies must consider data privacy, IT support, and security concerns when they implement BYOD policies.

Security Risks

Lost or stolen devices could expose sensitive data to theft or leakage. Employees might download malicious apps or open malware attachments. It can also be difficult to manage an array of device types rather than a uniform model.

Data Privacy Concerns

It’s critical to keep data and trade secrets safe on your network. Employees have a right to privacy, balanced with data security. Employers are liable for legal, security, and reputational risks on employee devices.

Issues with IT Support and Control

With BYOD, managing hardware on personal devices is a challenge. Employees could download unsafe apps and programs onto their devices. Companies could face inconsistent uniformity and difficulty enforcing compliance.

How to Implement a Comprehensive BYOD Policy

Your BYOD policy must be clear. Can your IT department ensure all devices are compliant? If you’re in a large-scale organization, this could be challenging. You’ll need the right stakeholders involved, the resources to manage this initiative, and a reliable process in place to monitor the policy and check for any issues.

Assess Organizational Readiness

Before implementing a new policy—especially one that has the potential to affect your organization’s security—make sure your company and employees are ready for it. You’ll also need to check your current network infrastructure to see if it’s ready to support a BYOD policy.

Develop Policy

As you create your policy, decide what devices are eligible and who owns the data stored on them. Permit only approved apps and ensure you can support and update affected devices remotely.

Be prepared to answer not only are these devices permitted, but who can use them? Ensure any needed software installation is thorough and completed, and stay current on updates and virus patches.

It’s also crucial to have an off-boarding process for employees who use their own equipment. Mobile device management is a must, as is a strategy if someone loses their device.

Finally, make sure all current and new employees go through security training so they know what they can and can’t do with their devices. Consider making this a yearly training so the knowledge stays fresh in their minds and so you can update them on any new developments or procedures.

Bonus tip: As you craft your policy, ask for buy-in from other management, legal, human resources and any other department that could be a potential stakeholder.

Pilot Testing

Before implementing a BYOD policy throughout your organization, run a pilot test. How does your network support these new devices? Are the employees keeping up with the security measures outlined in your policy? Check results periodically during the testing period so that you can identify gaps and risks to address before a full rollout.

Full-Scale Rollout

As you fully roll out your BYOD policy, make sure you complete the following steps to ensure a smooth transition, minimize disruptions to employee workflow, and protect company assets and information:

• Communication: Clearly communicate the policy to everyone involved. Make announcements via emails, webinars, staff meetings, and any other avenues necessary.
• Training: Offer thorough training sessions during the process, addressing topics like acceptable use, security practices, and how to troubleshoot common issues.
• Support: Provide support to everyone in the form of FAQ pages, guides, and have a support team ready to help.

Continuous Monitoring and Improvement

You’ll need to consistently monitor your BYOD system and policy to ensure it remains effective, secure, and aligned with your company’s needs. Schedule routine reviews and keep updated on any new changes to data security and privacy laws.

Consider implementing a feedback loop so that employees can offer insight through surveys and focus groups. You can also look at IT help desk data to determine if there are any common problems and implement fixes for those.

BYOD Security Measures

You can mitigate the risks of BYOD with a few precautions. Among them are anti-malware apps and user authentication.

Install Anti-Malware Applications

Anti-malware can provide real-time system protection to safeguard client data. Run boot-time and individual file scans and know how to recover corrupted files.

Implement User Authentication

Users must provide many identity confirmations, starting with a password or PIN. The next level can contain a fingerprint or face scan from SMS codes, email links, apps, and more.

Apply Patch Management

Create device or application groups by OS and critical attributes. Establish internal policies around these groups that determine frequency, timeframes, and patching priority.

Enforcing Data Encryption

You’ll need to identify types of data that need to be encrypted, like company emails, customer information and more. Outline the consequences of not encrypting data and ensure your employees have the right apps or software installed for this.

Handling Lost or Stolen Devices

Have a process in place for employees to quickly report any lost or stolen devices so your IT staff can easily disconnect them from the network and mitigate any possible data vulnerabilities. Ensure employees know exactly what to do and who to contact in this instance.

Use of Mobile Device Management Solutions

Mobile device management (MDM) solutions help keep your employees’ phones secure if they’re using them to access company software and information. Make sure each phone is registered and managed through your MDM system before it can access your network. The MDM system you choose should have encryption capabilities, remote wiping, and a way to monitor compliance.

Roles and Responsibilities in a BYOD Environment

Everyone must do their part when starting a BYOD policy. Read on for a glimpse at the various roles.

• Employees. They are often the weakest link in the security chain, so train them on best practices. It can compromise your IT services if they are unclear or negligent about security.
• Employers. BYOD policy should be clear about usage and data stored on personal devices. Will the employer offer technical support? Can they access and wipe lost or stolen devices?
• IT Department. Segregate your network into zones based on trust level and data sensitivity. IT teams can limit bandwidth and access granted for personal devices based on employees’ roles.

Legal Considerations of BYOD Policies

Data protection, liability, and compliance also come into play with BYOD devices. Here’s why.

Understanding Data Protection Laws

Apply administrative and technical controls against unauthorized access to corporate and personal data. Check local data laws and regulations, as well as those of other regions where employees work. For example, the General Data Protection Regulation laws apply to European Union citizens. The state of California has stricter data rules than other states do. Account for these instances when you’re looking at a BYOD policy.

Liability Issues

Besides a solid BYOD policy, look at your liability insurance coverage, including cyber-liability. Address any gaps regarding employees using their own devices. This way, you can make sure you’re covered by insurance in the event something happens, like a data leak or a compliance issue.

Compliance with Industry Regulations

IT departments and managers must be familiar with and also be able to educate the workforce. The more employees understand compliance in simple terms, the easier it is to follow. With routine training, IT departments can help ensure that employees know how to stay compliant with the data regulations that govern the industry.

Employee Consent and Awareness

As part of your BYOD policy, include a statement for employees to sign that they’ve received training and are aware of all the rules in the policy. They need to consent to follow the guidelines set in the policy and to keep up with ongoing training to remain aware of any new practices or information about device security.

BYOD Best Practices

For a successful BYOD policy, there are some best practices to try and follow. Set these up as part of your implementation and beyond.

Employee Training

Implement an onboarding process for any new employees so they’ll be aware of the BYOD policy rules, but your existing employees also need routine training. You can use an online learning platform to provide people with course materials or work with an instructional designer to create your BYOD training.

Regular Policy Reviews and Updates

Your BYOD policy should be a living, breathing document. In other words, don’t write it once and then forget about it. The world of IT is constantly evolving and new threats emerge constantly. Keep your policy up to date and schedule regular reviews and updates. When you do add an update, make sure to communicate it to all the employees.

Including BYOD in Incident Response Plans

Any devices on your BYOD network should be included in your incident response plans. They’re all connected to your network and could be vulnerable during an attack. Outline precisely what employees need to do in the event of an incident so they know how to jump into action and address any problems.

Future of BYOD Policies

Businesses, especially small ones, must be efficient. It’s not always advisable to hire an IT team to manage your own device policies. Rightsourcing from a knowledgeable agency can provide the expertise needed. Expect that trend to expand.

Also, security will have to become more robust. IT teams will need help managing it. It’s likely to become a joint effort between IT and mobile device management. This is especially true for businesses with several device types at play.

BYOD policies are becoming more critical than ever. For this and other technical needs, trust Techmate’s extensive network of expert technicians who can support your staff on-location and assist with software troubleshooting, hardware upgrades, and more. Contact us to learn more today.

Frequently Asked Questions

Which three requirements are commonly included in a BYOD policy?

It should be clear, with comprehensive details about everyone’s responsibilities. Users should sign an agreement that they have read the policy and understand it. You’ll need a software app to manage any personal devices capable of connecting to your network, too.

What is the BYOD allowance?

A BYOD allowance is a financial incentive or reimbursement that an organization gives to its employees who use their personal devices for work.

How do I write a BYOD policy?

Determine a list of acceptable devices and the people allowed to use them. What are your compliance and security priorities? Separate company and personal data to protect privacy on both ends. Make signing up easy and set reimbursement standards if applicable.

How does a BYOD policy help to ensure data security?

It sets a clear and complete policy for personal devices. Employers should establish an offboarding procedure. That’s a small window of opportunity to secure data and sever the connection to that device. Secure systems are critical, including mobile management software. Implemented the right way, BYOD keeps devices used for business or personal tasks separate.

What devices are typically covered under BYOD policies?

It varies by trade, but possible devices include personal computers and laptops, SIM cards, smartphones, tablets, and USB drives.