Benefits for all with a bring your own device policy
AS THE proliferation of smartphones and consumer mobile devices increases at an exponential rate, they are rapidly changing the way that companies do business. Apple are reportedly on target to sell 8m iPads this quarter and have already sold 183m iPhones – when the iPhone 4S was launched, 1m were sold.
INCREASING DEMANDS
As certain devices attain an almost cult-like following, employees are more and more likely to bring them into the workplace. The advantages of employees using their own devices in the workplace are evident. There was a time when the technology available to the average consumer was much below the standard of that found on their desk in the office, but that has now been reversed. Gartner expects that users will have as many as seven personal computing devices by 2015 which will be swapped and upgraded more often than a company-supplied laptop. Laptops from a business IT department typically get refreshed on a three year cycle, whereas users will upgrade to a new version of a phone or tablet as often as once a year.
The cost-cutting benefits of this for companies is obvious – whereas in the past they would have to constantly upgrade and maintain computers and electronic devices for staff, now the onus is shifting onto employees.
“Staff at all levels are requesting, even expecting, the combination of rich user-experience from their personal smart-phones or other mobile devices, with access to company systems. It means that the convergence of consumerism and technology is fuelling a corporate IT phenomenon,” says Martin Lunt, principal adviser in KPMG’s CIO advisory practice. “The reality is that many of us now rely on email on-the-go, being able to check our calendar between meetings, and even social media contact and monitoring: proof that ‘smart’ devices have become invaluable as tools to improve our effectiveness.”
BENEFITS OF FAMILIARITY
But this shift does throw up questions for both employer and employee. Firstly, when push comes to shove, employees are paying out of their own pocket for something that they once received for free. “At first glance, the benefits may seem to focus on leveraging the personal aspect of these devices, but this ignores the softer benefits,” says Lunt. “For one thing, individuals don’t mind exploiting the personal investment already made in phones, tablets and, where applicable, laptops.”
LISTENING IN
An additional river to cross when it comes to the use of mobile devices in the workplace is that of regulatory compliance. Even if employers are willing to allow employees to connect their personal devices to company networks and employees are prepared to use devices earned with their own hard-earned cash in the workplace, there are still compliance issues to address. “For some sectors, such as the financial services industry, the consumerisation of IT is a minefield with the public sector and regulated industries having to tread very carefully,” says Harry McDermott, chief executive of ICT consultancy Hudson & Yorke. As of 14 December 2011, all relevant mobile communications in regulated financial organisations (including voice, SMS, IM and any other application that can be used to receive client orders, negotiate or agree or arrange transactions) have had to be recorded and retained. During the retention period the records need to be held for reference and may be required for audit or dispute purposes. This requirement extends to any devices being used in the workplace, meaning that many employees in relevant sectors have had to hand over certain elements of control over their devices to allow for remote management, a remote wipe facility and segmentation of work and personal information. “While technology solutions do exist to enable segmentation of work and personal communication, the challenge for many is to find a consistent recording platform that addresses all requirements,” says McDermott. “The privacy protection aspect of the FSA regulation is a big issue for companies and employees alike.”
SEAMLESS TRANSITION
The response to the challenges of regulatory compliance, company demands and employee expectations is a difficulty, but not insurmountable. “We have put into place an IT architecture that will work with most devices – almost regardless of the operating system or the type of device,” says Ian Foddering, chief technical officer for Cisco. “The aim is to provide the same level of service regardless.”