Looking after staff devices is so much easier when you’ve got a game plan.
For businesses large and small, equipping staff with smartphones is a great way to get everyone connected, with fingers on the pulse no matter what part they play in keeping the wheels turning.
With powerful technology in everyone’s back pocket, however, come concerns over information security, misuse and other niggling queries.
Not to worry – if you start off on the right foot, you can keep harmony in place with ease.
Take a look at these tips:
Create and Share a Staff Technology Policy
Before handing out devices for staff use, it is important to set expectations on how they are to be managed, and what is deemed to be unacceptable behaviour. Make the rules clear in writing, and ensure every staff member reads and understands them before receiving a device.
The policy could include elements such as:
- Staff eligibility for an employer-provided smartphone – who is eligible and why? As your business grows, this may need to be reviewed.
- Business use versus private use – naturally, the expectation would be there that the phone is intended for use in the course of performing work-related tasks, however ‘reasonable’ private use should be a consideration. Outline what constitutes reasonable private use, such as: calls to child care providers, immediate family such as a spouse, and short local phone calls. Data use on non-work apps such as games to be kept to a minimum, and no overseas calls without prior permission.
- Who owns the data – a work smartphone and its data contents generally remain the property of the business, and this should be made clear to staff.
- Duty of care – Accidents of course happen, but it is a good idea to point out that a reasonable amount of care be taken with company property. Perhaps issue protective cases as part of the device package to staff.
Take Effective Security Measures
When there are bumps in the road, and security of company data and devices may be compromised, there are safeguards you can put in place, like:
- Ensure staff set all devices with a PIN; in the case of loss or theft, this will protect against company information being immediately accessed.
- If a phone is lost or stolen, there are ways to set up remote wiping of devices. Sometimes, your service provider can help with deactivation also.
- Consider an insurance plan for company devices
To BYO, or not to BYO, that is the question
Depending on your setup, staff may wish to bring their own device and install work functions on it, such as company email and calendars.
While this is an innocent enough request, it is important to note issues that may arise, such as unauthorised access to company information in the event that the phone is kept unlocked, or ends up lost or stolen.
There are IT solutions out there that cater for BYO phones, but they typically require the owner of the phone to agree to complete company access over their phone – including remote wiping of all data in the event of a security breach. For many small businesses, it can be less of a headache to employ a policy around company-owned devices.
If your business needs more ways to stay connected, check out the range of Optus business mobile plans.