The Bring Your Own Device Policy Case Study

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Case Summary

The Bring Your Own Device (BYOD) policy allows anyone who has a smartphone to access to computing tools at any time to use them when accessing the corporate data and performing any other information management processes in the context of the organization-related tasks and issues. The companies that have implemented the BYOD process, such as IBM, reported that the strategy increased workplace productivity and employees’ satisfaction levels. Furthermore, Intel pointed to the fact that the use of the specified approach provided the foundation for a more efficient time management strategy.

However, apart from the advantages listed above, there are some disadvantages associated with BYOD. The case also mentions the negative attitude toward the idea of using BOYD among the IBM leaders. IBM’s lack of success in deploying the idea can be explained by the fact that the company has already designed a safe system for remote data management, which implies that, in case of a device being stolen or lost, the relevant data will be erased. Seeing that the specified approach cannot be adopted when employees use their personal devices, the use of BYOD in IBM does not seem reasonable.

The case, therefore, males it clear that a successful adoption of BYOD requires an excellent understanding of the crucial business processes in the company. As long as the company’s priorities and specifics are recognized, the concept of BOYD can be considered. As a result, opportunities for saving money and at the same time maintaining security levels high can be created.

Case Answers

What are the advantages and disadvantages of allowing employees to use their personal smartphones for work?

Advantages	Disadvantages
Cost saving: By allowingemployees to use their own smartphones, companies will save the money that would, otherwise, be spent on purchasing the necessary devices for data management purposes. As a result, a cost-efficient framework will be introduced into the context of the company, creating prerequisites for a sustainable use of the financial resources.	Security: Security is the main concern associated with the application of BYOD in the context of an organization. Employees’ mobility, as well as the use of the specified devices for both work-related and personal needs, puts assets and data at greater risk. For instance, if the device is stolen or compromised, the management of the problem becomes increasingly more complicated due to the absence of the company’s control over the device.
Productivity and Job Satisfaction:The use of personal smartphones allows maintaining constant connection, which means that employees can check and respond to their emails anytime and anywhere. Also, they can access the corporate databases with the help of their Tablets and laptop, which allows for a continuous and uninterrupted work process. Therefore, employees will be more flexible and productive when using their own devices.	Retrieving Data:Since important corporate data will be accessible anytime and anywhere, the firm will face massive problems if the device is in wrong hands. To prevent the problems that will arise if the smartphone is stolen, other devices for saving clients data and other information should be used. In the identified scenario, the staff members can use the data even after their shift is over.
Time effectiveness and flexibility:According to the case study, BYOD raises employees’ effectiveness by 45-60 minutes per week. Employees can continue doing their tasks at home rather than work overtime in the office.	Technical support: With the large variety of phones, providing adequate technical support for every employee could be difficult and would require a significant portion of IT resources, which implies a drastic rise in expenses.
Feeling Convenient: Employees will feel more comfortable when allowed to use their own devices rather than carrying bulk devices provided by the IT department. Moreover, the staff members may find it more convenient to sue the tools with which they have become quite familiar rather than the ones provided by the firm.	Controlling issues:If the company allows the employee to use their own device, then the firm will not be able to track the actions taken by the staff members as far as the data management is concerned. As a result, it will become much more difficult to solve IT-related issues due to the increasingly large number of devices and the lack of control over each.

What management, organization, and technology factors should be addressed when deciding whether to allow employees to use their personal smartphones for work?

Management	A detailed policy related to BYOD must be developed to protect the organization’s data security (especially the requirements regarding the control of the devices and the way in which the information is managed). Security policies must be planned and developed so that every staff member could prevent the instances of corporate data leakage or theft, as well as take the necessary and urgent actions in case the device is lost or broken.
Organization	Organizations require an approach that will allow them to monitor every one of the devices employees are using for several forms of mobiles and operating system. Particularly, the methods of tracking the location of the device, the usage thereof, and the adoption of two-factor identification as the means of enhancing the security levels should be considered. Organizations need to study their business processes to find out whether mobility makes a difference for them or not when they integrate mobile devices. As a result, corporate and IT-related corporate needs will be met successfully. At the specified stage of the company analysis, it will be possible to identify whether the use of BOYD as a tool for processes improvement and staff satisfaction increase is reasonable. Organizations should guarantee that their employees are yet ready to stay profitable even if they change their phones numbers or switch cellular carriers. Organizations need a well-organized inventory that monitor which devices workers are using, where the device is placed, and whether it is used currently. As a result, the foundation for enhancing corporate data safety can be created. Company’s product improvement groups need an IT expert, who will make sure that new applications will be usable and helpful when installed in advanced mobile phones. The applications and programming should be installed in cell phones so that interaction with the firms existing IT devices and broad CRM, SCM, and ERP frameworks could be facilitated. Portability specialists can help organizations use a wide variety of the available IT tools more successfully. Organizations need to reinforce the security of complex or confidential info. By using technologies that allow them to wipe information from devices remotely or scramble information whenever the device is missing or stolen, the firm will enhance its security and address the threat of data theft that BYOD implies.
Technology	It is necessary to appoint a dedicated person to focus on developing and improving that new application. Thus, the technological progress of the company will receive a significant impetus, while the application will be suitable for any operational system and, therefore, any smartphone. The developer should make a user-friendly and highly secured app that will allow the employees to work and manage their data safely. The app should be available on all type of operating systems such as Android and iOS. A dedicated IT team must check the server regularly and update the app or program if required so that the company could remain technologically updated.

Compare the BYOD experiences of IBM and Intel. Why did BYOD at Intel work so well?

BYOD: Experience of IBM	BYOD: Experience of Intel
The BYOD-based strategy only created new challenges for the IT department and didn’t save any money for IBM because employees’ devices could not be controlled by IBM.	Intel approached BYOD in a positive manner, trying to find ways to make it work rather than to point out its uselessness.
IBM equipped the mobile devices of the employees with additional software such as programs that encrypted information as it travels to and from corporate networks. Therefore, the use of personal devices was impossible.	Intel developed a BYOD strategy and created an end-user service-level agreement that clarified that end users were voluntarily using BYOD rather than being mandated by Intel.
BYOD improved employees’ job satisfaction and productivity but caused significant problems in managing corporate processes.	Intel program offered 40 proprietary applications, including travel tools to help schedule a flight and conference room finders.

Why did BYOD at Intel work so well?

Intel developed different policies, rules and access limits for each type of devices and provided a list of approved devices.
Intel’s goal was creating a favorable environment for employees and helping them work productivity but not saving money.
Employees liked being able to use their own devices and apps along with specialized Intel apps.

Allowing employees use their own smartphones for work will save the company money. Do you agree? Why or why not?

The decision to allow employees to use their own smartphones anytime anywhere has more advantages than disadvantages from our point of view. The advantages are listed below:

Reducing monthly costs of company’s telecommunication processes.

When employees use their own smartphones, it gives them the flexibility and enhances their productivity since they are familiar with the devices that they use and, therefore, are bound to work faster and more efficiently. For instance, they know how to use the device efficiently to avoid lagging, access the folders with the relevant data, carry out the search process, communicate with others, etc. When being handed a corporate device, employees will have to spend a significant amount of time getting used to it. In addition, the company will not have to be concerned about taking expenses to purchase the necessary devices. Instead, the organization will focus on reimbursement for the monthly data plan. Therefore, the current approach used to manage the staff’s needs can be redesigned toward a more employee-focused one, with the following increase in staff satisfaction rates. Consequently, the loyalty levels among employees will rise.

Improving the financial resources management strategy by not having to purchase smartphones.

Since employees will use their own smartphones for work-related communication, purchasing the devices for the staff’s needs will no longer be required. As a result, a significant amount of money will be saved. Consequently, the money can be used to augment the funds for other company-related processes. The financial resources in question can, later on, be used to focus on other areas of the firm’s operation, such as the R&D-associated ones. Thus, the development of a competitive advantage can become a possibility. Alternatively, the money can be used to support the development of the company’s supply chain and the enhancement of the logistics processes. In other words, the company will save cost while maintaining the employees’ performance at the required high level.

Improving the corporate financial strategy by removing the expenses associated with the upgrade of smartphones.

Unless regularly upgraded, the platforms used by employees may create a communication barrier between them and their customers. Sometimes the customer uses a certain platform, which may not be compatible with the employee’s device. However, most of the platforms offer free upgrades and have special Apps to cope with the changes in the identified area. It is likely that the staff members are enthusiastic about updating their smartphones and using the latest communication tools. Therefore, the company promoting the use of BYOD will experience a significant improvement in the quality of customer-employee communication.

Reducing the costs for the use of technical support services.

Most employees know how to manage their own smart devices since they are familiar with the technology. Moreover, free open source operating systems such as Android are self-taught and provided with opportunities for regular upgrades. Consequently, the company will not spend a lot of time and money to resolve technical issues related to the use of smartphones and similar devices. Granted that not all staff members are technologically advanced and may need help in acquiring the relevant skills, they are likely to be more active in exploring it since they will not be afraid of having to pay for the device in case they break it. Thus, while admittedly having its problems, BYOD can be viewed as a rather efficient tool for corporate data management.

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