We have
discussed both cell phones in the workplace and mobile devices’ role in the healthcare industry. Today we will look at having a policy in place
for companies that use mobile phones for work purposes.
A survey in
2011 showed firms that use mobile technology earn $10.8 million annually, while
their peers who are not as mobile savvy are earning $5.7 million. That enormous
difference is a clear indicator that more and more companies will get on board and
start using mobile devices for work. An important step to take before allowing
employees to use their smart phones for work, or supplying them with company
phones, is to create a Mobile Device Policy. These policies outline the
employer’s position on how employees may use mobile devices for work, device
protection, and any compensation or allowances.
The
following main points are what should be included in your mobile device policy:
What platforms are supported? Some companies choose to use one
platform, such as Blackberry or I-Phone. This is often indicated by the
proprietary software that a company uses. Other companies may choose a
particular carrier and allow employees to choose their own style of phone.
What protective measures will be
employed? What will
the company require to protect information on the phone? The use of passwords,
encryption, and mobile locking or wiping in case of theft must be determined.
It should also lay out instructions for employee actions in case of loss or theft.
What type of compensation is
appropriate? If the company provides phones, will
they pay the entire package? If employees are allowed to purchase their own
devices, what type of monetary support will the company offer? Often monthly
stipends, expense reimbursement, or yearly rebates are used to subsidize
employee costs.
What will data storage limitations
be? How much data,
if any, can be stored on a device? Will there be a specific way that the data
must be removed, such as a phone being wiped before the employee leaves company
grounds daily, or data being moved to a secure storage regularly.
Is personal use permitted? The company must determine if
employees may use their phones for things that are not work-related. Also, will
downloading apps be permitted? Keep in mind if the company is only providing a
stipend towards the employee’s phone it will be difficult to enforce very
strict rules.
How will the policy be enforced? What will the company do to police
the use of the phones? What will the employee be agreeing to by using a work
related mobile device? Be very clear on when or how management may monitor the
actual phone and its usage.
Cross reference other policies
already in place. Make
sure that all company policies concerning mobile devices reference the existing
confidentiality, discrimination, harassment and non-disclosure policies currently
being used.
Using mobile
devices in the workplace can boost productivity and increase an employee’s
ability to do their job no matter where they are. It is important for the
company to act responsibly when setting policy. It should be discussed with an attorney to
ensure that the scope and coverage of the policy is appropriate. Also, it is
imperative that thorough training and review of the policy is conducted with
all employees.
Sources:
Crenshaw, Darryl. (November 16, 2012). Five Steps to
Creating an Effective Mobile Device Policy. iOS
@ Work. (Retrieved February7, 2013). http://www.macworld.com/article/2013735/five-steps-to-creating-an-effective-mobile-device-policy.html
Ribitzky, Romy. (July 12, 2011). The Mobile Way to Biz. Upstart Business Journal. (Retrieved
February 7, 2013). http://upstart.bizjournals.com/news/wire/2011/07/12/mobile-professional-trends-for-2011.html
Souppaya, Murugiah and Karen Scarfone.(July 2012).Guidelines
for Managing and Securing Mobile Devices in the Enterprise. National Institute of Standards and
Technology. (Retrieved February7, 2013). http://csrc.nist.gov/publications/drafts/800-124r1/draft_sp800-124-rev1.pdf
This was an issue for me when I was given an office phone on my last job. My current plan at the time was the same as what the office was providing, and I did not want to let go of my old plan because I have been subscribed to it for quite a while and did not want to lose the perks and loyalty rewards that they offer. Sadly, the company was not amenable to just compensating my original plan’s monthly cost. I ended up with two phones, although I still preferred giving my personal number, except for the company’s clients. The experience was, to say the least, awkward and wasteful. XD
ReplyDeleteDoug Leven
Communication is a vital thing to consider in your office setup. There are times when even the administrators can't reach the employees when they badly need to. In this case, the employee communication must be consolidated and inter-connected so that it will be easy for them to communicate about office matters. This will allow them to easily send important information via calls.
ReplyDeleteMetroffice.com
The use of mobile phones makes it easier to transact data anywhere you are. Some companies are allowing their employees to download a specific application where they can interact immediately for urgently needed information. Well, I love the fact that you've given specific question which they have to answer. Both the employee and the management should come to an agreement regarding their data management, especially limitations of use. :)
ReplyDeleteRuby Badcoe @ Williams Data Management