Evolving your network for the BYOD Era

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1 Viewpoint Evolving your network for the BYOD Era 3-step guide to developing a mobility strategy Survive the rising tide of mobile devices in your workplace 1

2 Contents uide for CIOs Introduction: The Rise of the Mobile Workforce 3 The New Meaning of Flexible Working 3 The Unstoppable Rise of Mobile Devices 3 Risks and Rewards of Worker Mobility 4 ing Three Approaches your to Mobile Flexible Working 5 01 Total Lockdown 5 02 Blind Eye 5 03 Trailblazer 6 Three Steps to Safely Enabling Mobility in Your Business Define Your Mobile Working Policy 7 Align Internal IT with the Policy 7 03 Continually Communicate and Enforce Policy to Users 8 Conclusion 9 Recommendation 9 2

3 Evolving your network for the BYOD Era A three-step guide to developing a mobility strategy The Rise of the Mobile Workforce New and powerful mobile devices are making flexible working the norm in many organisations. Employers are equipping workers with laptops rather than desktop PCs, and a growing number of employees are also using their own smartphones and tablets to conduct workrelated tasks. The number of devices they use is increasing too. Today, a typical knowledge worker might use their work laptop, employer-issued BlackBerry, personal Android phone and personal ipad for workrelated activity over the course of a day that now stretches far beyond the traditional nine-to-five. The New Meaning of Flexible Working These developments are rapidly changing the concept of flexible working. Where once it might have meant working from home one day per week, now it means being able to work anywhere; in the evening at home, on a train, from the beach on holiday. For today s mobile employees, work is what you do, not where you are. The challenge for IT is to manage, support and enable this new, consumerised world for the benefit of the organisation. The Unstoppable Rise of Mobile Devices Smartphones in useworldwide O Tablets in use worldwide Q Million 1 Billion 54.8 Million 130 Million Source: DigiTimes, March

4 Risks and Rewards of Worker Mobility For modern organisations, mobility is a double-edged sword. On one hand, mobile-enabled workers are undeniably more productive. On the other, the explosion in the use of personal devices for work the so-called Bring Your Own Device (BYOD) trend and the increasing need to make company applications and data mobile are creating new and often unforeseen risks: Security Company data may be moved outside the firewall as the boundaries between personal and work use of IT become blurred. Reliability and Support Outside of the company s networks, Wi-Fi and 3G network performance for users of wireless-only devices is beyond IT s control. Integration and Compatibility The number of different devices and operating systems makes it impossible to standardise device configuration. Bandwidth Issues Employees may try to use the corporate network for things like uploading photos and videos, putting pressure on bandwidth (see graph). Petabytes per month 92% CAGR ,000 Mobile VOIP Mobile Gaming Mobile M2M 3,500 Mobile P2P Mobile Web/Data Mobile Video Number of extra hours per year typically worked by employees with smartphones. (Source: ipass, 2011) 4

5 With so many challenges to overcome, how do you ensure that mobile flexible working is appropriately enabled and supported in your organisation? Three Approaches to Mobile Flexible Working To date, organisations have taken one of three approaches to the mobility revolution and overcoming the challenges listed above, and in particular, the use of personal mobile devices in the workplace: 01 Total Lockdown To date, organisations have taken one of three approaches to the mobility revolution and overcoming the challenges listed above, and in particular, the use of personal mobile devices in the workplace: Pros Cons Enterprise data remains secure (or at least, as secure as the security measures in place allow it to be). Data remains within the enterprise IT environment, so it is backed up, audited and producible in the event of a compliance investigation. Support costs are controlled and predictable. Users are frustrated at the lack of access to sites and apps that make them more productive (and could benefit the business in other ways too). Talented, digitally-savvy employees may leave to go to more forward-thinking organisations. Users start to bypass IT by using their own smartphone or tablet devices, their own choice of networks (e.g. 3G, public WiFi) and their own choice of apps to get things done. They use personal , Dropbox etc to transfer data onto personal devices. Data starts to be created outside the enterprise IT environment, where it is unmonitored, unbacked-up, and inaccessible in the event of an investigation. 5

6 02 Blind Eye The employer recognises that consumerisation makes employees more productive, but has no strategy or policy in place to embrace it. Employers and IT departments turn a blind eye to unknown mobile devices accessing wired and wireless networks, and tolerate the use of non-enterprise apps for work-related activities. Pros Cons Employees are more productive and tend to work longer hours voluntarily. Employees are happier with their working environment, reducing staff attrition rates. Employees have access to much higherspec hardware than IT departments have the budget to provide. The organisation has lost control of IT, leaving it at the mercy of users own habits (e.g. lax attitude towards device/data security) and demands (e.g. support for personal Android device). Risk of sensitive enterprise data being removed from the enterprise IT environment or stolen along with the mobile device. Work-related data is created outside of the enterprise IT environment, causing fragmentation, security issues and possible compliance breaches. There is a lack of clarity as to who is responsible for what: IT or users? 03 Trailblazer The employer actively encourages workers to use whatever devices and apps help them to do their job best, but in a controlled and responsible manner. This approach strikes the right balance between total lockdown and turning a blind eye. Pros Cons The organisation remains in control of IT, so the risk of nasty surprises is significantly reduced. Employees are more productive and tend to work longer hours voluntarily. Employees are happier with their working environment, reducing staff attrition rates. Employees have access to much higherspec hardware than IT departments have the budget to provide. Data is secure, backed up and audited. The IT landscape is more complex, with new devices and platforms to onboard and integrate, and potentially the need to mobile-enable key enterprise apps. There are more and different types of devices to support, some non-corporate owned. Secure, responsible use of mobile devices is difficult to enforce without a clear policy that everyone is aware of. In some industries, a tight regulatory environment may make an open approach to worker mobility impossible regardless of control/responsibility measures. Support costs are predictable. 6

7 Three Steps to Safely Enabling Mobility in Your Business Many organisations will find the third option the most appealing, but the challenge for IT departments is to implement in such a way that the business can reap the rewards of mobility while mitigating the risks. While the old days of IT having complete control over the environment are fading, best practice is emerging around how IT can manage and guide the consumerisation trend to the benefit of employees, the organisation and itself.core elements of this best practice include a well-defined mobile working strategy, clear communication with users around who is responsible for what, and a policy that can be easily communicated, enforced and modified. Based on our work with customers in multiple sectors across the UK, we recommend the following three-step approach: 01 Define Your Mobile Working Policy Survive the rising tide of mobile devices in your workplace A clear policy is essential. Without it, users will fall back into bypassing IT to get what they want, and IT will end up trying to support more devices, operating systems and apps than budget, time and expertise allow. With a policy, everyone is aware of their own options and responsibilities, and IT can shape what they deliver to enforce and underpin the policy. ^ The policy will clearly set out the ground rules for IT and employees in a number of key areas. Its terms will depend on what you want the user experience to be, and how much mobile/ BYOD use you want to allow. Key areas to cover will include: Which devices and operating systems will be tolerated/supported by the organisation How the device is secured (password policies, remote wipe, lockout policy) Apps (which ones are allowed, and using which kinds of network e.g. corporate wlan, home WiFi, public WiFi and 3G are authorised for access) Data management (what users can and can t store. Whether personal data is allowed on the device and what happens with it if the device is wiped) Access methods (what methods are recommended, what s not allowed, expectations on connections e.g. what users should consider when using public wireless) General considerations (user acceptance of policy, what support do IT offer, who is liable for the device, what responsibility is placed on the user) 7

8 02 Align Internal IT with the Policy To enable the policy to be workable, Survive you the must rising align tide your of mobile IT infrastructure, devices in your workplace processes and resources with the terms set out in it. Key points to consider are: Infrastructure Implement the right security and access controls on the LAN, wireless LAN and any VPNs to enable the users and devices identified in the policy to access allowed networks, and to prevent any unauthorised users and devices from accessing the corporate network. Ensure relevant enterprise apps are mobile-enabled for the devices and platforms specified as allowed in the policy. Processes Ensure appropriate support and escalation processes are in place for any employeeowned devices that will be allowed under the policy, and that support staff are aware of what they can and can t support. Resources Ensure the support team has all the right skills to deliver support for the apps and devices specified in the policy. 8

9 03 Continually Communicate and Enforce Policy to Users A Processes: policy is no good Ensure if nobody appropriate is aware support of it, and and too escalation many policies processes sit on are are shelves in in place for for any any employee- with owned no one devices reading that that them. will will be IT be has allowed a unique under opportunity the the policy, to and communicate and that that support and staff staff are are aware of of what they they can enforce can and and policy can t using support. the very devices that employees are using every day under the Resources: terms of the Ensure policy. the the support team has has all all the the right skills to to deliver support for for the the apps and and devices specified in in the the policy. Policy 3can be communicated to mobile users and by installing an app to on each authorised Continually Communicate and Enforce Policy to Users device that communicates a user-friendly, humanised version of the policy, A A policy is is no no good if if nobody is is aware of of it, it, and and too too many policies sit sit on on shelves with with no no one one customised to the specific IT user. reading them. IT has has a a unique opportunity to to communicate and and enforce policy using the the very very devices that that employees are are using every day day under the the terms of of the the policy. Updates can be communicated as they are rolled out, and users can be encouraged Policy can can be be communicated to to mobile users by by installing an an app app on on each authorised device that that to engage with the policy app by accessing how to guides (e.g. how to access the communicates a a user-friendly, humanised version of of the the policy, customised to to the the specific user. user. corporate can network be from my iphone ) as and they other are useful out, information and to help can them updates can be communicated as they are rolled out, and users can be be encouraged to to engage with with the work the better. policy app app by by accessing how to to guides (e.g. (e.g. how to to access the the corporate network from my my iphone ) and and other useful information to to help help them work better. Networks First: First: Viewpoint 8 8 9

10 Conclusion Organisations that have followed these three steps have been able to strike the right balance between the Total Lockdown and Blind Eye approaches outlined on page 5. In doing so they have created a flexible working environment for the mobile age, in which employees are aware of their own responsibilities and permissions, and IT retains proactive control of the network environment. Recommendation If you re serious about embracing the mobile revolution and freeing employees to work in more productive, collaborative ways, you need to start now by getting your mobile working policy in place. Networks First can help you at every step of the way; drawing on our extensive experience in multiple industry sectors to help you define a workable policy, configure your IT infrastructure, processes and resources accordingly, and communicate the policy to users via mobile app. To find out more about how we can help, contact us today. call us on us at visit our website About Networks First Today s users demand access to information from any device, anywhere anytime. To guarantee this, IT need a service delivery model enabled by a reliable network foundation a network that is cost effective, mitigates risk, optimises performance and ensures future business agility. Experts in networking, Networks First provide a range of services delivered through our services based network platform that provides end-to-end management from device to information. Our focus is on delivering optimum user experience, regardless of device or access mode, and throughout the lifecycle of the network. Further Resources Webinar: The Multiple Faces of Mobility and the Impacts on Your Network - practical advice from Networks First s Consultant Paul Lewis on how to enable the corporate network for mobile working. Go to to view. 10

11 Networks First Head Office Number One Paper Mill Drive Church Hill South Redditch B98 8QJ Tel:

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