Mobility has become vital in the business world, and most corporations either provide mobile devices (smartphones, tablets, PC cards) to employees, or follow a bring your own device (BYOD) model and reimburse them to use their own devices. But to go along with this, companies must protect themselves, and their bottom line, by putting usage and cost guidelines in place for all employees, unless their costs could gradually spiral out of control. These policies should outline acceptable usage for the device (i.e, you shouldn’t be using it to view Netflix on your commute to work!) and may even include monthly cost and/or usage thresholds for employee level, title or department. Here are a few steps that every company should take:
Ensure That Your Mobility Policies are Current, and Realistic. Since the mobility world is constantly evolving, your corporate policies should follow suit. All guidelines must be reviewed at least once a year to make sure that they continue to meet the corporate needs, and incorporate trends in the industry (new devices, IoT, 5G, etc.).
Make Sure Your Employee are Aware of Your Policies What good are policies if your employees don’t know about them? You laugh, but that’s a big issue in many organizations. You should incorporate an overview of corporate mobility policies into new employee on-boarding sessions, and conduct and annual review with all team members at least once a year to get employees buy-in. It’s also beneficial to keep these policies readily available for employees to review, on corporate or HR sharepoint sites.
Regularly Communicate Usage and Costs Data to Employees… and their Supervisors. In corporate-liable environment, all mobility bills go straight to the company, and often times details are not shared with the actual users (employees). So how do they even know if they are in line with the corporate guidelines? To properly enforce corporate policies, companies must be able to map usage and costs back to individual devices, and then map those devices to employees. Doesn’t sound that hard… but many companies struggle with it. And then, once all of that is accomplished, that information needs to be communicated to the actual users in an understandable format. A best practice for this is to also inform supervisors of their subordinate’s usage, but that adds yet another layer of complexity to this monthly task.
Enforce Your Policies! Once you’ve established guidelines and identified consequences for not following them; you need to make sure that they are enforced, and that the employees know that Big Brother is watching and there are repercussions for violating the policies.
vMOX’s Behavior Modification’ initiative offers a unique, and automated, solution to help client’s enforce their corporate mobility policies. We will automatically send emails to employees each month giving them immediate feedback on where they stand. Charts in the emails breaks down their usage and cost for the month, and benchmarks it to the company guidelines for their position, while also comparing it to their peers. We also send summary reports to supervisors, so they can take immediate action against offending subordinates. We can also send text and email alerts to users within the billing cycle to notify them in near real-time when they are approaching, or have exceeds, a corporate usage guidelines. Keeping employees and managers informed drives accountability and eliminates excessive use. We’ve seen companies reduces their overall usage by terabytes due to this initiative!