There's a universal need for clear and flexible policies and rules regarding mobile devices.

The big debate by many companies large and small is how to deal with the whole smartphone and tablet issue. It doesn't matter if it's Apple, or Android, or any other provider; the fundamental issues over security, accessibility, ownership, and distractions are the same.

Technology will not go away, and with the introduction of wearable technology, it is likely to accelerate the need for a formally stated relationship regarding its use.

On the one hand, these devices can help any company leverage their competitive position by allowing management and staff to be more effective, more productive, and more connected than ever before. On the other hand, each party needs to give up some control to maximize the benefit to everyone.

Managing all the positive and potentially negative factors is a challenge but isn't insurmountable. Balance is key.

Security

From the company's point of view, number one has to be security, and to that end a well-worded privacy policy and a code of conduct is vital.

When I think of privacy and a code of conduct, I refer to my insurance background and think of the term "utmost good faith," and I remember the famous Ronald Reagan line: "Trust but verify." I believe these concepts are crucial to taking advantage of mobile technology.

From the users' point of view, they need access to the information via Wi-Fi or the Internet, they need to allow the company to monitor their usage, and finally they need to ensure they do not abuse the privilege of using technology in the workplace.

Accessibility

Does the company provide Wi-Fi to its staff? The advantage to the company is that they will have some control over which websites are accessed and how to share information at usually a very low cost.

The advantage to the users is that they get access to the company and potentially Wi-Fi at no additional cost to them, but the other side is that they may be restricted as to websites and may have the usage of their device monitored as per the privacy policy and code of conduct.

There is a tradeoff for both sides.

Ownership

Who owns the device? Bring Your Own Device (BYOD) is becoming more attractive to all parties.

The advantage to the company is that there is zero to little cost for acquisition and maintenance of the device. The disadvantage is loss of control over which devices are used and what is on the device and what it can access.

The advantage to the users is that they can use the device of their personal choice. Instead of the whole Apple vs. Android vs. everyone else, the users can utilize the device they can afford or choose to use for both professional and personal business. The disadvantage if you're the user is that if it breaks, it's your problem. You may also need to acquire software necessary to access company information or processes.

Distractions

From the point of view of the company and/or business owner, there is a concern that staff will be using the smartphone or tablet for non-business activities that would distract them from the work they're getting paid to do. Hopefully, the privacy policy, code of conduct, and common sense can manage these expectations. If personal phone calls are allowed, then a simple text to a friend should not be a factor. However, the if the company finds continual distractions through social media or games or other web-surfing activities, then the provisions of the privacy policy and code of conduct would need to be enforced.

From the user's point of view, if you violate the trust of the company, then the consequences should be obvious and hopefully provided for in the privacy policy and or code of conduct.

Summing It Up

As each company has different needs and requirements, it is difficult to apply the same standards to each business, but I believe there's a universal need for clear and flexible policies and rules regarding mobile devices. Depending on the resources available to the company, legal advice may be required. Again, balance is needed, and each company and user needs to find that balance.

"Utmost good faith" and "Trust but verify." These are two simple concepts that could allow both companies and users to truly benefit from mobile devices in the workplace.

Bruce Klassen was born and raised in Calgary, AB, Canada. He lives in Calgary and owns an insurance agency with his wife.

 

Bruce graduated from the University of Alberta with a Bachelor of Arts Degree with a major in Political Science. He also holds a Dilpoma in Broadcasting from Mount Royal College. After university, Bruce worked as a Senior Immigration Officer for the Canadian Government for several years. He also worked as a driving instructor for three years, providing in car and classroom instruction, which helped finance his passion to be a private pilot, which he still enjoys today. 

 

Bruce has more than 30 years of experience as a general insurance agent and holds licenses for general, llfe, and accident and sickness. He is actively involved in the sales, service, and marketing of his insurance agency.

 

Technology has been fundamental in the success and development of Bruce's businesses.

 

Bruce has been a Registered iPhone Developer since 2008. 

 

He continues to utilize his knowledge and passion for technology to organize and streamline his business and personal life. 

 

In 2014 he plans do provide seminars regarding technology in the workplace as a speaker for Advanced Insurance Education Services Inc.