Is it OK to Work on Personal Smartphones and Tablets? Let’s Think About Balancing Convenience and Security
In today’s digitalizing business environment, BYOD (Bring Your Own Device), which utilizes personal devices (smartphones, tablets, etc.) for work, is becoming increasingly widespread. However, while enjoying the convenience, security risks cannot be ignored.
This article explains the advantages and risks of using personal devices for work, and the key points for using them safely.
Table of Contents
- What are the advantages of using personal devices for work?
- Improved work efficiency
- Cost reduction
- Increased employee satisfaction
- Risks associated with using personal devices for work
- Data breaches and information security issues
- Insufficient security measures
- Mixing of business and personal data
- Key points for using personal devices safely for work
- Formulating a BYOD policy
- Introducing Mobile Device Management (MDM)
- Strengthening security education
- Separating business data
- Summary
1. What are the advantages of using personal devices for work?
Using personal devices for work can improve productivity, reduce costs, and enhance employee well-being.
This brings many benefits to both the company and its employees.
Let’s take a closer look at the specific benefits below.
1-1. Improved work efficiency
Utilizing personal devices for work can significantly improve employee work efficiency. By using smartphones and tablets that they are already familiar with for work, employees do not need to learn how to use new devices and can proceed with tasks smoothly.
Furthermore, by leveraging the characteristics of personal devices, flexible responses to work become possible.
For example, by taking advantage of the portability of smartphones and tablets, employees can respond to emails and check materials even while commuting or on vacation, making effective use of their time. This allows for more flexible and rapid execution of tasks compared to traditional desk-centered work.
1-2. Cost reduction
For companies, utilizing personal devices for work leads to significant cost reductions. Providing all employees with company-issued devices incurs not only device purchase costs but also management and maintenance costs. By leveraging personal devices, these costs can be reduced.
For example, the budget spent on purchasing and managing devices can be reallocated to other business improvements, thereby improving overall company performance. Additionally, by introducing a system where the company subsidizes communication costs and a portion of usage fees for employee-used devices, a beneficial system for employees can be established.
1-3. Increased employee satisfaction
Using personal devices for work is an important factor in increasing employee satisfaction. Employees can use their familiar devices for work, allowing them to proceed with tasks in a comfortable environment. Also, they do not need to carry a separate work device, reducing the risk of loss or misplacement. Such flexibility reduces employee stress and leads to increased motivation.
Furthermore, personal devices allow users to maintain their chosen apps and settings, making them comfortable for both work and personal use. For example, even if there are many restrictions on company-issued devices, personal devices can be customized to meet individual needs. Additionally, an environment that allows for a smooth transition between work and personal life contributes to improving work-life balance.
Utilizing personal devices for work not only streamlines operations and reduces costs but also contributes to creating an environment where each employee can work comfortably. However, to maximize the benefits, it is essential for companies to establish rules and build a support system.
2. Risks associated with using personal devices for work
While using personal devices for work offers convenience, it also carries various risks. In particular, careful attention is required from the perspective of security and data management.
Here, we will review the risks associated with using personal devices.
2-1. Data breaches and information security issues
The greatest risk of using personal devices lies in data breaches and information security vulnerabilities. Unlike company-issued devices, personal devices are not under the company’s control, so if lost or stolen, important business data may fall into the hands of a third party.
Furthermore, personal devices are often connected to less secure networks such as public Wi-Fi. In such situations, if communication is not encrypted, the risk of man-in-the-middle attacks (eavesdropping or tampering with communications) increases. Also, if the device does not have strong authentication settings, there is a risk of unauthorized access.
2-2. Insufficient security measures
Security measures vary from user to user on personal devices, making it difficult to apply a consistent security policy across the entire company. For example, if devices with outdated OS or application updates, or without anti-virus software installed, are used for work, the risk of malware infection and cyberattacks will significantly increase.
Furthermore, while the range of apps and installation restrictions can be controlled on company-issued devices, personal devices cannot be directly managed by the company, creating a risk of unauthorized apps or malicious software being introduced.
2-3. Mixing of business and personal data
Using personal devices for work can easily lead to a situation where business data and personal data are mixed.
This mixture not only complicates data management but also causes the following specific problems.
・Difficulty in deleting data upon retirement
: When an employee retires, it may be difficult to completely delete business data from their personal device. This creates a risk of data leakage after retirement.
・Difficulty in balancing privacy and business data protection
: If work apps and data and personal information exist on the same device, the company’s monitoring and management of data may infringe on employee privacy.
Using personal devices for work offers many conveniences, but if appropriate security measures are not taken, it poses a significant risk to the company. To minimize these risks, it is necessary for both the company and its employees to understand the risks and respond carefully.
3. Key points for using personal devices safely for work
When utilizing personal devices for work, it is essential to take measures to balance convenience and security. By cooperating with the company and employees and introducing appropriate rules and technologies, risks can be minimized.
Here, we will explain specific safety measures.
3-1. Formulating a BYOD policy
When using personal devices for work, it is important for the company to formulate a clear BYOD policy.
This policy should include the following:
・Clarifying available devices and security requirements
: The BYOD policy should specifically define the types of devices and OS versions that are permitted for business use. This prevents the use of devices that do not meet security standards. It is also important to include requirements such as the introduction of anti-virus software and regular OS updates.
・Setting the scope of business use and prohibited items
: Limit the business apps and services that can be used on personal devices to prevent inappropriate use outside of work. Furthermore, reduce the risk of information leakage by prohibiting the installation of non-business-related apps and the use of unauthorized file-sharing services.
・Clarifying security measures and the scope of employee responsibility
: Technical measures such as the use of multi-factor authentication (MFA) and the introduction of mobile device management (MDM) should also be specified. In addition, clarifying the employee’s responsibility for reporting device loss and protecting company data will improve security awareness.
3-2. Introducing Mobile Device Management (MDM)
MDM (Mobile Device Management) is a powerful tool for safely managing personal devices.
By introducing MDM, the following management functions can be realized.
・Remote management function
: Reduce the risk of data leakage by remotely locking the device or erasing business data in the event of loss or theft.
・Application management
: Allow only business applications to be used and restrict the installation of unauthorized apps. This reduces the risk of malware infection.
・Application of security policies
: Consistent security standards can be applied, such as mandatory password settings and device encryption.
3-3. Strengthening security education
Security education for employees is an essential element in risk management.
By understanding and practicing basic security measures, employees can prevent many troubles in advance.
・Prohibit the use of public Wi-Fi
: Instruct employees to refrain from connecting to networks whose safety cannot be confirmed.
・Thoroughly implement regular updates
: Update the OS and applications in a timely manner to help address known vulnerabilities.
・Set strong passwords
: In addition to introducing multi-factor authentication (MFA), ensure that each employee’s password is strong.
・Education on phishing countermeasures
: Encourage employees to be careful not to open suspicious emails or links.
3-4. Separating business data
When using personal devices, it is important to introduce a mechanism to clearly separate business data from personal data. This separation can significantly reduce the risk of data leakage.
Specific methods include:
・Use of dedicated business applications
: Manage business data within specific apps and prevent it from being mixed with personal data.
・Use of sandbox technology
: A sandbox is a virtual environment for isolating apps and data used for business purposes. By running business apps and data within a virtual environment, they can be isolated from other data and apps on the device.
・Data encryption
: Prevent information leakage during unauthorized access by strongly encrypting business data.
By utilizing these mechanisms, it is possible to build an environment where both companies and employees can safely use personal devices for work.
Summary
Using personal devices for work offers many benefits, but it is a choice that comes with security risks. To balance these, the introduction of appropriate policies and tools, and employee cooperation are essential.
By understanding the risks together and thoroughly implementing countermeasures, companies and employees can maximize the benefits of BYOD while ensuring safety.
Please contact globalsupport@jiran.com for further assistance.
