The key mistake most organizations make with employees that bring smartphones and tablets to work is not weighing the risks and not exploring the business opportunities.

This is the first in a three-part series on a Bring Your Own Device (BYOD) program, the challenges and solutions.  Today’s blog will cover how to start your BYOD program, followed by how your business’s IT department can step up to this challenge and finally, potential solutions you should consider.

Brian Patterson remembers a simpler time managing mobile security when he worked at the headquarters for the giant Wendy's burger chain.

As the restaurant group’s IT finance director, Patterson helped write and enforce security protocols, set up new mobile devices and installed new apps for employees that had little more than company-issued computers and BlackBerry smartphones to work with.

We were the department of “no” for a long time, he said of the lockdown policy for mobile devices at Wendy’s IT division to ensure security.

But all that changed when the Wendy’s CEO one day walked into his office with a big smile on his face and told Patterson to go out and purchase ten tablets.

He wanted five tablets for his direct-reports and five for his board members.  Patterson, today a consultant with TELUS Managed Mobility Services (MMS), powered by Vox Mobile, told a breakout session on enterprise mobile programs at the BlackBerry Innovation Forum in Toronto on March 6.

In a flash, time was no longer instructed to stand still.

Wendy’s IT department suddenly shifted from the department of “no” to becoming the department of “yes.”

And all because top executives using new remote technologies of their choice on the corporate network threatened to leave Wendy’s mobile fleet with too many portable computers, smartphones and tablets in too many places.

Now we had to come up with policies and a way to handle the new devices, Patterson added.

MOBILITY TRANSFORMED

If the above scenario raises a knowing smile, you’re not alone.

You see, these are dizzying and disorienting times for IT departments trying to manage a fast-changing mobile landscape of iPhones, iPads, and Androids to keep employees and clients productive and competitive.

Patterson spoke at length in Toronto about mobility evolving way beyond the days of a standard company-wide device, and of the implications for enterprise businesses looking to manage and secure an emerging digital Tower of Babel.

In the old days, data used to be in a segregated building, locked down on a server, and was easy to manage, he recalled.

Understand, an organization’s employees and customers, expected to be always on and connected, are today tied to corporate networks via a myriad of wireless handsets and gadgets.

And they carry a company’s IP and other trade secrets in those devices to the most unlikely places.

We have people taking data to a coffee shop, to a grocery store, to the beach.  We never intended to take our laptop computer or other mobile devices to the gym, but we do, Patterson said.

BRING-YOUR-OWN-DEVICE

The challenge for IT departments is grappling with the bring-your-own-device trend, or BYOD, where employees and clients bring personal smartphones and tablets not owned or controlled by a company into the workplace and onto the corporate network.

It’s great for productivity, as employees do their job more efficiently, at their desk, on the road or during a commute, using mobile devices to run evermore powerful applications.

Patterson insists IT departments should not see supporting and securing worker-owned smartphones and tablets in the workplace as mission impossible.

The promise of TELUS and Vox Mobile and other top-tier Managed Mobility Services (MMS) providers he continued, is embracing workplace change while minimizing security risks.

Patterson explained IT departments and their organizations need to put in place effective and secure mobility policies and programs.

Companies realize people want to bring their own devices to work and they want to be connected. But companies don’t know how to manage a mobility program, what it entails, it’s risks and opportunities, and that’s why they’re calling us and asking for help developing a BYOD program, Patterson said of the disconnect between worker-owned devices and a company’s ability to support and secure them.

The bottom line is there’s nothing tougher for IT departments dealing with ever-changing technological tools than to know different corporate users have different mobility needs and wants, and meeting them.

In the second part of our investigation into enterprise mobility programs, TELUS Talks Business will explain why IT departments shouldn’t despair.

Solutions from the mobility management gods are at hand.

Are your employees starting to bring their own devices to work?  Do you see a need to implement your own BYOD program but are unsure where to start?

We're looking back on 2011 and some of the most "liked," "tweeted" and commented tech-focused blog posts at Telus Talks Business.

One of my contributions that garnered a lot of traffic was on how to best protect your smartphone.

After all, today's mobile devices are like pocket computers, as they can perform many of the same tasks as your PC or Mac – including accessing email, browsing the web, playing media and getting work done – so protecting them and the potentially sensitive data that resides on it is critical.

Here are a few ideas to shielding your device – and thus, yourself -- from scams, viruses and identity theft with these following smartphone safety tips.

Back it up

The first line of defense is to back up your smartphone regularly in case it's lost, stolen or compromised. The easiest and least expensive way to do it is to connect the smartphone to a computer – via USB cable or wireless Bluetooth – and synchronize the data between the two devices. Should you need a new smartphone, all the info will be copied back onto the new device.

There are also many "cloud" services that can wirelessly back up your contacts and other information to a password-protected website.

Lock it out

Speaking of passwords, ensure you've set up a 4-digit PIN (personal identification number) to use your smartphone – and don't use 0000, 1111 or 1234 or any other numbers easy to guess. Sure, a PIN is a bit inconvenient, but you'll get used to it quickly and will be thankful if you can't find your mobile phone.

You could also draw a pattern to gain access to your smartphone, which is popular on many Android phones, or use facial recognition technology, though it's generally not as secure as a PIN or pattern. Some phones have a fingerprint scanner, too.

"Take it to the second and third level by using password protection on any applications that contain personal or confidential information," advises Chris Stier, managing director for NetQin Mobile, one of the world's leading mobile security providers with roughly 10 million registered users. For example, those who do mobile banking on their phone should create a password that's at least seven characters long and contains letters, numbers and symbols.

Software protection

"Threats like malware, hacking and spamming have always existed for traditional PCs, but a smartphone attack can be even more damaging," cautions Stier. "You likely have personal and business information stored on it, personal conversations and messages that can be recorded and your location can be also tracked."

As such, software to protect against malware (malicious software) is "critical" for a mobile device today, says Stier.

NetQin Mobile, for example, offers a free antivirus smartphone solution and a more robust "premium" option for $1 to $2 per month. The software works on Android, BlackBerry, Windows Mobile and Symbian devices (not Apple's iOS platform).

Remote control

If your smartphone is lost or stolen, there are free mapping tools to remotely track the GPS-enabled device on a computer, smartphone or tablet. Note: if your phone was stolen it's recommended to give this info to authorities rather than you trying to retrieve it.

These same tools, such as Apple's Find My iPhone and BlackBerry Protect, can also remotely wipe the smartphone clean, making it ring loudly (if, say, left under the cushions) or display a message on the screen (such as "Please call me").

You need to set up these tracking apps ahead of time, so be sure to do that before it's too late. Here are some tips to setting this all up.

Check your statement

Finally, it's recommended to check your monthly statement carefully for suspicious calls and SMS (text messaging) charges.

"Comb through your bill closely because you might find charges made without your consent," says Stief. "If you find any, contact your carrier immediately to dispute the charges and they'll identify the company or service for you."

TELUS today announced the release of the Motion CL900 Tablet PC, a highly mobile, connected tablet that runs the Windows 7 Professional operating system.  Purposely designed, developed and built for business, Motion’s innovative tablet supports mobile workers to improve efficiency, accuracy and overall performance while saving time and reducing costs. 

In celebration of the launch, we sat down with Michael Johnson, SVP of Product Development at motion computing.  Motion is a leading global provider of tablet PCs and supports mobility solutions for vertical markets, including healthcare, construction, field service and retail.  Below is a snapshot of our discussion.

In your opinion, what is the single most important decision you made early in your business development?

The single most important decision was recognizing that there is an underserved market for enterprise-class mobility solutions that utilize the high-volume attributes of commercial products, but have the added durability and functionality of purpose-built products without compromises in mobility. It’s a difficult balance between two opposing directions of product design, but when executed well, customers benefit from the most current technology that has the durability to meet the demands of an enterprise workforce.

We've seen an incredible wave of innovation over the past 20 years. How would you describe the current state of innovation?

It’s amazing to see how the technology industry has developed over the past 20 years – from the introduction of the internet, PCs and mobile phones to now having the internet on our mobile phones. PCs have gone from desktops to laptops to notebooks to netbooks to tablet PCs, which brings us to the current state of innovation. The slate form factor is exploding right now. We expect 24/7 access to our data and require a small, light and easy-to-transport form factor to access that data on – enter tablet PCs.

Everything from advances in OS’, applications, hardware, displays, CPUs, battery life, materials, etc. have provided the innovation needed to create these lightweight, powerful and mobile computing devices, and their uses and applications are endless.  

The tablet market has exploded over the last two years, in both the consumer and business market.  In your experience, how are customers implementing tablets into their IT strategy?  What is the business impact of tablets and does it differ between small and large businesses?

In business, tablets are a productivity purchase, and our customers are implementing them as a core element in their IT strategies in order to increase efficiency as well as employee and customer satisfaction, decrease time and cost and improve the overall IT infrastructure. Whether it is field service, retail, healthcare or construction – every mobile professional needs access to the critical information and data that they need in order to get the job done.
When properly deployed, this business impact is invaluable. Our customer base is made up of all sizes, industries and geographies. From a self-employed occupational therapist to a global leader in the beverage industry – all our customers share a tremendously positive business impact.

How do you foster innovation in product development in a rapidly changing market?

We’ve been in business since 2001, so we are very familiar with how rapidly the market changes. Not only do we employ a very talented group of people who bring innovative ideas and concepts to the table, but we also listen to our customers. By asking about their business needs and how those develop and change, we are able to foster innovation and stay on the cutting edge of the market.

What do you envision being added over time to your core product(s) that will either expand your brand or your market potential?

While we don’t comment on our future roadmaps, we continue to see rapid growth in tablet adoptions across our vertical market segments. As such, you should expect to see us expand our product offerings to better serve the growing base of tablet adoption in the enterprise.

Successful business people often reference the ways in which their personal experiences inform their work. Is this true for you when it comes to technology and if so, how?

We are all consumers in one form or another. When we get a chance to use products that are intuitive, thoughtful and relevant to our lives, we are truly delighted by the experience. It is that feeling that we strive for when we design our products.

What book is currently sitting on your nightstand?

The unforgiving minute: A soldier’s story.